IDEAS'14
18th International Database Engineering and Applications Symposium
Porto, Portugal:July 7 - 9, 2014
Author Final Paper Preparation and Submission Instructions:
These instructions are for authors of accepted papers for preparing the final version for publication/dissemination. To these authors congratulations! The following information is provided to help you in the preparation and submission of the final version (called Camera Ready version before the digital age) of your paper as it will be published in the proceedings. Please follow all points below to insure the submission process is completed successfully. Verify against the checklist at the bottom.
POINT 1: Paper Specifications
POINT 2: Important Deadlines
POINT 3: Completing(on-line) the ACM Copyright Release Form
POINT 4: Important Information about Preparing (Formatting) your Paper
POINT 5: Converting to PDF and Renaming the PDF file for Submission
POINT 6: Registration and Uploading the Final Version to ConfSys
POINT 7: Slide upload and presentation
POINT 1: Paper Specifications
For the sample paper, template latex class, etc., see:
ACM
The page size for the final(camera ready) version of your paper must be U. S. Letter size(8.5 inches x 11 inches or 215.9 mm x 279.4 mm) and should NOT have page numbers or any headers or footnotes. Please respect the number of page limits.
Any final version not in letter size would be flagged as having a problem!
An email would be sent automatically by ConfSys when a paper is flagged as having a problem on the Paper Info page as illustrated below. A final version with a problem cannot be included in the proceedings.
Use the PDF viewer's "Properties" function to check the paper size of your PDF file. Unacceptable PDF file in A4 size would be shown having the size as shown here; whereas the correct US letter paper size would have size 8.50x11.00in illustrated here
PAPER PAGE LIMIT:
* Full papers: 10 pages, including all figures, tables, and references.
* Short papers: 4 pages, including all figures, tables, and references.
* Poster papers: 2 pages, including all figures, tables, and references.
PURCHASING EXTRA PAGES(use Add on item in registration):
* Full papers: Up to 4 extra pages may be purchased
* Short papers: Up to 2 extra page may be purchased
* Poster papers: NO extra page may be purchased
Pleser respect the page limits.
LEGAL INFORMATION:
Please consult and adhere to the letter and spirit of the following:
http://www.acm.org/publications/policies/copyright_policy
http://www.acm.org/publications/policies/plagiarism_policy
POINT 2: Important Deadlines
PAPER DEADLINE: Registration and Final "camera ready" version of the paper is due as given in the schedule. You must first make payment for the conference before you can upload your camera ready file to ConfSys. Use the Author registration option and select the paper for which you are registering. Also, the copyright form must be completed on the ACM site and approved well before the deadline. The copyright form would be approved by ACM and without an approved copyright form, your contribution cannot be included in the proceedings. Make sure to carefully read and follow the instructions for preparing the copyright form.
COPYRIGHT DEADLINE: Complete the on-line ACM copyright as soon as possible once you get an email from ACM. The details would be in the email. A sample of what this on-line form requires is given at:
http://confsys.encs.concordia.ca/ACM/ACM-online-copyrightform.pdf
POINT 3: Completing the ACM Copyright Release Form
ACM requires an online completion of their copyright release form. A sample of this online form is given here. The contact author would receive an email from ACM with instructions to complete this form on line. Once completed, a PDF version of the form would be sent to the contact author.
It is important that you have included ALL authors of your paper in ConfSys to be correctly listed in ConfSys. The names of all authors(including any middle name, initials, capitalization, etc.) and order of the authors must be consistent in ConfSys as in the paper. Any changes that ACM or ConfSys need to make will incur a delay and/or charge.
Consult with your co-authors to find out if they are already users of ConfSys and if so, enter their EXACT email address that they are using for ConfSys and their first-name.
Make sure the title in the copyright form is the same as the one used in ConfSys and in the final version of the paper.
POINT 4: Important Information about Preparing (Formatting) your Paper
The ACM digital library is dedicated to worldwide distribution of academic results. Hence it is important that all papers submitted for publication must meet a minimum standard for both print and electronic publishing.
Your final papers MUST be formatted to ACM Formatting Guidelines. It is highly recommended that you proofread and check the layout of your paper BEFORE submitting it to ConfSys.
Please use the ACM Word or LaTeX style templates to prepare your articles. See:
http://www.acm.org/sigs/publications/proceedings-templates
Please apply ACM Computing Classification categories and terms. The templates provide space for this indexing. The Computing Classification Scheme is at:
http://www.acm.org/about/class/1998
After completing the on-line rights management form, ACM will email
the authors the correct rights management text and bibliographic strip
to place within their papers. Authors MUST use the required text into
their paper.
The rights management text and bibliographic
strip sent to the author by ACM should go at the bottom of the first page
in the left column of the final version of the paper.
