Author's Kit

Introduction

The EPE 2012 paper submission and review processes will be entirely electronic and will be conducted online as described in the following.

Paper Proposals 

Authors who wish to participate in the conference need to register with the on-line submission system available in the "Submission" section and then use it to submit their paper proposals (extended abstract, if possible as close as to the final version).

The paper proposal must be completed on or before the "Extended abstract and preliminary registration submission" deadline listed below.

Review Process 

Paper proposals will be reviewed, using the online review system, by experts selected by the conference Technical Program Committee for their demonstrated knowledge of relevant topics. The results of the review process will be posted on this website, and authors will also be notified by email. Review results will be ready by the "Notification of acceptance" date shown below.

Final Papers 

Authors of accepted paper will prepare a final version of their paper and will submit it using the online submission system. The version of the final paper will be substantially the same as the paper proposal but will take into account reviewers' comments. The final paper (up to 6 pages) will provide all essential detail of the work outlined in the accepted abstract and must conform to the required format. The final paper should include abstract, introduction, problem definition, solution, results, conclusions, and references. The final paper must be completed and submitted on or before the "Camera ready papers and author early registration" deadline listed below.

Registration 

The final version of an accepted paper will appear in the conference proceedings provided that at least one of the authors registers and presents the paper in the conference sections. Registration must be done on or before the "Camera ready papers and author early registration" deadline shown below.

Format

To make the review process easy for reviewers, and to assure that paper proposals and final papers are readable through the online review system, authors are asked to submit proposals that are formatted according to the instructions given below. Paper proposal document formatting is identical to final paper formatting. Paper proposals not conforming to the required format will be rejected without review. Similarly, final papers not conforming to the required format will not appear in the proceedings.

Instructions

Authors are required to complete the procedures in the following list before the specified deadlines. Detailed guidelines for each of these procedures are provided below.

·    Step 1: Complete a properly formatted proposal

·    Step 2: Submit the proposal electronically

·    Step 3: Check the EPE2012 website for the status of your paper

·    Step 4: Revise accepted papers for final submission

·    Step 5: Verify that your final paper is IEEE Xplore compliant

·    Step 6: Submit final paper electronically

·    Step 7: Submit copyright form electronically

·    Step 8: Register for the EPE 2012 conference

·    Step 9: Prepare a lecture or poster presentation for EPE 2012 conference

Deadlines

April 30, 2012 - Extended abstract and preliminary registration submission

May 21, 2012 - Notification of acceptance

June 18, 2012 - Full paper submission

July 16, 2012 -  Camera ready papers and author early registration

October 25-27, 2012 - Conference

Contact

Please make sure that you put the conference name (EPE2012) and the paper number, assigned by the online submission system, on all correspondence. Additional inquiries regarding submission of papers should be directed to:

Cristian-Gyozo Haba, epe@ee.tuiasi.ro

Step 1: Complete a properly formatted proposal

Papers should be formatted for standard A4 size paper using IEEE conference proceedings templates found here.

Use the following guidelines when preparing your proposal:

LENGTH: You are allowed a total of:

·    6 pages for the paper

This is the maximum number of pages that will be accepted, including all figures, tables, and references. Although not encouraged, authors can have papers longer than 6 pages, but not exceeding 8 pages. Each of the extra two pages will incur a fee. Any paper that exceeds the 8-page limit will be rejected without review.

LANGUAGE: All papers must be in English.

PAGE SIZE AND MARGINS:

·    Papers should be formatted for standard A4 size (210 x 297 mm) paper.

·    All printed material including text, illustrations, and charts, must be kept within the print area.

·    The top, bottom, left, and right margins and the space between the two columns must be as set in the templates and not changed.

TYPEFACE: To achieve the best viewing experience for the review process and the conference proceedings Times-Roman font must be used. If a font face is used that is not recognized by the submission system, your paper will not be reproduced correctly. Use font sizes as used in the template.

TITLE: The title should be centered and in 24-points size. Do not use math notation in the title; the title must be representable in the Unicode character set. Also try to avoid uncommon acronyms in the title.

AUTHOR LIST: The authors' name(s) should appear below the title with capital and small letters. The authors' affiliation(s) should appear below the names with capital and small letters. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.

ABSTRACT: Each paper should contain an abstract of 75 to 150 words that appears at the beginning of the paper. Use the same text that is submitted electronically during the on-line submission process.

INDEX TERMS (KEYWORDS): Enter 4 to 6 keywords separated by semicolons. Keywords may be selected from the IEEE keyword list found at:

http://www.ieee.org/organizations/pubs/ani_prod/keywrd98.txt.

BODY:

·    Major headings appear centered in the column. Subheadings appear in italic capital and small letters. They start at the left margin of the column.

·    All text must be fully justified with single-line spacing. All paragraphs within a section should be indented.

ILLUSTRATIONS AND COLOR:

·    Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top or bottom of columns, rather than in the middle.

·    Caption and number every illustration. Figures and tables should be numbered consecutively and separately from each other. The illustration number should be an Arabic number for figures and a Roman number for tables followed by a period, e.g. Figure 1. or TABLE I. The caption itself should not be in bold and should be centered below the figure or above the table.

