Proceedings Instructions for Technical Papers

Message from the Proceedings Chair

Below are deadlines and instructions for preparing and submitting papers for the ICS2020 Proceedings. Please read them carefully; there are several details that must be followed.

Please ensure the contact author is available during the month of May to respond to questions about the final production of the paper. If the contact author will be on extended travel or vacation, notify me (the Proceedings Chair) who is authorized to make changes on your behalf. Also, all co-authors should have a copy of the source documents so they can respond to requests from me if needed. If there are problems with your paper that cannot be resolved in May, your paper may be omitted from the Proceedings.

Due to the COVID-19 outbreak, this year ICS-2020 will be VIRTUALLY held in Barcelona, Spain. You should provide a  pre-recorded video with your presentation, to have it available before the start of the conference. The goal is to obtain for the archive better video versions than those recorded with the teleconference system to be used. Additional instructions and deadline in the next days.

Many, many thanks for your help in getting things right! The instructions may seem picky, but following them will result in better visibility for your paper. 

Enrique S. Quintana-Ortí (quintana@disca.upv.es), ICS2020 Proceedings Chair 

Questions about these instructions? Contact Enrique Quintana-Orti (proceedings chair).

ICS2020 submissions site.

 

Next important dates

Formal copyright registration complete April 15th, 2020
Final version of paper (source + PDF) uploaded to ICS-2020 submissions site April 30th, 2020
Pre-recorded video for your presentation To be announced

 

Step-by-step process

1. SUBMIT THE COPYRIGHT FORM: DUE APRIL 15

Transferring copyright to ICS’s sponsoring organization is a necessary requirement for publication, except for works by U.S. Government authors whose agencies require that their work not be copyrighted. Only one copyright registration is required for each technical paper. If you are the sole author of the paper, you are the person responsible for completing this form. For papers with multiple authors, the first (senior) author typically acts as the authorized agent for all authors, with the assumption that all authors have been advised and consented to the publication terms. 

You must complete the process before you submit your final manuscript. We strongly recommend that you begin the process right away, as there may be details you need to discuss with your co-authors.

ICS2020 will use the ACM electronic copyright process. After notification of acceptance, you will receive an email directly from the e-copyright system with full instructions for accessing the system and completing the online form. If you have not received that email by April 12, check your spam files; if it is not there either, contact quintana@disca.upv.es right away so we can look into the problem.

As rights management emails are sent from an automated system, there is a chance that emails sent will wind up in SPAM folders. Please make sure that you and your authors set email SPAM settings to allow emails from "rightsreview@acm.org".

NOTE: Successful completion of the ACM process will result in a confirmation screen saying the process was successful and giving you the exact copyright block that you will need to include on the final version of your paper; a copy will also be sent to you in an email. If you do not see this screen, you have not completed this step and you must go back and finalize it. You will need this info for the next step, so be sure to keep a record of it.

The deadline for this step is April 15. Missing this deadline may result in your paper being omitted from the conference.

2. UPLOAD FINAL VERSION OF PAPER: DUE APRIL 30

The final version of your paper must be uploaded using the ICS submissions websiteYou will be required to provide all source files plus camera ready PDF.

  • Package all your source files as a single a single tar, zip or gzip file (we need to be able to recreate your PDF using these source files) and upload this file.
  • Include the final PDF file for your paper in the uploaded tar/zip/gzip file. Use the name “firstauthorlastname.pdf” for the file. Your final submission should address the concerns raised in the reviews, which are also available on the submission website. Numbering should be turned off in the paper. 

Please note the following requirements:

