Information for authors

Introduction

ICAT 2015 paper submission and review processes is electronic and is conducted online using CMT available on https://cmt.research.microsoft.com/ICAT2015/Default.aspx

Authors who want to participate in ICAT 2015 need to register using on-line submission system and then submit their paper proposals (NOTE: Submit blinded versions – without author’s information).  The paper submission must be completed up to the “Full Paper Submission” deadline listed on the conference site on page “Important Dates”.

Paper proposals will be reviewed (blind peer-review process that assures anonymity of the reviewers and authors), using the CMT online review system, by experts selected by the conference Program Committee, based on their demonstrated knowledge of relevant topics. The results of the review process will be posted on CMT site, and authors will be notified by email. Review results will be published on the “Notification of Acceptance” date listed on the conference site on page “Important Dates”.

Authors of accepted paper will prepare a final version of their paper and will submit it using the CMT online submission system up to the “Final Submission and Registration” date listed on the conference site on page “Important Dates”. The version of the final paper is substantially the same as the paper proposal but it takes into account reviewers’ comments.

The final version of an accepted paper will appear in the conference proceedings only if at least one of the authors registers. The registration must be carried out on or before the “Final Submission and Registration” date listed on the conference site on page “Important Dates”.

Authors of the accepted papers who uploaded the final version of their papers and registered for the conference should present their paper. Paper presentation is one of preconditions for accepting papers in the IEEE Xplore after the conference.

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 listed on the conference site on page “Important Dates”. Detailed steps are:

Step 1: Prepare properly formatted proposal

Papers should be formatted for standard A4 size paper using IEEE conference proceedings templates found on: http://www.ieee.org/conferences_events/conferences/publishing/templates.html

Pay attention on:

LENGTH: You are allowed a total of 6 pages. This is the maximum number of pages that will be accepted, including all figures, tables, and references. 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.
FORMATTING: Use font sizes, captions and all other formatting elements as are in the IEEE template.
TITLE: The title should be formatted as in template. Do not use LaTeX math notation (e.g., $x_y$) in the title. The title must be possible to represent 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 as in template. 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 100 to 250 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/documents/taxonomy_v101.pdf
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. Follow examples in the live template.
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.
PAGINATION: Please do not paginate your paper. 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. 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. Please refer to your PDF file generation utility’s user guide to find out how to embed all fonts. PDF file should be checked using IEEE PDF eXpress.
FILENAME: The filename 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 8 MB (megabyte) in size. To request an exception, please contact the conference organizers.

Step 2: Submit the proposal

REQUIRED INFORMATION: When you have your document file ready (blind), 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).
CREATING CMT ACCOUNT: Please obtain a username and password from the on-line submission system https://cmt.research.microsoft.com/ICAT2015/Default.aspx. Click on the link “Sign up here” and follow instructions to create an 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: After login on CMT, go to the paper submission page. To submit your proposal, you will need to enter the paper title, keywords, abstract text, subject areas, and authors’ contact information. You will also be asked to upload the file containing your paper. You will receive an e-mail confirmation. If you encounter trouble, please contact the conference organizers.

Step 3: Wait for the review results

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 Program Chairs will assign your paper to a committee of reviewers (not fewer than three 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 Program Committee will use these reviews to determine which papers will be accepted for presentation during the conference.
Review Results: The Program Committee’s decision will be posted on CMT by the “Notification of Acceptance” date listed on the conference site on page “Important Dates”. 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: Revision of accepted paper

Revising Accepted Papers: If your paper is accepted by the review process for presentation and publication at ICAT 2015, 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 and is not blind (don’t forget to unhide author’s information). The ICAT 2015 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 to the required format will not appear in the proceedings.

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

ICAT 2015 papers will be submitted to IEEE Xplore®. Therefore, all final paper files must be aligned 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, ICAT 2015 has registered for use of the IEEE tool: IEEE PDF eXpress Plus TM. 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).