·    All halftone illustrations must be clear in black and white. Color illustrations will appear in the electronic version of the proceedings, but the printed copies of the paper are commonly produced in black and white. Therefore, make sure that your illustrations are acceptable when printed in black and white.

EQUATIONS: Number equations consecutively with Arabic numbers in parentheses placed at the right hand margin of each column.

REFERENCES: List all references at the end of the paper. The references should be numbered in order of appearance in the document. Refer to IEEE conference proceedings template for more details.

FOOTNOTES: Must be avoided. To help your readers, avoid using footnotes altogether and include necessary peripheral observations in the text (within parentheses, if you prefer, as in this sentence).

PAGINATION: Please do not paginate your proposal. We will add appropriate page numbers to accepted papers when the conference proceedings are assembled.

File Format: Papers must be submitted in Adobe's Portable Document Format (PDF). The “IEEE PDF Specification for IEEE Xplore” MUST be followed EXACTLY. This specification is found on:

http://www.ieee.org/documents/31296_IEEE_PDF_Spec.zip

The conference is required to ensure that documents follow this specification. Simplified requirements for creating PDF files for IEEE Xplore are enumerated in:

IEEE Requirements for PDF Documents v3.2 [PDF]

The submitted file:

·    must not be in compressed format

·    must not have Adobe Document Protection or Document Security enabled,

·    must have 'A4' (210 x 297mm) sized pages,

·    must be in first-page-first order, and

·    must have ALL FONTS embedded and subset.

It particular, it is extremely important that ALL FONTS ARE EMBEDDED in the PDF file. There is no guarantee that the viewers of the paper (reviewers and those who view the proceedings electronically after publication) have the same fonts used in the document. If fonts are not embedded in the submission, you will be contacted and asked to submit a file that has all fonts embedded. Please refer to your PDF file generation utility's user guide to find out how to embed all fonts.

Filename: The filename of the document file is not important since the submission system will rename the file but please make sure that you use .pdf extension for the file. After you submit the paper, please make a note of your paper number and use it in all your correspondence.

File Size Limit: Authors will be permitted to submit a document file up to 4 MB (megabyte) in size. To request an exception, please contact the conference contact persons listed above.

Step 2: Submit the proposal electronically

Gathering the required information: When you have your document file ready, gather the following information before entering the submission system: Document file, Name, affiliation, address, and e-mail address of each author, Paper title, Text file containing paper abstract in ASCII text format (for copying and pasting into web page form).

Obtaining an account on the EPE2012 online submission system: Please obtain a username and password from the on-line submission system.  If you are a new user of the online submission system then create an new account by following the link

http://www.epe.tuiasi.ro/new/index.php/index/index/user/account.

Please make a note of your username and password as you will need them to make more submissions, edit existing submissions, update personal information, and submit final version of papers.

Submitting the proposal: Go to the paper submission page

http://www.epe.tuiasi.ro/2012/pages_en/Submissions.html

When you submit your proposal, you will be asked to enter the track of the paper, upload the file containing your paper proposal, provide authors' information, paper title and abstract text. Depending on the size of your file and your internet connection speed, the file upload may take a few minutes. If all necessary information has been entered, the system will display a short message giving you the ID number of your paper. You will also receive an e-mail notification with the details of your submission. If you do not see the confirmation page after uploading your file, you may not have successfully completed your file upload. If you encounter trouble, please contact the conference contact persons listed above.

Step 3: Check the EPE2012 website for the status of your paper

Review Process: Your submitted paper proposal will be checked for errors and you will be notified if you need to re-submit your proposal. If your submission passes inspection, it will be entered into the review process. Depending on the subject of your proposal, the Technical Program Chairs will assign your technical paper to a committee of reviewers (not fewer than two reviewers) for their demonstrated knowledge in the subject of your proposal. The reviewers will review your proposal and will rate it according to quality, relevance, originality, and clarity of presentation. The conference Technical Program Committee will use these reviews to determine which papers will be accepted for presentation during the conference.

Review Results: The Technical Program Committee's decision will be posted on the website by the "Notification of acceptance" deadline shown above. Authors can login using their online username and password and check the status of their paper and the reviewer comments. The review result, along with reviewer comments if any, will also be communicated to the submitting authors by email.

Step 4: Revise accepted papers for final submission

Revising Accepted Papers: If your paper is accepted by the review process for presentation and publication at EPE2012, you should prepare your final paper for submission. This will be substantially the same as the paper proposal but must take into account reviewers' comments. The EPE2012 Technical Program Committee reserves the right to reject a final paper if the reviewers' comments are not adequately addressed.

Final Paper Formatting: When preparing your final document, use the same formatting specifications described above.  Final papers not conforming with the required format will not appear in the proceedings.

Step 5: Verify that your final paper is IEEE Xplore compliant

EPE2012 papers will be included in IEEE Xplore®. Therefore, all final paper files must adhere to the IEEE Xplore PDF specifications for compatibility. If your final paper file is not IEEE Xplore-compliant then it will be automatically withdrawn from presentation and publication.

