Instructions to Authors and Students

The following information is provided as a guide to assist authors and students:

 

CONFERENCE TRACKS

Submissions are invited in four Tracks: Peer-reviewPractitionerStudent and NAFIPS.

Peer-review Track: For academics and scientists to submit research papers on contemporary work related to Wiener’s pioneering contributions.

Practitioner Track: For practicing professionals to submit full papers, short papers or posters reporting on their experiences or as commentaries on practical applications in their field.

Student Track: For postgraduate and doctoral students to submit full papers, short papers and posters. Best Student Paper and Poster awards will be presented based on content and presentation quality.

NAFIPS Peer-review Track: For professional and student members of the North American Fuzzy Information Processing Society (NAFIPS) community to submit full papers and posters for the NAFIPS 2014 Conference, which is being held as a part of this IEEE Norbert Wiener Conference.

Practitioners and students seeking to have their papers included in the IEEE Xplore Digital Library should submit their papers to the Peer-review Track. NAFIPS members should submit their abstracts, papers and posters ONLY to the NAFIPS Track.

 

PREPARING PAPERS AND POSTERS

This section provides information on:

Relevance:  Submissions are solicited for both oral session and informal (poster) presentation from industry, government and academia (including students) covering relevant research, technologies, methodologies, tools and case studies. Papers and posters must be relevant to the Conference Themes and Sub-Themes.

Number of papers: Each author is allowed to present a maximum of two papers. If you have more than two papers accepted, you must register accompanying co-author(s) to present the additional papers.

Acceptance process: Paper and poster selection will be undertaken as follows:

• Papers and posters submitted to the Practitioner Track and Student Track will be vetted by an editorial group for content relevance and presentation.

• Full papers submitted to the Peer-review Track and the NAFIPS Track will be peer-reviewed by at least three reviewers.

• Authors will receive an advisory email when their paper or poster has been accepted by the Program Committee.

Format and length: Papers and posters must be in English, prepared in the IEEE conference style, and identify the conference topic which they address. The paper size for papers is US Letter. For information on formatting submissions, authors should refer to the IEEE Author Digital Toolbox.

• Full papers (manuscript) must follow the IEEE two-column format with single-spaced, ten-point font in the text. The minimum manuscript length is four (4) and the maximum length is eight (8) pages. Papers longer than eight pages will not be accepted for publication. All figures, tables, references, etc. are included in the page limit. Papers must be submitted in Portable Document Format (PDF) format. For information on formatting final paper submissions, authors should refer to the IEEE Manuscript Templates for Conference Proceedings which has standard IEEE Transactions templates for Microsoft Word or LaTeX formats.

 • Posters: Posters are not subject to peer review, but will be vetted by an editor for relevance and quality. Posters may report on planned work, work in progress, professional experience, or commentaries on policy and practice. As prizes will be awarded to the Best Student Poster and Best NAFIPS Student Poster based on content and presentation quality, the Technical Program Committee has decided to not to dictate a specific poster format. Instead, professionals and students submitting posters are encouraged to demonstrate good style and practice in their poster presentations. However, once accepted, Posters should be at least A3 in size and must be printed on good quality paper. For the purposes of publication in the proceedings all posters must also be provided in PDF format.

A Poster should cover the key points of the submitter’s work, aiming at:

  • Providing a brief overview of the work,
  • Attracting attention,
  • Prospecting possible future works and research collaborations,
  • Promoting discussion and questions.

Poster sessions will be scheduled in the Conference Program. Poster authors are expected to be set up prior to the session, be present at their poster for the entire session to answer questions and interact as appropriate to explain their poster to the collected audience.

• PhD Symposium submissions: Submissions should relate to the student’s PhD area of research, be in English and between 2 to 4 pages (excluding references) in PDF format, and structured as follows:

1. Aims and Background;

2. Significance and Innovation;

3. Methodology; and

4. Questions and Issues.

 

SUBMITTING PAPERS AND POSTERS

Papers and posters can only be submitted online via the conference
SUBMISSION SITEhttps://cmt.research.microsoft.com/NW21C2014/Default.aspx

