Frequently Asked Questions

  • Paper Preparation
  • Paper Submission
  • Registration

The LaTeX Template, Microsoft Word Template, and PDF Sample files do not have the exact margins or measurements as those described in the paper kit. What are the correct measurements?

The Paper Kit description should be considered the final word. Because of software version differences, installed font differences, and other system-specific issues, the final PDF or Postscript file that you create from the given templates may not exactly match the sample manuscript found in the paper kit.

I need more time to complete my manuscript; I cannot complete it by the published deadline. Can I have an extension?

The published manuscript submission deadline was selected so that submitted manuscripts may receive sufficient and thorough reviews and so that presenting authors of accepted papers will have sufficient time to arrange for travel to the event site. By granting an extension, the rest of the development of the technical program would be delayed. The deadline for submission of manuscripts is known well in advance, thus, no extension will be granted for any reason.

How should I list multiple (more than 2 authors) authors in the heading of my manuscript?

There are several formats commonly used for formatting author lists of 3 or more authors.

The preferred method is to list the author names with identifying marks (superscript numbers, for example) and then a legend below the name list with the respective affiliation descriptions. Be sure that the author list does not exceed the margins of the page. An example is provided:

  • \name{Author Name$^{\star \dagger}$ \qquad Author Name$^{\star}$ \qquad Author Name$^{\dagger}$}
  • \address{$^{\star}$ Affiliation Number One \\ $^{\dagger}$}Affiliation Number Two

How will I know if my submission is valid for review?

All submitted manuscripts will be inspected for general adherence to the paper kit guidelines (i.e. page count limits, page margins, font problems) and submission procedure (i.e. the title on the uploaded file matches the title typed into the web submission form, the author list on the uploaded file matches the author list typed into the web submission form, etc.). Authors designated as "contact author" will be notified by email only if any problems are found. The status of your submission can be checked online at any time using the assigned paper number and an access code.

How can I withdraw or cancel my submission?

Send an email to general support email address requesting the withdrawal of the manuscript. This email MUST include the assigned paper ID and should include in the carbon copy (cc.) line ALL OF THE AUTHORS currently listed on the manuscript. A note will be sent to all authors requesting confirmation of the request as withdrawal of a manuscript can only be done on the agreement of all authors. Requests lacking author names on the cancellation request email will not be processed.

I recently discovered that I am required to acknowledge the sponsor of my research in order to receive funding, but the deadline for submitting the final manuscript has passed. What should I do?

The deadlines for final manuscript submission are firm and are chosen to allow sufficient time for the preparation and production of the conference proceedings in time for distribution at the event. Be sure to check with financial sponsors before the final manuscript submission deadline concerning this potential requirement.

The paper kit and web site state that every paper must have an author registered by a certain date. If I am the presenting author of multiple papers, does this mean I should register multiple times?

No, each valid registration to the conference can be linked with up to 4 accepted papers. Note that the registered person should be a named author on any papers he or she is linking with the registration.

The web site states that only non-student registrations can be linked with accepted papers. I am a student and will be the presenting author; how should I register?

The policy is that each paper should be linked with a non-student-rate registration. Students who are the only presenting authors of papers should choose one of the non-student rates. For example, a student who is an IEEE Graduate Student Member and is the only attending author of a paper should choose to register at the IEEE Member rate. A student who is not a member of IEEE in any way should choose to register at the Non-Member rate.

Authors who do not intend to attend conference SHOULD NOT register only to link papers.

The members of our team have not yet decided who will attend and present our paper, but the author registration deadline is approaching. Can we change the name of the person registered later on?

One substitute is allowed for a registration. Please have the original registered person reply to the registration confirmation email and request to transfer his or her registration to someone else. Be sure to include the full contact information for the substitute.

When I registered, I was not a member of IEEE, but I recently joined IEEE. Can I receive a refund of the difference between the member and non-member registration fees?

No. You must be a member of IEEE at the time of registration in order to benefit from the lower registration rate.

Joining IEEE can be done online quickly and the Member Number is assigned within a few days in most cases.