IEEE Camera Ready Papers

Author Instructions for Camera Ready Paper for IEEE

This page contains instructions for authors of accepted papers of the eight Latin American Symposia, CIESC, LAWCC and SHIALC on how to prepare and submit the camera ready version of their papers to be published in the CLEI proceedings.

NOTE: Invited papers to ENTCS Journal must also follow the corresponding instructions, which will be published soon.

NOTE: Invited papers to CLEI Electronic Journal will receive specific instructions on how to submit their papers to this journal via email after the conference.

For now, the authors of invited papers to CLEI Electronic Journal and ENTCS  must follow the instructions in this web page and send the camera ready paper to be published in the CLEI proceedings.

Additionally, accepted papers of the eight Latin American symposia and CIESC that are presented during the conference will be indexed and published in IEEE Xplore.

It is important that authors of accepted papers follow the steps described in the following to generate the camera ready copy of their paper (see details for each step in next sections below):

  • Step 1: Make enhancements to your paper according to the reviewer’s recommendation
  • Step 2: Format final version of your paper according to IEEE style
  • Step 3: Generate compatible PDF format for you paper using the PDF eXpress service
  • Step 4: Complete and sign the Copyright Form – only for accepted papers of the eight Latin American symposia and CIESC
  • Step 5: Submit the final PDF version of your paper (and copyright when applies) along with the paper source files (MS word or .zip format) in the FINAL VERSION option in EasyChair
  • Step 6: Send your Registration via the registration page

Failure to comply with all the required elements by July 28, 2014 (the date for step 6 has been extended see Fees page, but it must be performed) will lead to the removal of the papers from the technical program of the conference (CLEI proceedings).

Step 2 – Format final version of your paper according to IEEE style

The formatting instructions provided in this section MUST be strictly followed in order for your paper to be included in the conference proceedings. Please read these instructions carefully identifying those that apply to the symposium or event to which your article corresponds.

General Instructions

  • The camera ready version of your paper must not exceed 12 double column pages, including an abstract of up to 150 words, keywords, figures, acknowledgments, and references.
  • ONLY FOR ACCEPTED PAPERS of the eight Latin American symposia and CIESC
    • All paper must have one title (in English), one abstract (in English), and one list of keywords (in English). That is, even though the paper is written in Spanish or in Portuguese, the title, the abstract, and the keywords of the paper must be in English. Do not put a second title (in Spanish or Portuguese), or a second abstract (in Spanish or Portuguese), or a second list of keywords (in Spanish or Portuguese).
  • ONLY FOR ACCEPTED PAPERS of the associated events LAWCC and SHIALC
    • If the paper is written in Spanish or in Portuguese, it must have TWO abstracts. The first abstract must be in English, and the second one in the paper language (Spanish or Portuguese). That is, you must not put the title of your paper in English if the paper is written in Spanish or in Portuguese.
  • The reference format for the submission of articles is the IEEE standard (Manuscript Templates for Conference Proceedings).
    • Use single-space, two-column US Letter page size (8.5″ x 11″).
    • Caption of figures must be centered bellow them.
    • Caption of tables must be centered above them.
    • Use IEEE style for your references.
  • Verify that your figures and tables have a high resolution and that text inside them can be easily read. Papers with low resolution figures or tables will be removed from the technical program of the conference (CLEI proceedings).
  • DO NOT page number your manuscript.
  • DO NOT apply security settings to your PDF file.
  • PDF format is accepted (preferably generated by the IEEE PDF eXpress service) and paper source files (MS word or .zip format).

Step 3 – Generate compatible PDF format for you paper

All camera ready paper must be submitted as a Xplore-compatible PDF file. Even if you can generate a Xplore-compatible PDF format by yourself, you must use the IEEE PDF eXpress service as described here to verify compatibility.

PDF eXpress is a free service for IEEE conferences, allowing their authors to make IEEE Xplore-compatible PDFs (Conversion function) or to check PDFs that authors have made themselves for IEEE Xplore compatibility (PDF Check function).