  1. There are several steps to submitting your paper or poster:
    1. Author Registration: Create a New User account on the conference Submission Site. It is recommended, but not essential, that this be the lead author of the submission.
    2. Track Selection: Select the Track (NAFIPS, Peer  Reviewed, Practitioner or Student) to which you wish to lodge your submission. You will then be automatically directed to the New Submission page for that Track.
    3. Submission: The New Submission page consists of four sections; Title and Abstract, Authors, File Upload and Additional Questions.
      1. In the “Title” field, enter the title of the paper or poster (max 256 characters), abbreviate if necessary.
      2. In the “Abstract” field provide a brief (max 3000 characters) summary of your paper or poster. Clearly indicate at the beginning of your text the conference theme and sub-theme to which your paper or poster relates.
      3. In the “Authors” section, use the “Add Author” button to populate the “Authors” field with the name(s) of the author(s).
      4. Select the “Primary Contact” from the authors list. It is recommended, but not essential, that the lead author be the Primary Contact for the submission.
      5. Use the “File Upload” section to upload a copy of your paper or poster. Max file size is 3 MB. Allowed file types are doc, docx, pdf.
      6. In the “Additional Questions” section, indicate whether you are submitting a full paper, short paper or poster.
      7. Click on “Submit” at the bottom of the page to save the submission details and uploaded file in the system. The nominated Primary Contact will then receive an automated confirmation email from the system with a summary of the User account and submission details.
    4. Amendments: Authors can amend their submission online at any time until the submission deadline by logging into the Submission Site and using the Manage Submission facility on the Author Console.
    5. Acceptance Notification: The nominated Primary Contact will receive an advisory email when the paper and/or poster has been accepted by the Program Committee.

    If you are unable to submit your paper or poster online, or have any questions about submitting your paper or poster, please contact the appropriate Track Chair by email, either by clicking on their name in the list of Submissions Contacts (provided on the right side of every page of this Conference website), or by using the email facilities provided on the Submission Site.

     

PREPARING CONFERENCE PRESENTATIONS

Formal presentations are allocated 20 minutes, timed as follows:

Introduction: 1 minutes
Presentation: 15 minutes
Question/Answers: 4 minutes

Audiovisual-Speakers should plan to use the conference-supplied computers to present their material. Power Point and PDF are the acceptable formats. ALL presentations are to be submitted to Kathleen Ballos by 12:00 noon (ET) on Friday, June 20. No personal computers will be allowed! PLEASE REMEMBER TO BRING A BACKUP OF YOUR PRESENTATION WITH YOU!!! USB thumb drives are the only acceptable forms of media to load on to the conference computer.

All conference computers will having the following:

• 2 free USB ports for media uploading
• Windows XP Pro Service Pack 3, including all Windows updates
• PPT 2007
• Latest version of Adobe Acrobat (.pdf files)
• Latest version of RealPlayer Latest version of QuickTime
• Latest version of Windows Media Player

Use large enough fonts so that the material can be seen clearly from the back of the room (~60 ft). Please avoid crowded view graphs, which are difficult to see and explain. No more than 5 to 6 points should be made on a single slide. Please break up material.

Sample slides and additional instructions can be found as a power point presentation HERE  and as a  pdf  HERE

 

CONFERENCE TERMS AND CONDITIONS

This section provides information on:

Authorization to publish: IEEE assumes that material presented at its conferences or submitted to its publications is properly available for general dissemination to the audiences these activities are organized to serve. It is the responsibility of the authors, not IEEE, to determine whether disclosure of their material requires the prior consent of other parties and, if so, to obtain it. In order to ensure that the authors are aware of their responsibilities, signed IEEE Copyright Forms must be submitted for all papers accepted for publication.

Copyright: We will accept use of the IEEE eCopyright. Authors are directed to an IEEE web site and fill in the IEEE copyright form on the web, allowing the author to upload the form, instead of needing to print, fill out, scan and upload copyright forms manually.

Alternatively, IEEE copyright forms can be downloaded in PDF format here and should be uploaded as a separate document with your full paper submission. See ieee.org/copyright for full references. As highlighted above, signed IEEE Copyright Forms must be submitted for all papers accepted for publication.

No Show Policy: Papers will be published in the conference proceedings only if at least one of the authors is officially registered and the paper presented. IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore) if the paper is not presented at the conference.

Originality: Only original papers that have not been published or submitted for publication elsewhere will be considered.

Plagiarism check: Each paper will be verified using plagiarism checking system(s) to ensure all referenced material is properly cited and not previously published.

Publishing: Accepted and presented papers and posters will be included in the Conference Proceedings. The Conference Proceedings will be distributed to all conference delegates at the conference. Only accepted Peer-review Track papers and NAFIPS Track papers will be peer-reviewed, and only full Peer-review Track papers and NAFIPS Track papers presented at the conference will be submitted for inclusion in the IEEE Xplore Digital Library.

Quality: IEEE reserves the right to withhold publishing of proceedings or papers that do not meet the IEEE quality standards.

Registration: All authors attending the conference must first register for the conference and pay the appropriate registration fee.

  • Each full author registration covers a maximum of two papers.
  • Student registration will cover a single-paper/poster final submission and presentation.
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