1. Technical Program and Proceedings Quality
Gordon MacPherson
Manager, IEEE eXpress Conference Publishing
Susan Hutton
IEEE Conference Content Manager

2. Topics for discussion:
I. PDF eXpress II. IEEE e-Copyright Form III. CrossCheck Anti-plagiarism Tool

3. PDF eXpress

4. PDF eXpress is an IEEE-sponsored tool that assists conference authors in meeting the latest IEEE Xplore® requirements for PDF files. Usage is restricted to conferences that have completed the acquisitions process through the IEEE Conference Content Management team.
PDF eXpress is a software package that will perform one of two functions:
It will convert a non-PDF source document into a PDF that meets IEEE Xplore® requirements, or…
It will confirm that an author-generated PDF meets IEEE Xplore® requirements (and if not, it will identify the issues that are causing problems for that PDF).

5. Why should I recommend that authors submitting papers to my conference use PDF eXpress – what are the benefits?
• Help your authors convert a wide range of application formats (including Word, LaTeX, Pagemaker, Quark XPress) to PDFs that meet IEEE Xplore® requirements
• Check author-created PDFs and report whether or not they meet IEEE Xplore® requirements – avoid the delay and extra costs involved in manual scanning of problematic files
• Get assistance in correcting problems with PDFs from an experienced support technician
• Improve the onscreen quality of your proceedings: the paper appears in IEEE Xplore® exactly as the author intended it to
• Contribute toward ensuring that your conference proceedings will be posted on IEEE Xplore® in a timely fashion (while recognizing that there are a number of other variables that can also affect timeliness)

6. As a Pubs chair, how do I get my own PDF eXpress site?
Visit to register your conference
You will receive a welcome package via , including a project-specific URL, and Conference ID to send along to the authors whose papers have been accepted for presentation at your conference
Place a prominent link on your conference’s homepage to your PDF eXpress site (as in this example):

7. How does an author start using PDF eXpress?
First, set up an ‘author account’ on the site…

8. What does PDF eXpress look and act like?

9. How do I know that my file was converted successfully
How do I know that my file was converted successfully? (Note circled areas – these fields are populated from information the conference pub chair provided when requesting the PDF eXpress site set-up)

10. What happens when my file fails PDF eXpress checking/validation?

11. Using the PDF Check Report

12. More help is available!
Use our FAQs (below), or communicate by phone or with a support technician:

13. My source file has no apparent problems, but I notice a problem in my ‘approved’ PDF… I need more help.

14. CrossCheck Anti-plagiarism Tool
27-Mar-17

15. 3/27/2017
CrossCheck Is…
A plagiarism detection tool for the publishing industry developed by CrossRef and the software firm iParadigms (Turnitin.com)
Plagiarism detection systems are only as effective as the source content within them
CrossCheck’s significant advantage over all other similar services is that it includes the indexed, full-text content of participating CrossRef members
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16. A Sample of CrossCheck Member Publishers
American Institute of Physics (AIP)
American Physical Society (APS)
Association for Computing Machinery (ACM)
BioMed Central
Cambridge University Press
Digital Science Press
Elsevier
Nature Publishing Group
New England Journal of Medicine (NEJM)
Oxford University Press
Rockefeller University Press
Springer
Taylor & Francis
Wiley-Blackwell
Wolters Kluwer

17. CrossCheck Provides…
Time and labor efficiencies for editors and reviewers who will not waste efforts on problematic submissions
Protection for the integrity of IEEE’s publications program, and by extension, all of IEEE
Effective quality control across IEEE’s published content
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18. How CrossCheck Works
Compares submitted material to a vast database of material published in the scientific/medical/technical fields
Returns a report that shows percentages of the same material found in the submitted manuscript and other published documents, with highlighted text to show verbatim passages
27-Mar-17

19. Fees and Costs
Use of CrossCheck involves a per-manuscript checking fee based on a volume-discount scale, as shown in the following table:
If IEEE’s estimated total per-document use for 2009 is in the 25-50K range (shaded), then an annual fee of around $30K can be anticipated
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20. CrossCheck Benefits
CrossCheck can be integrated into existing manuscript submission systems
Streamlined functionality and ease of use
Solid staff support from IPR Office and Pub Technology Office
Costs are built into Pub Admin budget
Launch year 2009 is available to volunteers and staff to evaluate and refine our use of the tool
27-Mar-17

21. CrossCheck Evaluation, 2010
2009 is available to volunteers and staff to test, refine and evaluate our use of CrossCheck
Intellectual Property Rights (IPR) Office will issue an evaluation in 1Q 2010
27-Mar-17

22. If you’re ready to use Crosscheck…
Primary Contact: Bill Hagen, Manager IEEE Intellectual Property Rights Office 445 Hoes Lane Piscataway, NJ (732)
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23. IEEE e-Copyright Form (eCF) Revisions
27-Mar-17

24. Purpose of Revisions to eCF
3/27/2017
Purpose of Revisions to eCF
Revisions to the IEEE Copyright Form are in response to the Conference Presentations Online application
The revised form serves two important purposes:
To transfer copyright to author’s paper and to license audio/video rights to IEEE
To transfer and license using one form, under one signature
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25. Three Types of Rights
Rights to three separate types of content are assigned to IEEE:
Copyright to the paper (this also includes multimedia components associated/embedded within the paper)
License to record and to use the recording for any purpose, including any commercial purpose
License to reuse any presentation aids, such as (but not limited to) PowerPoints
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26. Check Box Opt-Out
A simple check box is provided at the end of this new section for authors who do not wish to license these rights
“[ ] Please check this box if you do not wish to have video/audio recordings made of your conference presentation”
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27. Implementation in the eCF, Part 1
Two new steps added to the eCF Wizard:
First step: eCF Wizard asks the author, “Are you submitting this paper to an upcoming conference?”
If the answer to this question is “No,” then the process continues as before, without any further variation
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28. Implementation in the eCF, Part 2
Step 2: If the answer is “Yes,” then a window will pop up for the author’s benefit with wording based on the “Consent and Release”
Pop-up window includes same opt-out wording and check box
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29. Conference Publications Current Initiatives
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30. Current Initiatives Peer Review Initiative Web re-design Initiative
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31. Technical Program Peer Review Initiative
Triage
Request for Information
Tools vetted
List of Peer Review providers (in no way supported or endorsed)
Feedback at POCO
Current State
Interviews
Stakeholders (VPs of conferences, TP Chairs)
SME’s (authors, reviewers)
Surveys
Definition of questions
Focus Groups
TPC
authors, reviewers
Participation in TPC meetings
Future State
IEEE Best Practices
Approaches
Models
Process
Rules
Experts
Tools (recommended, preferred)
Vendors (recommended, preferred)

32. Web re-design Initiative
Simplified access to web pages
Step-by-step process for Technical Program and Publications
Easy access to resource links
Best practices guidelines

33. Thank you! Gordon MacPherson Susan Hutton +1 732 562 3890
Susan Hutton
27-Mar-17