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PCS 2016 Paper Submission Kit

 

Table of Contents

 

Part I: General Information

Part II: Preparation of the Paper

Part III: Submission and Review of the Paper

Part IV: Preparation of the Presentation

 

Part I: General Information

Procedure

The PCS 2016 paper submission and review process is being conducted in a manner similar to past PCS events:

  • Authors who wish to participate in the conference will create documents consisting of a complete description of their ideas and applicable research results. The maximum page count for the manuscript is 5, including all figures, references, and acknowledgements.
  • Submit the paper and copyright form electronically via https://www.edas.info/newPaper.php?c=22208.  This paper submission must be submitted in final, publishable form before the submission deadline listed below.
  • Check the PCS 2016 website for the status of your paper.
  • Paper submissions will be reviewed by experts selected by the conference committee for their demonstrated knowledge of particular topics. The progress and results of the review process will be posted on this website, and authors will also be notified of the review results by email.

The review process is being conducted entirely online. To make the review process easy for the reviewers, and to assure that the paper submissions will be readable through the online review system, we ask that authors submit paper documents that are formatted according to the Paper Kit instructions included here.

 

Requirements

Papers may be no longer than 5 pages, including all text, figures, references, and acknowledgements.

Papers must be submitted by the deadline date. There will be no exceptions.

Accepted papers MUST be presented at the conference by one of the authors. One of the authors MUST register for the conference at one of the non-student rates offered, and MUST register before the deadline given for author registration. Failure to register before the deadline will result in automatic withdrawal of your paper from the conference proceedings and program. A single registration may cover up to four (4) papers.

PCS 2016 requires that each accepted paper be presented by one of the authors in-person at the conference site according to the schedule published. Any paper accepted into the technical program, but not presented on-site will be withdrawn from the official proceedings archived on IEEE Xplore.

 

Deadlines and Important Dates

Submission of initial paper (5 pages) July 15, 2016
Notification of acceptance September 15, 2016
Submission of camera-ready papers (5 pages) October 15, 2016

 

Correspondence

Please make sure to put the conference name (PCS 2016) and the paper number that is assigned to you on all correspondence.

Additional questions regarding submission of papers should be directed to the following address:

submissions@pcs2016.com

 

Frequently Asked Questions

 

Document Preparation


1) 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?

1-Ans) 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. The measurements given in these templates and in the official Paper Kit description are not intended to be followed with extreme precision. However, the general structure and layout of the document should be substantially the same as the templates and sample manuscript. This means: the title should appear at the top of the first page, the author list should appear beneath the title, the first paragraph of the document should be the abstract section, the document should be in two-column format with reasonable margins and column spacing, and the font size should be no smaller than 9pt.


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

2-Ans) 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.


3) My manuscript has authors from more than 2 affiliations; My manuscript has several authors. But the LaTeX template supports only 2 authors. How should I list multiple authors in the heading of my manuscript?

3-Ans) There are several formats commonly used for formatting author lists of 3 or more authors or where there are 3 or more different affiliations for 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. There is an example of this in the LaTeX template file. Be sure that the author list does not exceed the margins of the page. An example is provided here.

 

Manuscript Submission


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

4-Ans) 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.


5) Why did my submission fail document inspection? Can I try again?

5-Ans) There are many reasons why a submitted manuscript might fail the "inspection" process. The inspection failure notification email will contain a description of the problem. The "Revise an already-submitted paper" link on the website will allow for revising of submissions which did not pass inspection. Typically 3-4 days is allowed for corrections to be made in such cases. The most common reasons for inspection failure are:

  • The author list shown on the uploaded document file does not match the author list typed into the online form. These two lists MUST MATCH EXACTLY in author names and the order in which these names appear on the uploaded document.
  • Page numbers appear on the uploaded file. Do not include page numbers in the submitted manuscript.
  • The author list on the uploaded manuscript is blank. Unless explicitly specified otherwise, the review process is not "double-blind". The submitted manuscript should be in publish-ready format.

6) How can I withdraw or cancel my submission?

6-Ans) 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 cc: line all of the authors currently listed on the manuscript. If the latter is not done, then 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.


7) 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?

7-Ans) The deadlines for final manuscript submission are firm and are chosen to allow sufficent 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.

