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Author Instructions for Camera Ready Paper Submission

This page contains instructions for authors of accepted papers of CLEI 2013 on how to prepare and submit the camera ready version of their papers.

Accepted papers of the seven Latin American Symposiums, CIESC, and LAWCC will be published in the CLEI proceedings. Additionally, the accepted papers of the seven Latin American Symposiums that are presented during the conference will be published in IEEE Xplore.

Final paper submission consists of six critical steps:

  1. Make enhancements to your paper according to the reviewer’s recommendation
  2. Format final version of your paper according to IEEE style
  3. Generate compatible PDF format for you paper
  4. Complete and sign the Copyright Form (Only for the seven Latin American Symposiums)
  5. Submit the final PDF version of your paper and Copyright Form on EasyChair
  6. Send your Registration

Failure to comply with all the required elements by July 31th, 2013, will lead to the removal of the papers from the technical program and the conference record.

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.

General Instructions

  • The camera ready version of your paper must not exceed 12 double column pages, including figures, references and an abstract of up to 150 words. If the paper is written in Spanish or Portuguese, it should has two abstracts. The first abstract must be English, and the other one in the language of the paper (Spanish or Portuguese). The title of the paper must be in the same language as the paper. That is, you cannot 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.
  • Verify that your figures and tables have a high resolution and that text inside them can be easily read. Papers with low resolution figures will be remove from the technical program and the conference record.
  • Use IEEE style for your references.
  • DO NOT page number your manuscript.
  • DO NOT apply security settings to your PDF file.
  • Only PDF format is accepted.
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, we recommend you use PDF eXpress as described here.

CLEI 2013 has registered for use of the IEEE tool: PDF eXpress. IEEE 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 and validation, 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 clei2013x 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: clei2013x
  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.

IEEE 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.

Step 4 – Complete and sign the Copyright Form

This step is only required for the authors of the seven Latin American Symposiums. 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.

The corresponding author for each paper accepted in one of the seven Latin American Symposiums must fill out and sign the IEEE Copyright Form and upload the PDF file on EasyChair by July 31th, 2013. The Copyright Form is available in MS Word and PDF at the following links:

Step 5 – Submit the final PDF version of your paper and Copyright Form on EasyChair

The final PDF version of your paper and Copyright Form (this last document is only required for authors of accepted papers of the seven Latin American Symposiums) must be submitted through EasyChair by July 31th, 2013. If you are required to submit the Copyright Form (only for authors of accepted papers of the seven Latin American Symposiums), upload it as an attachment of your paper. Failure to comply with all the required elements by July 31th, 2013 will lead to the removal of the paper from the technical program and the conference record.

Before you proceed to upload your camera ready paper, check that you did not add page numbers to it and that your figures have high resolution. Also, verify that you used IEEE style for your references. For paper in Spanish and Portuguese, review that the abstract in English was placed before the other abstract (Spanish or Portuguese), and that the title of the paper is in the same language as the paper.

Also, be sure that you formatted your paper as an Xplore-compatible PDF file. For this reason, we recommend the usage of IEEE PDF eXpress (see Step 3).

Even though the accepted papers of CIESC and LAWCC will not be indexed by IEEE, these papers must also be formatted as Xplore-compatible PDF file in order to be included in the CLEI proceedings.

 Step 6 – Send your Registration

For registration, please visit the Registration Web Page.