Presentation on theme: "Conference Proceedings From the Conference to Xplore"— Presentation transcript:
1 Conference Proceedings From the Conference to Xplore Kevin DreselySr. Manager, Conference Content ManagementKathy BurkeSupervisor, Conference Publications Operations
2 Topics Timeline Technical Program Conference Publication Program IEEE 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
4 TIMELINE 15-12 months before conference start date Develop technical programEstablish paper submission process and deadlines12-9 months before conference start dateSubmit IEEE Publication formRegister for PDF eXpressRegister to use the IEEE Electronic Copyright form4-3 months before conference start dateOrganize and prepare for production of conference publicationJust prior to conference start dateComplete production of conference publication1 week to 30 days after conference end dateSubmit Xplore compliant files to IEEE
5 Technical ProgramThe 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 – 12:00 Saturday, 18 July 13:30 – 14:45 These will also be available for viewing on the POCO website after the conference
6 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.
7 IEEE Conference Publication Form Required for post-conference distribution, to obtain Letter of Acquisition (LOA) which includes the IEEE Catalog Number, ISBN and ISSN numbers if applicableTo begin the process, please fill out the form found at:
8 Letter of AcquisitionUpon 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
9 Letter of Acquisition-continued The following information will be provided to you in the LoA.Titling informationSubmissions RequiredCatalog NumbersCopyright InformationShipping InstructionsAdditional ResourcesPlease 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.
10 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.
12 Preparing Conference Content for the Xplore Digital Library http://www Three Ways To Prepare Your Submission:1. Preparation by IEEEIEEE 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:Conference Publishing Services
13 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.
14 PDF eXpress Complimentary tool to… Help your authors convert a wide range of application formats to IEEE Xplore-compliant PDFsCheck author created PDFs and report whether or not they are IEEE Xplore-compliantProvide assistance to correct problems with PDFsEnsure timely posting of your conference content to IEEE XploreSee the Timeline for when to register for a PDF eXpress site
15 IEEE Copyright FormsEveryone 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:For conferences without a manuscript submission system, the chair should sign up to use the tool via:IEEE Intellectual Property Rights
16 Posting to XploreOn average Conference Content is posted to Xplore within 17 days of receipt.Timeliness of your content delivery affectsNumber of times your authors are citedHow often your content is downloaded from XploreHow quickly printed proceedings are delivered to waiting librariesHow quickly information gets to 90+ Abstract & Indexing organizations
17 Indexing and Abstracting Partners Comprehensive partnersElsevier- 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.
18 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.
19 Indexing and Abstracting Partners (continued) Why are Partners important:Research is widely accessibleDrives users to IEEE XploreConference 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.
20 Beware of Common Submission Mistakes Xplore compliant files not submittedPacking list not included or incorrect# of files on Xplore CD do not match Packing ListSome unique identifiers assigned incorrectlyAuthors name cited incorrectly or misspelledAll media should be submitted together
21 Submission Problems Lead to… Posting delays, both to Xplore and A&I partnersDifficulty in discovering your content in XploreComplete information gets articles foundIf you can’t find it, you can’t cite it!
22 IEEE XploreIEEE 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 copyrightIt is important to "Get it right the first time”Eliminates follow up and reworksEnsures authors accurate presence in Xplore
23 Content/Platforms/Products (Foundational Intellectual Property Unit)Platform(Vehicle designed for making content available to users)Products(Content that is sold to a user)Conference ProceedingsPeriodicalsStandardsEducationXploreASPPPOP/POP AllIELSociety Digital LibrariesSongsVideosEngraving ServiceGamesPodcastsIPOD (HW)iTunes (SW)Single DownloadsAlbum DownloadsiPod EngravingGift CardsIEEEExamplesOutside ExampleIEL ≠ IEEE Xplore
25 Who is Conference Publication Management? Kevin Dreselyr, Conference Content ManagementSr. ManagerAssociate Content Mgr.Susan HuttonConf. Pubs. OperationsKathy BurkeSupervisor,Patricia ThompsonAdministrator,Melissa CegliaCoordinator,Jodi MerizaldeProduction Assistant,Allison MohnDept. Assistant,Agi Bako
26 Conference Publication Management Contact InformationGroup Alias: (all conference related inquiries should be sent to this alias)Individual Contact Information:Kevin Dresely Pat Thompson Allison MohnSusan Hutton Melissa Ceglia Agi BakoKathy Burke Jodi Merizalde