More details on creating IEEE Xplore-compliant PDF files can be found under "File Format" discussed in "Step 1: Prepare a properly formatted proposal" above.

In order to facilitate the process of creating and verifying PDF files, EPE2012 will registered for use of the IEEE tool: IEEE PDF eXpressTM Plus. This is a free service to IEEE conferences, allowing their authors to make IEEE Xplore-compliant PDFs (Conversion function) or to check PDFs that authors have made themselves for IEEE Xplore-compliance (PDF Check function).

In order to verify that your final paper is IEEE Xplore-compliant please follow the steps below:

1. Go to the IEEE PDF eXpress Plus site at: http://www.pdf-express.org/plus and log-in as follows:

     First-time users:

         a. Click "New Users - Click Here".

         b. Enter epe12xp for the Conference ID, your email address, and choose a new password. Continue to enter information as prompted.

         c. You will receive online and email confirmation of successful account setup.

   Returning users:

         a. Enter epe12xp for the Conference ID, your email address, and password.

2. For each EPE2012 paper that you want to process, click "Create New Title".

3. Enter identifying text for the paper (title is recommended but not required).

4. Click "Submit PDF for Checking" or "Submit Source Files for Conversion".

5. 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.

6. You will receive an email with your Checked PDF or IEEE PDF eXpress Plus-converted PDF
attached. If you submitted a PDF for Checking, the email will show if your file passed or
failed.

IEEE PDF eXpress can convert the following file types to PDF:

·    Microsoft Word

·    WordPerfect

·    Rich Text Format

·    Freelance

·    LaTeX (A DVI and supported image files must be included in a compressed archive)

·    PageMaker (images should not be embedded, included with main file in a compressed archive)

·    FrameMaker

·    Word Pro

·    Quark (*.qxd and images files must be included in a compressed archive)

*For documents created in formats that do not embed source files, include all support files with the final manuscript in a folder. Put this folder in a compressed archive for submission. If it is possible to embed images in the source document, you should do so to avoid potential issues, such as missing graphics.

IMPORTANT: A DVI (DeVice Independent file) is required for LaTeX conversions, in addition to all associated image files. Make sure that your LaTeX system can output a DVI, otherwise it cannot be converted. Be sure also to check that your images are properly referenced, and that DVI can handle the image file types used (DVI does not handle some newer image types, such as *.png).

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. Take one of the following actions:

If the PDF submitted fails the PDF check:

a. Submit your source file for conversion by clicking "Try again", then "Submit Source Files for Conversion" OR

b. Read the PDF Check report, then click "The PDF Check Report" in the sidebar to get information on possible solutions OR

c. Click "Request Technical Help" through your account.

If you are not satisfied with the IEEE PDF eXpress-converted PDF:

a. Resubmit your source file with corrections by clicking "Try again", then "Submit Source Files for Conversion" OR

b. Submit a PDF by clicking "Try again", then "Submit PDF for Checking" OR

c. Click "Request a Manual Conversion" through your account.

If the PDF submitted passes the PDF Check, or you are satisfied with your IEEE PDF eXpress- converted PDF:

a. Log back into your PDF eXpress Plus account and approve your PDF for collection.

Note: Uploading a paper to IEEE PDF eXpress is NOT the same as submitting the final paper for publication. You will still need to submit the checked PDF of your final paper  through the online submission system. Please refer to the EPE2012 online final paper submission guidelines below.

Step 6: Submit final paper electronically

Final Paper Submission: You are required to submit the IEEE Xplore-compliant PDF file of your final paper by the "Camera ready papers and author early registration" deadline shown above. NO EXTENSIONS WILL BE GRANTED BEYOND THE DEADLINE. Kindly note that one of the authors must register (see Step 8) to enable submission of the final paper. Failure to meet the deadline will result in an automatic withdrawal of your paper for presentation and publication.

The steps to submit your final paper electronically will be published after the "Notification of acceptance" deadline.

Step 7: Submit copyright form electronically

Copyright Form: Every EPE2012 paper accepted for presentation and publication  MUST have attached to it an IEEE Copyright Transfer and Consent Form. You are required to submit  the IEEE Copyright Transfer and Consent Form by the "Camera ready papers and author early registration" deadline shown above. NO EXTENSIONS WILL BE GRANTED BEYOND THE DEADLINE. Failure to submit the IEEE Copyright Transfer and Consent Form by the deadline will result in an automatic withdrawal of your paper for presentation and publication.

Please follow the steps below to submit your  IEEE Copyright transfer:

Step 8: Register for the EPE2012 conference

Author Registration: The final version of your accepted paper will appear in the conference proceedings provided that at least one of the authors registers and presents the paper in one of the conference sections. Registration must be carried out on or before the "Camera ready papers and author early registration" deadline shown above. Registration fees and Instructions for registration will be available under the Registration section.

Step 9: Prepare a lecture or poster presentation for the EPE2012 conference

Prepare a 15-minute presentation and bring it on a CD or Flash memory. The presentation computer will have installed PowerPoint and PDF Reader.

EPE2012 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.

For information regarding paper presentation click here.

Here you can get a Power Point template for the poster presentation.