 


Part II: Preparation of the Paper

Document Formatting

Please use the provided Word and LaTeX templates, if possible. In case you are using other word processing software and need to format your submission, please use the following guidelines when preparing your document:

LENGTH: Papers may be no longer than 5 pages, including all text, figures, and references. This is the maximum number of pages that will be accepted, including all figures, tables, and references. Any documents that exceed the page limit will be rejected.

LANGUAGE: All proposals must be in English.

MARGINS: Documents should be formatted for standard letter-size (8-1/2" by 11" or 216mm by 279mm) paper. Any text or other material outside the margins specified below will not be accepted:

  • All text and figures must be contained in a 178 mm x 229 mm (7 inch x 9 inch) image area.
  • The left margin must be 19 mm (0.75 inch).
  • The top margin must be between 19mm (0.75 inch) and 25 mm (1.0 inch).
  • Text should appear in two columns, each 86 mm (3.39 inch) wide with 6 mm (0.24 inch) space between columns.
  • On the first page, the top 64 mm (2.5 inch) of both columns is reserved for the title, author(s), and affiliation(s). These items should be centered across both columns, between the paper title and the columnar content.
  • The paper abstract should appear at the top of the left-hand column of text, and should be no more than 80 mm (3.125") in length. Leave at least one empty line between the end of the abstract and the beginning of the main text.

TYPE:

Face: To achieve the best viewing experience for the review process and conference proceedings, we strongly encourage authors to use Times-Roman or Computer Modern fonts. If a font face is used that is not recognized by the submission system, your proposal will not be reproduced correctly.

Size: Please use 10pt font size (this is the default value set in the templates) throughout the paper, including figure captions. Very exceptionally, 9pt may be used, but this is not encouraged. In 9-point type font, capital letters are 2 mm high. For 9-point type font, there should be no more than 3.2 lines/cm (8 lines/inch) vertically. This is a minimum spacing; 2.75 lines/cm (7 lines/inch) will make the proposal much more readable. Larger type sizes require correspondingly larger vertical spacing.

TITLE: The paper title must appear in boldface letters and should be in ALL CAPITALS. Do not use LaTeX math notation ($x_y$) in the title; the title must be representable in the Unicode character set. Also try to avoid uncommon acronyms in the title.

AUTHOR LIST: The authors' name(s) and affiliation(s) appear below the title in capital and lower case letters. PCS does not perform blind reviews, so be sure to include the author list in your submitted paper. Proposals with multiple authors and affiliations may require two or more lines for this information. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form. An example you find here.

The LaTeX template has instructions for listing various options of multiple authors and multiple affiliations. If you need to list more than 2 authors, you may also use the following structure:

ABSTRACT: Each paper should contain an abstract of 100 to 150 words that appears at the beginning of the document. Use the same text that is submitted electronically along with the author contact information.

BODY: Major headings appear in small-caps text, centered in the column, with uppercase roman-numeral numbering. Subheadings appear in capital and lower case italics. They start at the left margin of the column on a separate line. Sub-subheadings are discouraged, but if they must be used, they should appear in capital and lower case, and start at the left margin on a separate line. They may be underlined or in italics.

REFERENCES: List and number all bibliographical references at the end of the paper. The references can be numbered in alphabetic order or in order of appearance in the document. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [2].

The end of the document should include a list of references containing information similar to the following example:

[1] D. E. Ingalls, "Image Processing for Experts," IEEE Trans. ASSP, vol. ASSP-36, pp. 1932-1948, 1988.

ILLUSTRATIONS & COLOR: Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top of columns, rather than in the middle or at the bottom. Caption and number every illustration. While you may use color in your illustrations, be sure that your images appear clearly when printed in black and white (the electronic, conference-distributed proceedings and the IEEE Xplore proceedings will retain the colors in your document).

PAGE NUMBERS: Do not put page numbers on your document. Appropriate page numbers will be added to accepted papers when the conference proceedings are assembled.

IEEE copyright form

 


 

Templates

The following style files and templates are available for users of LaTeX and Microsoft Word:

We recommend that you use the Word file or LaTeX files to produce your document, since they have been set up to meet the formatting guidelines listed above. When using these files, double-check the paper size in your page setup to make sure you are using the letter-size paper layout (8.5" X 11") or A4 paper layout (210mm X 297mm). The LaTeX environment files specify suitable margins, page layout, text, and a bibliography style.

