Conference ProceedingsFrom the Conference to Xplore

Kevin DreselySr. Manager, Conference Content Management

Kathy BurkeSupervisor, Conference Publications Operations

TopicsTimelineTechnical ProgramConference Publication ProgramIEEE Conference Publication FormLetter of AcquisitionWhat’s required for submissionXplore CD Formatting ExamplePreparing Conference Content for the Xplore Digital LibraryPDF eXpressIEEE Copyright formsPosting to XploreIndexing and Abstracting Partners and why are they importantBeware of Common Submission MistakesSubmission Problems Lead to…IEEE XploreContent/Platforms/ProductsContact Information

TIMELINE15-12 months before conference start date– Develop technical program– Establish paper submission process and deadlines

12-9 months before conference start date– Submit IEEE Publication form– Register for PDF eXpress– Register to use the IEEE Electronic Copyright form

4-3 months before conference start date– Organize and prepare for production of conference publication

Just prior to conference start date– Complete production of conference publication

1 week to 30 days after conference end date– Submit Xplore compliant files to IEEE

Technical Program

The Technical Program is the heart of an IEEE Conference. It is a series of presentations delivered at the conference covering a range of scientific areas directly related to the technical scope of the conference. These presentations are based upon papers selected through the Paper Submission and Review Process conducted by the Technical Program Committee.

For more information please attend the: Technical Program and Proceedings Quality Workshop

Saturday, 18 July 10:45 – 12:00Saturday, 18 July 13:30 – 14:45

These will also be available for viewing on the POCO website after the conference

Conference Publication Program

OBJECTIVE:Acquire conference content for post-conferences distribution (including Xplore) as well as promote and provide optimal dissemination of IEEE conference content.

REQUIREMENTS FOR INCLUSION:Meeting must be sponsored or co-sponsored (financially or technically) by IEEE to be eligible for inclusion. Submission of the IEEE Information Schedule and Conference Publication Form is required.

IEEE Conference Publication FormRequired for post-conference distribution, to obtain Letter of Acquisition (LOA) which includes the IEEE Catalog Number, ISBN and ISSN numbers if applicable

To begin the process, please fill out the form found at:http://www.ieee.org/web/conferences/organizers/required_documentation.html

Letter of Acquisition

Upon the receipt of the IEEE Conference Publication Form, the IEEE Conference Publication Operations staff will issue a Letter of Acquisition (LoA) with information required for producing your conference content.

The LoA is a formal agreement between your conference and IEEE.

Make sure to read, sign and return the LoA to confpubs@ieee.org.

Letter of Acquisition-continued

The following information will be provided to you in the LoA.

• Titling information • Submissions Required• Catalog Numbers• Copyright Information• Shipping Instructions• Additional Resources

Please adhere to all requirements outlined in your Letter of Acquisition. Non adherence will delay the availability of your conference proceedings in Xplore and the indexing of your papers.

What’s Required for Submission

You must provide three (3) identical sets of IEEE Xplore-compliant PDF files plus a packing list for all of your conference material, no later than 30 days after conference end date. This material must include all PDF files associated with the publication (covers, front matter, table of contents, technical papers, etc). We may also request additional copies of the materials you provided to your attendees/delegates, for administrative purposes.

Xplore CD Formatting Example

Preparing Conference Content for the Xplore Digital Library

http://www.ieee.org/web/conferences/organizers/pubs/preparing_content.html

Three Ways To Prepare Your Submission:

1. Preparation by IEEE IEEE eXpress Conference Publishing and Conference Publishing Services (CPS), a division of IEEE Computer Society both offer fee-based publishing services including preparation of PDFs for the IEEE Xplore Digital Library.

Links to the IEEE publishing groups.

Express Publishing:http://www.ieee.org/web/publications/pubservices/confpub/index.html

Conference Publishing Serviceshttp://www2.computer.org/portal/web/cscps/

Preparing Conference Content for the Xplore Digital Library

2. Preparation by a qualified third-party vendorXplore-compliant PDFs may be prepared by a third-party vendor. The vendor should review the IEEE Xplore requirements and confirm its capability to deliver compliant files.

3. Preparation by an IEEE Conference OrganizerIf your authors are preparing their own PDFs, you should register your conference for IEEE PDF eXpress -- a free, online tool for authors that will allow them to either convert their documents into compatible PDFs or to submit their own PDFs for compatibility testing.

