Paper Guidelines IEEE
General Information
Papers should be written in English and are limited in length to eight (8) printed pages with a PDF file size less than 1.25 Mbyte, including figures, tables, and references in A4 paper size. The deadline for full paper submission is Wednesday, 22 June 2022 by midnight GMT. IEEE papers should be submitted via an online submission tool to ESA Conference Bureau. Click here to access the IEEE Paper submission tool.
Camera-ready versions of accepted papers must be uploaded to the online submission portal for inclusion in the conference proceedings and to be submitted to IEEE Xplore®. The deadline for camera-ready submission is Wednesday, 26 October 2022 by midnight GMT, the link to which will be updated here once it has been activated.
Submission of a paper acknowledges your acceptance for the paper to be published in the conference proceedings. The conference proceedings will be included in the IEEE Interactive Electronic Library (IEL) as part of IEEE Xplore®. An author of an accepted paper MUST register for the workshop prior to submitting their camera-ready paper and attend to present it. The paper must be presented by the primary author of the paper unless the Progamme Chair grants permission for a substitute presenter, arranged in advance of the event, who is qualified both to present and answer questions. IEEE
reserves the right to exclude a paper from distribution after the conference,
including IEEE Xplore® Digital Library, if the paper is not presented by the
author at the workshop.
Authors of accepted papers MUST submit the Electronic IEEE Copyright Form (eCF).
Upon paper acceptance, authors may start preparing for the camera-ready paper submission. Below is a simple checklist and guideline for reference:
Step 1: Revise your paper
- Take into account the suggestions and corrections highlighted by the reviewers.
- The length of the final paper should be no more than eight (8) printed pages with a PDF file size less than 1.25 Mbyte, including figures, tables and references.
- Use the IEEE conference manuscript templates which can be downloaded from the following link [IEEE Paper Template].
- IEEE conference manuscript templates contain guidance text for composing and formatting conference papers. Please ensure that all guidance text is removed from your paper prior to submission. Failure to remove template text from your paper may result in your paper NOT being published.
- The conference proceedings and electronic copy in IEEE Xplore® will be in colour, but many readers print and use the papers in black and white only. As such, please check your final paper for legibility in both black and white and colour representations.
- Make sure that your paper contains no headers, no footers, and no page numbers. This information will be added by the conference publication team.
- Embed all figures and captions within the text.
- Be mindful that no additional content editing will be performed.
Step 2: Adding the IEEE copyright notice
The appropriate copyright clearance code notice is to appear at the bottom of the first page of each paper according to the guidelines set forth in the Cataloging/Copyright Instructions for an IEEE conference proceeding. The copyright notice should appear about 1 cm below the left column and should be aligned to the left with the same left margin as the column. Detailed instructions can be found at [IEEE - Intellectual Property Rights].
The copyright notice to be added depends on the circumstances as follows:
- For papers in which all authors are employed by the US government, the copyright notice is:
U.S. Government work not protected by U.S. copyright - For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is:
978-1-6654-8780-1/22/$31.00 ©2022 IEEE - For papers in which all authors are employed by the European Union, the copyright notice is:
978-1-6654-8780-1/22/$31.00 ©2022 European Union - For all other papers the copyright notice is:
978-1-6654-8780-1/22/$31.00 ©2022 IEEE
Step 3: IEEE Xplore® compatible PDF generation
The camera-ready paper must be converted into PDF with settings compliant with the requirements of the IEEE Xplore® digital library. To this purpose, the IEEE PDF eXpress web tool should be used. PDF files generated in a different way might not be IEEE Xplore®-compliant and could be rejected.
The instructions to generate an IEEE Xplore® compatible PDF file using the IEEE PDF eXpress web tool are listed below:
- Log in to the IEEE PDF eXpress site.
- First-time users
- Click 'Create account'.
- Enter 55771X for the Conference ID, your email address, and choose a new password. Continue to enter information as prompted.
- You will receive online and email confirmation of successful account setup.
- Previous users, but using it the first time for a new conference
- Enter 55771X for the Conference ID, your email address, and enter the password you used for your old account.
- When you click 'Login', you’ll receive an error saying you need to set up an account. Simply click 'Continue'. By entering your previously used email address and password combination, you will enable your old account for access to this new conference.
- Check that the contact information is still valid, and click 'Submit'. You will receive online and email confirmation of successful account setup.
- Returning users
- Enter 55771X for the Conference ID, email address and password.
- For each conference paper, click 'Create New Title'.
- Enter identifying text for the paper (title is recommended but is not required).
- Click 'Submit PDF for Checking' or 'Submit Source Files for Conversion'
- Indicate platform, source file type (if applicable), click Browse and navigate to file, and click "Upload File". You will receive online and email confirmation of successful upload.
- You will receive an email with your Checked PDF or IEEE PDF eXpress-converted PDF attached. If you submitted a PDF for Checking, the email will show if your file passed or failed.
- Your paper must be named as follows: IEEE express number_Last name (e.g. 123456_SMITH).
Non-ESA authors will receive by email login information and credentials to log in and sign for their copyright transfers. The electronic copyright form has to be submitted before sending the paper camera ready and should be named as follows: IEEE express number_C_copyright (e.g. 123456_C_COPYRIGHT).
ESA authors MUST submit an ESA copyright transfer form which can be downloaded from the following link [ESA Copyright Transfer Form]. The << >> text will need to be edited out as it is filled in and will need to be replaced by the correct paper title, primary author(s), as well as the full name and signature of authorised signatories. The name and signature of the authorised ESA signee will need to be filled in by hand. Form submissions are to be filled out, printed, signed by hand, scanned, converted into PDF with a file size under 2MB, and then uploaded into the online submission portal. The document is to be named: IEEE express number_C_copyright (e.g. 123456_C_COPYRIGHT).
Authors should upload the below listed documents in the personal account of the main author; the same account which was created during the full paper submission.
- The created IEEE Xplore®-compatible PDF file of your camera ready paper.
- The signed IEEE or ESA copyright form.
Important: Please be aware that when submitting your camera-ready paper, the IEEE paper previously submitted via the submission portal will still be visible on the Edit Papers page, and needs to be replaced with the final IEEE Xplore®-compatible PDF file of your camera-ready paper.
ESA Conference Bureau / ATPI Corporate Events
ESA-ESTEC, Keplerlaan 1
2201 AZ Noordwijk, The Netherlands
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