PLEASE REPLACE
THE DOI/URL LINE
http://dx.doi.org/XXXXXXX
BY THE ONE SENT IN THE EMAIL BY
ACM If you cannot find it, we have listed it here along with the last three digits of your
paper's PID.
"Permission to make digital or hard copies of part or all of this work
for personal or classroom use is granted without fee provided that
copies are not made or distributed for profit or commercial advantage
and that copies bear this notice and the full citation on the first
page. Copyrights for components of this work owned by others than ACM
must be honored. Abstracting with credit is permitted. To copy
otherwise, to republish, to post on servers or to redistribute to
lists, requires prior specific permission and/or a fee.
IDEAS '14, July 07 - 09 2014, Porto, Portugal
Copyright ©2014 ACM 978-1-4503-2627-8/14/-7 $15.00"
http://dx.doi.org/XXXXXXX"
Any final version not having a copyright panel as required would be flagged as having a problem!
POINT 5: Converting to PDF and Renaming the PDF file for Submission
Basic PDF distiller settings MUST be changed to:
* Optimized,
* Acrobat 4.0 compatibility,
* ALL graphics at least 300 dpi resolution (higher if preferred),
* ALL fonts MUST be embedded and subset,
* Postscript settings DO NOT override distiller settings,
* Page size is 612.0 x 792.0 points (8.5" x 11").
ACM has provided this guide for WORD: you may download the ACM Digital Library optimal distiller settings file, ACM.joboptions.
IMPORTANT: Authors must check their final PDF files before submission to verify that the paper size is US letter and that ALL fonts have been properly embedded and subset. Some font manufacturers now flag their fonts to not embed. These fonts must be avoided.
Renaming your PDF File for Submission
Once your paper has been converted into a PDF
file, you will need to rename your file for final submission. For
Upload to ConfSys use the convention last name of the first author in
naming this file. If the first author is C. Smith, name the file
Csmith_ideas14.pdf
For two or more papers with the same first author, name the files:
Csmith1_ideas14.pdf Csmith2_ideas14.pdf etc.
POINT 6: Registration and Uploading the Final Version to ConfSys
Sign-in to ConfSys and change to IDEAS>IDEAS14
Use the link My Account > My Registration
Use the Author registration option
Choose the accepted paper for which you want to register
Select the option, currency
If required choose the Add on options for extra pages, quantity
Make payment using a third party system: the third party accepts most popular credit cards. We prefer not to handle this part of the payment process. The payment should be done ASAP; if the payment is not made, the unconfirmed registration would be canceled and you need to re-do the entire process.
Once the payment is confirmed, you could proceed to upload the final
version of your paper
Use the link "Author, My paper" to go to the list of your
papers. Click on the title of the paper to go to the information web
page for the paper. In the section under "Upload Paper File" chooses
Final version to upload your verified PDF file. ConfSys will allow the
upload of the file once your registration is confirmed. Please do not
wait till the last date to make your registration and payment.
You can
replace the uploaded file for the Final Version with a corrected
version before the deadline: ConfSys would replace the previously
uploaded file.
Make sure that the files have been correctly uploaded by clicking on "Final Version" link in the Page Info web page for your paper.
Summary
The format of the paper should be as outlined herein. The copyright/licence panel at the bottom of the left column of the first page should be as give above and include the DOI URL. Consult the list above for the URL for your paper. Note that most N. American publisher require the size of the page to be U.S. letter. Also the fonts have to be embedded. See Embedding fonts in PDF files for uploading to ConfSys which also gives a hint on paper size. Also see this.
Checklist
1. register as an author and make sure it is confirmed
2. complete the copyright/license at ACM site
3. paper size U.S. Letter
4. layout correct
5. fonts embedded in PDF(ConfSys will reject any PDF file if fonts are not embedded)
6. copyright panel correct including event, year, location, ISBN, DOI
7. Upload final version to ConfSys
8. Upload slides for oral presentation to ConfSys
If your final version is flagged, the problem(s) would be one (or more) of checklist items 3, 4, or 6. Verify carefully before sending out an email.
POINT 7: Slide upload and Presentation
The presentation time allocated is as follows:
Full paper: 22 minutes
Short papers: 15 minutes
Since the time for the oral presentation is limited, there is no time
for dealing with USB drives, and switching computers (any such time
would be 'charged' to the incoming presentation slot). ConfSys is able to
orchestrate the presentation if the slides have been pre-uploaded. So
please make sure to upload your slides to ConfSys before July 4,
2014.
Poster Paper: There is no formal oral presentation: however, have a
small oral explanation for those who will stop by and ask you about your
work. Prepare your poster of about 4' by 3': you could user the
poster template available in the slde preparation software such as Open Office or PowerPoint.
If after all these you still have questions: read this kit again (as the CITH says at least with one eye). If you are still not sure and ONLY then, contact:
admin AT confsys DOT org.
Please include the following details in all correspondence:
IDEAS14, title of the paper and the Contact
Author name