  1. Copyright info: All final papers must include the appropriate copyright and bibliographic lines in the lower-left corner of the first page. The text can vary, depending upon whether or not the authors are associated with a government, or if the paper copyright is owned by a government. It is your responsibility to read the information that confirms your copyright and make sure the text is correct. The confirmation from ACM will specify exactly how and what to include. The full text must be included, exactly as shown. All this information must appear in the lower left-hand corner on the first page of your PDF file. Note that the ACM templates already account for this, and the email will give you the exact block of text to copy into each type of template (MSWord or LaTeX).
    Make your paper available free-of-charge: ACM’s Author-Izer service is available to ICS authors. Using it, ACM authors can post links on their home page and/or in their institutional repository so that anyone can download their published articles from the ACM Digital Library at no charge. (Note that any downloads through Author-Izer links are captured in official statistics, which improves the accuracy of usage/impact counts.) After the proceedings are published, visit https://www.acm.org/publications/authors/acm-author-izer-service for instructions on how to create your links for free downloads.
  2. Selection of Keywords: Classify your paper using standardized using standardized keywords such as those in the Computing Classification System, as described at http://www.acm.org/about/class/how-to-use.
  3. Apply ACM Computing Classification categories and terms at https://dl.acm.org/ccs/ccs.cfm. The templates provide space for this indexing.
  4. Previously copyrighted material: Make sure your manuscript contains no previously copyrighted material (whether text, images, or tables) unless it is properly cited. This guideline also applies to materials from your own previous papers. The only difference between re-using your own work and someone else’s is that you don’t need quotation marks around text that you wrote; however, it still needs to be cited any time it appears. For details, see ACM’s guidelines at https://www.acm.org/publications/policies/plagiarism-overview. Violation of these guidelines will result in your paper being withdrawn from the conference proceedings.
  5. Restore author information that was omitted for double-blind review: Provide complete author and institution information for all coauthors. Insert acknowledgements, references, or other identifying details in figures, captions, bibliographies, etc., that were omitted in order to comply with the ICS double-blind review policy.
  6. Text formatting: Your paper must be no more than 12 pages long excluding references (that is, you can add as many references as you need). Note that this is longer than the submission length, to accommodate any changes recommended by the reviewers. The paper must be formatted for US letter (8.5in x 11in) paper and conform to ACM’s guidelines. Use the templates available at http://www.acm.org/publications/article-templates/proceedings-template.html (font size 9pt). If you are using MSWord, choose the template at the top of the page. If you are using LaTeX, see the special instructions in Special Instructions for LaTeX Users (at the end of this document).
  7. Style requirements: The title and author list in your final version of the paper must be identical to those in the copyright form; please log in to the ICS submissions website to verify that the manuscript matches it exactly.
  8. PDF quality: There is no printed ICS Proceedings; it is given to attendees in digital format and preserved in the ACM Digital Library. We want your paper to view well on all platforms and to print well on all printers. Make sure that details in figures are readable in print.
  9. No bitmapped fonts: Your paper must use PDF format with Type 1 fonts (scalable), not Type3 (bit mapped), and all fonts must be embedded within the PDF file. This problem can arise if you use LaTeX, Apple software prior to Mac OS 9, or an old version of a PDF writer. To determine what fonts are in your PDF file, open the file and select File->Properties, then the “Fonts” tab. All fonts should show as TrueType or Type 1. If not, you must fix the problem. Substitute Adobe Postscript Type 1 fonts for all bitmap fonts (e.g., Postscript Type 3 bitmapped fonts, PCL fonts, MacOS bitmap fonts, Windows vector fonts), which may have been used for equations, tables, figures, etc. Bitmapped fonts may display poorly or cause printing problems.
  10. PDF size: ICS recommends that papers do not exceed 32MB in total size. Avoid unnecessarily large (in megabytes) images within your paper, since they complicate downloads and can make printing difficult or impossible on modest printers.
  11. References: check each of the references in your bibliography for completeness and format, using the guidelines in the ACM templates.

The deadline for this step is April 30.

 

Special Instructions for LaTeX Users

 

The final version of your paper must use PDF format with Type 1 fonts (scalable), not Type3 (bit mapped). All fonts must be embedded within the PDF file. See Step 3e in the main part of this document for information on how to verify whether or not your fonts are correct. Here are some hints for avoiding bitmapped fonts in LaTeX:

  • Method 1: Use the printer flag when making the ps file from dvi (e.g., dvips -Ppdf myFile.dvi -o myFile.ps or dvips -Pcmz myFile.dvi -o myFile.ps) 
  • Method 2: Bypass the dvi and ps stuff by using pdflatex (e.g., pdflatex myFile.tex). This method will not work with some types of figures/images (especially ps and eps); you may need to convert your images to pdf, jpg or png.