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1 (64) IEEE Conference Management Mohammad Faizal Ahmad Fauzi Vice Chair IEEE Malaysia Section 2016 Leadership Camp, Bluewave Hotel, Shah Alam, 12 March 2016 1
2 (64) Citation on Patents
3 (64) Conference content becoming more highly cited In the 5 years studied, conference citations grew from 33% to 41% of all IEEE citations
4 (64) Types of Sponsors in IEEE Conferences
5 (64) New Policy for TCS Conferences NEW! Fees applicable to all TCS conferences based upon the number of conference papers published in Xplore and 3% of the IEEE member registration fee (USD 1. 00 minimum). For conferences sponsored by established National and Technical/Sister Society partners, the fees will be absorbed/waived by MGA.
8 (64) Section Approval
Where to Start Process Overview
10 (64) Organizing Committee General Chair Technical Program Chair Finance Chair Publication Chair Local Arrangement Chair Webmaster/E-Communication Secretariat International Advisory?
11 (64) IEEE Conference Resource http: //www. ieee. org/conferences_events/index. html
12 (64) General Chair/Committee Independent of Ex. Comm
13 (64) IEEE Services Inclusion IEEE Xplore® database Indexing (INSPEC, others) Catalog numbers (ISBN, etc. ) Registration with Library of Congress Worldwide sales and promotion
14 (64) Process for Inclusion Only meetings that are sponsored, co-sponsored (financially or technically) or published by IEEE are eligible for inclusion Submit IEEE Conference Publication Form – Form provides key information regarding your publication plans – Note: This is the key step in the process and must occur well in advance of publication production (ideally, at least 6 months prior to meeting) – Note: Submission of form does not guarantee inclusion
19 Conference Information Schedule (64) General Chair Finance Chair Contact Person Technical Program Chair Publication Chair
20 (64) Process for Inclusion (cont. ) Once received and processed, the Publication Chair will be provided with the Letter of Acquisition (Lo. A), which includes key information: – – – – International Standard Book Numbers (ISBNs) International Standard Serials Number (ISSN), if applicable IEEE Catalog Number and Library of Congress Number Content submission requirements Copyright information Delivery details Publication Chair Estimated payment information More
21 OK… I’ve submitted the form and received my Lo. A… Now what? Ensure that the relevant information provided in the Lo. A is included in your publication – ISBN/ISSN – Copyright info – IEEE Catalog Number and Library of Congress Number Prepare required Xplore-compatible submission – In addition to any formats being distributed to attendees Submit content to IEEE (ideally within one week after conference but no more than 30 days) – Follow instructions in Lo. A regarding submission requirements and delivery – TIMELINESS OF CONTENT DELIVERY IS MAJOR ISSUE FOR IEEE § Impacts many things, including how often your content is accessed – No payments made to conference until content is received (64)
22 (64) Conference Financial Services Finance Chair
23 (64) Conference Finance Services After conference Repay loan - if applicable Distribute surplus Complete and submit final financial statement Provide proof of bank closure – Or leave minimum amount in the account Submit certificate of accuracy Complete audit if applicable
24 (64) Conference Finance Services Registration fee and payments – Discounts for IEEE and Society members – Early bird registrations – Credit card • Iran/India may have problems with USD • Need to provide options in EURO – Local/wire transfer
25 (64) Technical Program - Ensuring the Quality of Conference Proceedings Keys to ensuring the quality of conference proceedings: – develop a quality process for the technical program Paper management planning is essential. Determine: – Estimate number of papers received – Number of reviewers – Number reviews per paper – Desired acceptance rate Full paper submission instead of abstract submission Technical Program Chair
26 (64) Line up sufficient reviewers and be sure that they are not overburdened – 3 reviewers per paper – 6 papers per reviewer Utilize an automated process for paper management to ensure that all papers have sufficient reviews – On-line submission system (EDAS/CMS/Easy. Chair etc) Leverage tools like Cross Check to guard against plagiarism
28 (64) Pitfall Alert! Once your paper has been processed through PDF e. Xpress, no further edits or changes should be applied to it – save the PDF e. Xpress step for your final, final paper Note that the majority of papers that fail their first attempted loading into IEEE Xplore® were manipulated in some way after they were processed through PDF e. Xpress
32 (64) Indexing
33 (64) IEEE Xplore
34 (64) Manuscript Templates for Conference Proceedings Available in MS Word (Windows) and La. Te. X (Unix or Windows) formats Posted on the IEEE Online Resource Center for conference publication organizers at http: //www. ieee. org/conferences_events/conferences/publishing/ templates. html Formatted to adhere to the appearance of the standard IEEE twocolumn format used in IEEE Transactions Margin Specs: Margin US Letter A 4 Top: 0. 75 “ 19 mm Sides: 1“ 43 mm Bottom: 0. 625” 13 mm
35 (64) What do the templates look like?
Other Important Committees Organizing IEEE Conferences
37 (64) Local Arrangements & Registration Hotels Accommodation Local Information VISA Information Meals - Vegetarian etc. Registration Counter Local Arrangement Chair Secretariat
38 (64) Website/E-Communication Webmaster – – – – On-line review system Deadlines Extension of Deadlines (1 month) Early Bird Extension of Early Birds (1 weeks) Discounts Extra Page Charge Official email – Fast respond to enquiries Webmaster/ECommunication
39 (64) IEEE ISIEA IEEE ICSIPA No Gender Biased IEEE Practice No Hierarchy & Protocol No VIP
40 (64) Publicity Sponsorship Tutorial Special Session Innovation International Liaison International Advisory Etc.
Other Issues Organizing IEEE Conferences
44 (64) Issues for IEEE Conferences Management Conference being banned due to poor quality control !! Contingency Planning for Conferences Liability Insurance of over USD 1. 0 million Multiple publications ? !!
45 (64) Surplus Sharing For conferences organized by Chapters: – Seed money can be requested from Section – Contribution to the Section is compulsory regardless whether the Chapter received seed money or not. – Section is still responsible for all activities and well being of Chapters to IEEE HQ and ROS. For TCS conferences – Contribution not compulsory, but welcomed : -)
46 (64) Open Question & Answer Session