In particular, with LaTeX, there are cases where the top-margin of the resulting Postscript or PDF file does not meet the specified parameters. In this case, you may need to add this in your .tex file. The spacing of the top margin is not critical, as the page contents will be adjusted on the proceedings. The critical dimensions are the actual width and height of the page content.

 

Part III: Submission and Review of the Paper

The review process will be performed from the electronic submission of your paper. To ensure that your document is compatible with the review system, please adhere to the following compatibility requirements:

File Format

The 'IEEE Requirements for PDF Documents' MUST be followed EXACTLY. The conference is required to ensure that documents follow this specification. The requirements are enumerated in:

Papers must be submitted Adobe's Portable Document Format (PDF) format.

PDF files:

  • must not have Adobe Document Protection or Document Security enabled,
  • must have either 'US Letter' or 'A4' sized pages,
  • must be in first-page-first order, and
  • must have ALL FONTS embedded and subset.

ALL FONTS MUST be embedded in the PDF or PostScript file. There is no guarantee that the viewers of the paper (reviewers and those who view the electronic proceedings after publication) have the same fonts used in the document. If fonts are not embedded in the submission, you will be contacted by CMS and asked to submit a file that has all fonts embedded. Please refer to your PDF or PS file generation utility's user guide to find out how to embed all fonts.

File Size Limit

Authors will be permitted to submit a document file up to 5 MB (megabytes) in size. To request an exception, contact the paper submission technical support at: submissions@pcs2016.com

File Name

The filename of the document file should be the first author's last name, followed by the appropriate extension (.pdf). For example, if the first author's name is Johan Smith, you would submit your file as "smith.pdf". The paper submission process will append the filename with a unique identifier when it is stored on our system, so multiple submissions with the same name will not overwrite each other and will be distinguishable.

Electronic Paper Submission

When you have your document file ready, gather the following information before entering the submission system:

  • Document file in PDF format
  • Affiliation, email address, and mailing address for each author
  • Paper title
  • Text file containing paper abstract text, in ASCII text format (for copying and pasting into web page form)

To submit your document and author information, go to the 'Paper Submission' link on the PCS 2016 homepage:

http://www.pcs2016.com/

The submission system will present an entry form to allow you to enter the paper title, abstract text, review category, and author contact information.

ALL authors must be entered in the online form, and must appear in the online form in the same order in which the authors appear on the PDF.

After you submit this information, the system will display a page with the data that you entered so that you may verify its accuracy. If you need to change the data to fix a mistake, you may use the back button on your browser to return to the information entry form. Once you approve of the data that you have entered, you may choose your document file for upload at the bottom of the verification page. When you click on the button labeled 'Continue' at the bottom of this page, the page will check the filename extension to make sure it matches the submission criteria, then your browser will upload your file to our server. Depending on the size of your file and your internet connection speed, this upload may take a few minutes. At the end of a successful upload, you will see a confirmation page displaying the paper number that is assigned to you, and and email message will be sent to the corresponding authors' email addresses to confirm that the file has been uploaded. If you do not see the confirmation page after uploading your file, we may not have successfully received your file upload. If you encounter trouble, contact the paper submission support at: submissions@pcs2016.com

IEEE Copyright Transfer Form

All submissions must have an IEEE Electronic Copyright form submitted before the manuscript is allowed to be delivered to reviewers. If the submission is not accepted, the copyright transfer form becomes null and void.

The electronic copyright form is digitally linked to your submission; if you revise/update your paper's title or author list, the copyright form will still apply. There is no need to submit a new copyright form.

The confirmation page that is displayed after uploading your final, camera-ready document file will also have a link to the IEEE Electronic Copyright Form (eCF) system. That system will guide you through a series of questions to determine the type of copyright form required for your manuscript and will electronically record your signature. You will have the opportunity to download a PDF version of your electronically-signed copyright form, and both the IEEE eCF system and the PCS 2016 system will send you a confirmation of the receipt of the properly signed form.