Before creating a PDF, add the copyright notice to the bottom of the first page of your source document. If necessary, contact Samir Ribić at samir.ribic@etf.unsa.ba for the appropriate copyright notice. Proofread your source document thoroughly to confirm that it will require no revision.

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

A) Creating your PDF eXpress Account and log in to the IEEE PDF eXpress site: http://www.pdf-express.org/

First-time users should do the following:

1. Select the New Users – Click Here link.
2. Enter the following:
• 36315X for the Conference ID
• your email address
• a password
3. Continue to enter information as prompted. An Online confirmation will be displayed and an email confirmation will be sent verifying your account setup

Previous users of PDF eXpress need to follow the above steps, but should enter the same password that was used for previous conferences. Verify that your contact information is valid.

B) If you need help access the Publications Support Center for IEEE PDF eXpress.
If you do not find an answer in the Find Answers tab, go to the Ask A Question tab. Your question will be forwarded to IEEE PDF Support and answered within 3 business days.

Note: Uploading a paper to IEEE PDF eXpress Plus is NOT the same as submitting the final paper for publication. You will still need to submit the checked PDF of your final paper. Please refer to the ICAT 2015 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 “Final Submission and Registration” date listed on the conference site on page “Important Dates”. 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.
Please follow the steps below to submit your final paper electronically:
1. Go to the on-line submission system https://cmt.research.microsoft.com/ICAT2015/Default.aspx and log-in using your CMT account (this should be the same account you have used to submit the initial paper proposal). Your username will be your email. If you cannot remember your password then ask CMT to email it to you by following the link “Forgot your password? Reset here”
2. Click on the “Manage Submissions” menu item at the top of the page. This will produce a list of all your papers on the CMT.
3. Go on the paper that you want to submit. Make sure that all author information are stored correctly on CMT and matches the information on the PDF file. Author information (e.g. names, affiliations, order of authors, etc.) that will appear in conference publications and materials (e.g. Proceedings, program, badges, etc.) will be taken from the CMT system and not from the submitted PDF file. Make sure that all paper information are stored correctly on CMT and matches the information on the PDF file. Paper information (title, abstract, keywords) that will appear in conference publications (e.g. book of abstracts, proceedings, CD-ROM, etc.) will be taken from the CMT system and not from the submitted PDF file.
4. Upload your IEEE Xplore-compliant final PDF file. Depending on the size of your file and your internet connection speed, the file upload may take a few minutes. If the file is uploaded successfully then a confirmation message will be displayed. You will also receive an e-mail confirmation with the details of your submission.
Final Paper Inspection: Similar to the proposal submission, your final document will be checked to ensure that it meets all formatting and compatibility requirements to be included in proceedings. If we encounter errors in the appearance or compatibility of your document file, you will be contacted by email.

Step 7: Submit copyright form electronically

Copyright Form: Every ICAT 2015 paper accepted for presentation and publication MUST be accompanied with an IEEE Copyright transfer form (use special link for that in the submission form). You are required to submit the IEEE Copyright transfer form by the “Final Submission and Registration” date listed on the conference site on page “Important Dates”. 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 submit the IEEE Copyright transfer 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 form electronically:
1. In CMT Author Console, first, click “Submit IEEE Copyright File”. You will be taken to a page where you may complete and upload an electronic copyright form for the paper.
2. Follow the link to the IEEE Copyright Web Site. Go through the dialog to generate a copyright form. The copyright form will be emailed to you as an attachment (probably named CopyrightReceipt.pdf). You may also download the file directly.
3. Click the “Return” button to return to CMT.
4. At the CMT page for copyright submission, upload the CopyrightReceipt.pdf to CMT.

Step 8: Register for the conference

Registration: The final version of your accepted paper will appear in the conference proceedings if at least one of the authors registers. This must be carried out on or before the “Final Submission and Registration” date listed on the conference site on page “Important Dates”. Registration fees and Instructions for registration are available on the conference site, on page “Registration & Fees”.

Step 9: Prepare presentation

Prepare a 15-minute presentation and bring it on a USB. The presentation computer has PowerPoint and PDF Reader.

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