PDF eXpress

Complimentary tool to…

• Help your authors convert a wide range of application formats to IEEE Xplore-compliant PDFs

• Check author created PDFs and report whether or not they are IEEE Xplore-compliant

• Provide assistance to correct problems with PDFs

• Ensure timely posting of your conference content to IEEE Xplore

• See the Timeline for when to register for a PDF eXpress site

http://www.ieee.org/portal/pages/pubs/confstandards/pdfexpress/index.html

IEEE Copyright Forms

Everyone can now use the Electronic IEEE Copyright Form:

For conferences using a manuscript submission system the conference pub chair needs to register to use the eCF via: http://ecopyright.ieee.org/registration/registration.html

For conferences without a manuscript submission system, the chair should sign up to use the tool via: https://ecopyright.ieee.org/copyrights/registration.jsp

IEEE Intellectual Property Rights http://www.ieee.org/web/publications/rights/index.html#cr

Posting to Xplore

On average Conference Content is posted to Xplore within 17 days of receipt.

Timeliness of your content delivery affects– Number of times your authors are cited– How often your content is downloaded from Xplore– How quickly printed proceedings are delivered to

waiting libraries– How quickly information gets to 90+ Abstract &

Indexing organizations

Indexing and Abstracting PartnersComprehensive partners

• Elsevier- IEEE’s partnering arrangement with Elsevier includes integrating abstracts and index entries from articles in all IEEE Conferences provided that the articles are available as full-text PDFs with corresponding abstracts. At the present time, Elsevier is unable to integrate multimedia.

• Thomson- IEEE’s partnering arrangement with Thomson is similar to Elsevier's however, Thomson requires pagination. For this reason we create a print copy of every proceedings, if not provided.

Indexing and Abstracting Partners (continued)

• IET’s Inspec-IEEE’s partnering arrangement with IET includes abstract records for all IEEE Conferences , including the title, author(s), publication identity, page numbers, and Document Object Identifier (DOI). They provide IEEE with indexing and IET keywords that we use in our Xplore Record.

IEEE conference content may also be indexed with specialized partners based on their conference scope.

Indexing and Abstracting Partners (continued)

Why are Partners important:

– Research is widely accessible

– Drives users to IEEE Xplore

Conference papers as they currently appear in Xplore are indexed through many service agencies, and it is the practice of these agencies to index only entire publications, therefore at this time, there is no way to re-index an individual paper.

Beware of Common Submission Mistakes

• Xplore compliant files not submitted

• Packing list not included or incorrect

• # of files on Xplore CD do not match Packing List

• Some unique identifiers assigned incorrectly

• Authors name cited incorrectly or misspelled

• All media should be submitted together

Submission Problems Lead to…

• Posting delays, both to Xplore and A&I partners

• Difficulty in discovering your content in Xplore

Complete information gets articles foundIf you can’t find it, you can’t cite it!

IEEE Xplore

IEEE Xplore contains the final versions of the Proceedings from IEEE conferences. Final versions may exclude papers not presented at the conference or papers for which IEEE lacks copyright

It is important to "Get it right the first time”• Eliminates follow up and reworks• Ensures authors accurate presence in Xplore

Content/Platforms/Products

Content(Foundational Intellectual

Property Unit)

Platform(Vehicle designed for

making content available to users)

Products(Content that is sold to a

user)

Conference ProceedingsPeriodicalsStandardsEducation

Xplore ASPPPOP/POP AllIELSociety Digital Libraries

SongsVideosEngraving ServiceGamesPodcasts

IPOD (HW)iTunes (SW)

Single DownloadsAlbum DownloadsiPod EngravingGift Cards

IEEE Examples

Outside Example

IEL ≠ IEEE Xplore

We are here to help!

Who is Conference Publication Management?

Conference Publication Management Contact Information

Group Email Alias: confpubs@ieee.org (all conference related inquiries should be sent to this alias)Individual Contact Information:

Kevin Dresely Pat Thompson Allison Mohnk.dresely@ieee.org p.thompson@ieee.org a.mohn@ieee.org +1 732 562 3930 +1 732 562 3872 +1 732 465 6613

Susan Hutton Melissa Ceglia Agi Bakos.hutton@ieee.org m.ceglia@ieee.org a.bako@ieee.org +1 732 562 5486 +1 732 562 3875 +1 732 562 3911

Kathy Burke Jodi Merizaldek.m.burke@ieee.org j.merizalde@ieee.org +1 732 562 5418 +1 732 562 6386

QUESTIONS