Paper Guidelines - Instructions IEEE Publication

General Information 

If you have received an Email with the notification of acceptance of your paper being included in the IEEE proceedings please read the following carefully.

In order to sumbit your paper for IEEE publication, it is mandatory to prepare an IEEE Xplore compliant version of your final papers following the IEEE PDF instructions.

All papers have to be received electronically in .pdf format and must be compliant with IEEE Xplore. Please note that the organiser will check that for every paper:

  • at least one author has registered to the conference before the paper is included in the conference proceedings 
  • the pdf file is IEEE Xplore compliant;
  • authors have submitted the IEEE copyright form

The deadline for submitting final papers compliant with the above format is 15 February 2022 by midnight GMT.

Paper Templates & Requirements:

NAVITEC authors have been asked to submit a paper, conform the IEEE Paper Format/Template. 

Step 1: Paper Formatting

Templates for Microsoft Word and LaTeX are available here for download. 

  • It is best to start writing your paper by entering the text into the template, to make sure that all formatting is correct.
  • The information on page layout and formatting can be found in the templates.

As a reminder, Paper Requirements:

  • The Conference Proceedings and electronic copy on IEEE Xplore will be in colour, but many readers print and use the papers in black and white (b&w) only. So, please check your final manuscript for legibility in both black and white and colour representations.
  • Do not include headers, footers or page numbers.
  • Please note that no additional content editing will be performed.


Step 2: Add copyright information to the first page of the paper

The appropriate copyright notice is to appear on the bottom of the first page of each paper according to the guidelines set forth for an IEEE Conference Publication. Detailed instructions can be found below and at:

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work notprotected by U.S. copyright
  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-1-6654-1616-0/22/$31.00 ©2022 Crown
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-6654-1616-0/22/$31.00©2022 European Union
  • For all other papers the copyright notice is: 978-1-6654-1616-0/22/$31.00 ©2022 IEEE


Step 3: Paper publication: IEEE compliance

Please follow the instructions below carefully to ensure that your uploaded Final Paper is compatible with IEEE Xplore formatting requirements: 

NAVITEC 2022 authors have access to PDF eXpress for the conversion of papers into PDF files, please use the following conference ID: 53682X

The online submission site will check the submitted files for compliance and will reject non-compliant files. Failure to comply will prevent proper publication or accreditation of your work.

  • Embed all figures and captions within the text.  
  • Ensure legibility; simplify all figures and tables and maintain uniformity of style throughout.  
  • Prepare your manuscript in any file format acceptable to PDF eXpress, e.g. in MSWord.  
  • Authors must use IEEE PDF eXpress service to prepare and validate the camera ready paper, please use the following conference ID:  53682X
  • Go to the PDF eXpress site, click on the link “New Users-Click Here” and fill in your information. You will need the Conference ID  
  • Then, login using your email address, password and conference ID and deliver your file for conversion into pdf format (or have your existing pdf file checked). The pdf version of paper will be automatically sent to the email address that has been provided.  
  • If required, incorporate the requested changes, resubmit to PDF eXpress.  
  • Check both colour and black and white representations of the final certified file. 
  • Your paper must be named as follows:  IEEE express number_Last name_paper (e.g. ID128_Smith_paper)


Step 4: Copyright Forms

All authors (for both oral and alternate presentations) must submit the signed IEEE Copyright Form together with their camera ready paper. The IEEE Copyright Form will be automatically sent from IEEE to the submitting author.

The copyright form should be named as follows: IEEE express number_Last Name_copyright (e.g. ID128_Smith_copyright)


Step 5: Submission of Documents

Authors should submit the below listed documents through the Final Paper Upload Portal

  • the created IEEE-compliant PDF file of the Camera-ready paper 
  • the signed IEEE Electronic Copyright Form (for both oral and alternate presentations)
  • link to presentation video 

Login details are the ones you have chosen by the first time submitting the abstracts.


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