Online Review Process

Your submitted paper will be visually inspected by our submission system staff to assure that the document is readable and meets all formatting requirements to be included in a visually pleasing and consistant proceedings publication for PCS 2016. If our submission inspectors encounter errors with your submitted file, they will contact you to resolve the issue. If your paper passes inspection, it will be entered into the review process. A committee of reviewers selected by the conference committee will review the documents and rate them according to quality, relevence, and correctness. The conference technical committee will use these reviews to determine which papers will be accepted for presentation in the conference. The result of the technical committee's decision will be communicated to the submitting authors by email, along with any reviewer comments, if any.


Notification of Acceptance

Authors will be notified of paper acceptance or non-acceptance by email as close as possible to the published author notification date.

The notification email will include comments from the reviewers. The conference cannot guarantee that all of the reviewers will provide the level of comment desired by you. However, reviewers are encouraged to submit as detailed comments as possible.

Because of the short amount of time between paper acceptance decisions and the beginning of the publication process, PCS 2016 is not able to allow for a two-way discourse between the authors and the reviewers of a paper. If there appears to be a logistical error in the reviewer comments, such as the reviewer commenting on the wrong paper, etc., please contact PCS 2016 at submissions@pcs2016.com

 

Accepted Paper Revisions

Limited revisions to accepted papers will be allowed. In general, changes should be limited to areas in which improvement was recommended by the reviewers. Changes to the title and author list are not allowed except for extraordinary circumstances. The time period allowed for revision to accepted papers is very short and the schedule will be held strictly, so if you decide to make revisions to your paper, be sure it is finished during the paper revision time period.

 

Required Author Registration

Be sure that at least one author registers to attend the conference using the online registration system available through the conference website. Each paper must have at least one author registered, with the payment received by the author registration deadline (see above) to avoid being withdrawn from the conference.

https://www.edas.info/newPaper.php?c=22208

 

Copyright Issues for Web Publication

If you plan to publish a copy of an accepted paper on the Internet by any means, you MUST display the following IEEE copyright notice on the first page that displays IEEE published (and copyrighted) material:

Copyright 2016 IEEE. Published in the 2016 32st Picture Coding Workshop (PCS 2016), scheduled for 04-07 December 2016 in Nuremberg, Germany. Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works, must be obtained from the IEEE. Contact: Manager, Copyrights and Permissions / IEEE Service Center / 445 Hoes Lane / P.O. Box 1331 / Piscataway, NJ 08855-1331, USA. Telephone: + Intl. 908-562-3966.

If you post an electronic version of an accepted paper, you must provide the IEEE with the electronic address (URL, FTP address, etc.) of the posting.

 

Part IV: Preparation of the Presentation

When we send the review results for your paper by email, that email message will specify whether accepted papers have been assigned for presentation in a poster session or lecture (oral) session. To help authors prepare for lecture and poster presentations, the following suggestions have been created:


Lecture Presentations

Presentation time is critical: each paper is allocated 15 minutes for oral sessions. We recommend that presentation of your slides should take about 13-14 minutes, leaving 1-2 minutes for introduction, summary, and questions from the audience. To achieve appropriate timing, organize your slides or viewgraphs around the points you intend to make, using no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes.

Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation. You shouldn't need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at PCS. Presenters must be sufficiently familiar with the material being presented to answer detailed questions from the audience. In addition, the presenter must contact the Session Chair in advance of the presenter's session.

A computer-driven slideshow for use with a data projector is recommended for your talk at PCS. All presentation rooms will be equipped with a computer, a data projector, a microphone (for large rooms), a lectern, and a pointing device.


Poster Presentations

Poster sessions are a good medium for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your paper.

Your poster should cover the key points of your work. It need not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.

Poster board dimensions will be posted here when confirmed.

The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. Use a sans-serif font (such as "cmss" in the Computer Modern family or the "Helvetica" PostScript font) to make the print easier to read from a distance.

Make your poster as self-explanatory as possible. This will save your efforts for technical discussions. There will not be any summaries given at the beginning of the poster sessions at PCS 2016, so authors need not prepare any overhead slides for their poster presentations. You may bring additional battery-operated audio or visual aids to enhance your presentation.

Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster throughout the 2 hour poster session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.


PLEASE NOTE, THAT THE POSTER SIZE SHOULD BE A0!