1. Conference Proceedings From the Conference to Xplore
Kevin Dresely
Sr. Manager, Conference Content Management
Kathy Burke
Supervisor, Conference Publications Operations

2. Topics Timeline Technical Program Conference Publication Program
IEEE Conference Publication Form
Letter of Acquisition
What’s required for submission
Xplore CD Formatting Example
Preparing Conference Content for the Xplore Digital Library
PDF eXpress
IEEE Copyright forms
Posting to Xplore
Indexing and Abstracting Partners and why are they important
Beware of Common Submission Mistakes
Submission Problems Lead to…
IEEE Xplore
Content/Platforms/Products
Contact Information

3. PHASE 2 - Pre-Conference PHASE 3 - Conference
3/22/2017
PHASE 2
PHASE 4
PHASE 1
PHASE 3
PHASE 1 - Start
PHASE 2 - Pre-Conference
PHASE 3 - Conference
PHASE 4 - Post-Conference

4. TIMELINE 15-12 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

5. 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 – 12:00 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 applicable
To begin the process, please fill out the form found at:

8. 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

9. 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.

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.

11. Xplore CD Formatting Example

12. Preparing Conference Content for the Xplore Digital Library http://www
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:
Conference Publishing Services

13. Preparing Conference Content for the Xplore Digital Library
2. Preparation by a qualified third-party vendor
Xplore-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 Organizer
If 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 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

15. 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:
For conferences without a manuscript submission system, the chair should sign up to use the tool via:
IEEE Intellectual Property Rights

16. 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

17. Indexing and Abstracting Partners
Comprehensive 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.

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 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.

20. 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

21. Submission Problems Lead to…
Posting delays, both to Xplore and A&I partners
Difficulty in discovering your content in Xplore
Complete information gets articles found
If you can’t find it, you can’t cite it!

22. 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

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 Proceedings
Periodicals
Standards
Education
Xplore
ASPP
POP/POP All
IEL
Society Digital Libraries
Songs
Videos
Engraving Service
Games
Podcasts
IPOD (HW)
iTunes (SW)
Single Downloads
Album Downloads
iPod Engraving
Gift Cards
IEEE
Examples
Outside Example
IEL ≠ IEEE Xplore

24. We are here to help!

25. Who is Conference Publication Management?
Kevin Dreselyr, Conference Content Management
Sr. Manager
Associate Content Mgr.
Susan Hutton
Conf. Pubs. Operations
Kathy Burke
Supervisor,
Patricia Thompson
Administrator,
Melissa Ceglia
Coordinator,
Jodi Merizalde
Production Assistant,
Allison Mohn
Dept. Assistant,
Agi Bako

26. Conference Publication Management Contact Information
Group Alias: (all conference related inquiries should be sent to this alias)
Individual Contact Information:
Kevin Dresely Pat Thompson Allison Mohn
Susan Hutton Melissa Ceglia Agi Bako
Kathy Burke Jodi Merizalde

27. QUESTIONS