If you would like to submit your source file to PDF eXpress for conversion, PDF eXpress converts the following file types to PDF:

  • Postscript
  • Microsoft Word
  • Freelance
  • PageMaker
  • FrameMaker
  • TeX/LaTeX (DVI and all support files required)
  • WordPerfect
  • QuarkXpress
  • Rich Text Format
  • Word Pro

Instructions for using IEEE PDF eXpress:

If you already have an account in IEEE PDF eXpress, access IEEE PDF eXpress by clicking here and use 34500x as the conference ID.

If you do not have an account in IEEE PDF eXpress already, create one with the following steps.

  1. Click here to go to PDF eXpress. PDF eXpress will open in a new browser window.
  2. Click link: “New Users – Click here”
  3. Enter Conference ID: 34500x
  4. Enter your email address and confirm it
  5. Choose a password
  6. Click the “Submit” button and continue to enter information as prompted (you will receive an email confirming the successful creation of your account)

Now that you already create an account in IEEE PDF eXpress, for each conference paper
do the following:

  1. Click “Create New Title”
  2. Enter identifying text for the paper (just put the title of the paper here for example)
  3. Click “Submit File for Checking or Converting” button
  4. Specify the file name (e.g., PDF file for checking and DOC or DOCX file for conversion) and press the “Upload File” button
  5. PDF eXpress will show you a small table with summary information about the uploaded file. Then, just press the “Continue” button
  6. 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.

Note: The site contains extensive instructions, resources, and helpful hints. Through your PDF eXpress account, you may submit your source application files (e.g., DOC or DOCX) for conversion to PDF, and/or submit PDF files for checking. If there is a problem with your file, you will receive an e-mail detailing the problem. Otherwise the system will e-mail you a copy of your IEEE Xplore-compatible PDF file. Double check the generated PDF file before submission to EasyChair, especially for flow layout and figure resolution. If your IEEE Xplore-compatible PDF file is OK, it is the one that you will load in EasyChair.

If you have any questions, please do not hesitate to contact the IEEE PDF help desk at PDFsupport@ieee.org. If you have technical questions regarding PDF eXpress Web site, please contact the PDF eXpress support staff at icpsupport@redshift.net.

NOTE: PDF eXpress is not a manuscript-collection system and does not replace the conference’s submission system EasyChair. Once authors verify that they have IEEE Xplore-compatible versions of their manuscripts, they will still need to upload the files in EasyChair before July 28, 2014.

Step 4 – Complete and sign the Copyright Form (when applies)

Corresponding author of accepted papers of the eight Latin American symposia and CIESC must complete and sign the copyright form and submit the corresponding PDF file in EasyChair before July 28, 2014 in order for their paper to be indexed in IEEE Xplore. The Copyright Form is available in MS Word and PDF at the following links:

Step 5 – Submit the final version of your paper on EasyChair (and Copyright Form when applies)

The camera ready PDF version of your paper along with the paper source files (MS word or .zip format) must be submitted through EasyChair by July 28, 2014. Additionally, corresponding author of accepted papers of the eight Latin American symposia and CIESC must also upload the IEEE Copyright Form as an “attachment” of your paper. Failure to comply with all the required elements by July 28, 2014 will lead to the removal of the paper from the technical program of the conference (CLEI proceedings).

Before you proceed to upload your camera ready paper, check that you did not add page numbers to it and that your figures and tables have high resolution. Also, verify that you used IEEE style for your references and US letter format (8.5″ x 11″). Accepted papers of the eight Latin American symposia and CIESC must have one title, one abstract, and one list of keywords in English (all three only in English). Accepted papers of the associated events LAWCC and SHIALC written in Spanish or Portuguese must have the title in the same language as the paper, and TWO abstracts, one in the paper’s article language and one in English.

Also, be sure that you formatted your paper as an Xplore-compatible PDF file. For this reason, we recommend the usage of the IEEE PDF eXpress service to generate of to verify the PDF file of your paper (see Step 3). Do not forget to upload the paper source files (MS word or .zip format).

It is worth remembering that one of the authors must present the paper in the conference, otherwise the paper will only be published in the CLEI proceedings and not in IEEE Xplore.

Step 6 – Send your Registration

For registration, please visit the Registration web page in the Attendees menu option.