Conference Publishing Services (CPS)

Our highly skilled graphic artists ensure that your conference publication looks as professional as the work inside. We collaborate with your team to give each conference a unique look and feel.

Your conference will be assigned a dedicated CPS editor with years of experience. They take care of the details, so you don’t have to.

CPS Online, the Computer Society’s online conference publishing system, provides you 24/7 access to find out the real-time status of your conference and access to all submitted files whenever you need them.

We obtain the required copyrights, Library of Congress ISSN / ISBN, and other bibliographical registration details. Every author’s paper will have a unique digital object identifier (DOI), allowing easy searches and protection against plagiarism.

All papers submitted through the CPS Online Author Kit undergo a rigorous quality control process to be both print- and IEEE Xplore®-compliant.

Your conference’s reputation is protected by the IEEE No-show policy. If presenters don’t attend a conference, organizers have the right to suppress those papers from final posting to the Computer Society Digital Library, IEEE Xplore®, and indexing.

CPS is constantly improving its services and creating exciting new conference options; we’re happy to discuss what we’re working on and how your conference can benefit. And if you have ideas of your own, let’s talk!

We pride ourselves on the timely submission of accepted papers to the world-class and authoritative Computer Society Digital Library and IEEE Xplore®. We ensure that your conference content quickly receives the widest audience. Content accepted into IEEE Xplore® is distributed globally through library subscription plans to an array of technical, academic, and corporate libraries. Your conference content is marketed to Computer Society members, customers, major technical booksellers, and wholesalers, enhancing its international presence.

Upon acceptance into IEEE Xplore® your conference publication is submitted for indexing through INSPEC, EI’s Engineering Information Index, Compendex, ISI Thomson’s Scientific and Technical Proceedings, ISTP/ISI Proceedings, and Current Contents on Diskette. Your publication may also be indexed into specialized indexing services based on its content topic.

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In support of an environmentally sustainable future, the IEEE Computer Society is committed to reducing global carbon emissions and waste. We no longer provide proceedings in physical media such as books, USB drives, and CDs/DVDs.

CPS provides a password-protected website through which attendees can access and download the conference content by session and author. The WebPub will be available for the duration of the conference, allowing conference-goers quick, easy access to all the proceedings.

CPS will provide you with an easy-to-navigate HTML guide or full manuscript that can be added to the media type of your choice—no need to worry about shipping when you’re using your local vendor.

The CPS app allows conferences to interact with their attendees at the touch of a screen. Your entire program will be accessible through the app, created to your specifications. Content hosted in the app includes:

• Full program
• Sponsors
• Exhibitors
• Keynote speakers
• Social media links

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IEEE policy requires that prior to publication all authors or their employers must transfer to the IEEE in writing any copyright they hold for their individual papers. Transferring copyright is a necessary requirement for publication, except for material in the public domain or which is reprinted with permission from a previously published, copyrighted publication.

Upon transferring copyright to IEEE, authors and/or their companies have the right to post their IEEE-copyrighted material on their own servers without permission, provided that the server displays a prominent notice alerting readers to their obligations with respect to copyrighted material and that the posted work includes an IEEE copyright notice.

Authors are particularly encouraged to note the “Author Responsibilities” section of the IEEE Copyright Form, in which portions of IEEE Policies 6.3B (concerning statements in work published by IEEE are the expression of the authors), and IEEE Policies 6.4 (concerning the submission of original work) appear.

Please refer to the “IEEE Policy on Electronic Dissemination” for complete information and instructions. Posting information can be found on the IEEE Intellectual Property Rights web page.

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In offering a paper for presentation at an IEEE conference or accepting an invitation to present a paper, the author is expected to be present at the meeting to deliver the paper.

In the event that circumstances unknown at the time of submission of a paper preclude its presentation by an author, the technical program chair should be informed on time, and appropriate substitute arrangements should be made.

In some cases, Conferences require authors to register in advance when they submit their final manuscripts.

IEEE policy states that it is up to the Conference Committee’s discretion to allow “no shows” to be published in the IEEE Xplore Digital Library. IEEE Conference Organizers must notify authors prior to, or at time of, submission that their papers may be excluded from IEEE Xplore and the Computer Society Digital Library (CSDL) should they fail to appear at the conference.

The IEEE strongly discourages changes and withdrawals of papers once submitted and included in the program. To avoid the likelihood of this, authors are strongly encouraged to get all necessary company and/or government approvals prior to submitting their papers to conferences.

If under any circumstances it becomes necessary for an author to withdraw or change a paper, IEEE policy dictates that the request to do this must come directly from the author and not from any third party. IEEE policy also states that, in such cases, the author will be held liable for all costs incurred.

It would then be up to the author to get reimbursed for the expense from any third party if he/she feels it is justified. IEEE cannot act as a policing entity on behalf of the author in this regard.

If a change is made to a paper after its acceptance to a conference, IEEE recommends that the Program Committee review the final paper.

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Please refer to the following pages for information about IEEE conference authors’ ethical requirements, responsibilities, rights, guidelines, and policies:

• IEEE Conference Author Center
• Conference Author Ethics
• IEEE Submission Policies

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The link to your conference’s Author Kit will be sent to you via email or will be available on the conference website. When you access the Author Kit, you will need to create a login to submit your paper. The Author Kit will have instructions on:

• Deadlines
• Templates
• PDF eXpress
• Copyright Submission
• Final Paper Submission

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Your conference’s Organizing Committee sets maximum page limits for the different paper categories (regular, long, short, poster, workshop, and so on).

Conferences may set fees for papers that extend beyond the specified maximum lengths. You may seek approval from your Publications Chair and pay any required fees for extra pages when you register.

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Withdrawal or changes to papers are strongly discouraged once papers are submitted. In the event that you must withdraw yours, you must make the request yourself and get approval from the Conference Committee.

If you change your paper after acceptance, the final paper should be reviewed by the Program Committee. CPS will accommodate changes whenever possible, but the final decision for any changes must be approved by the Conference Organizers.

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Your conference will include the required paper template in the conference Author Kit. If you know your conference’s trim size, you can also download the appropriate template from the IEEE Manuscript Templates page.

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Because of time constraints in producing conference publications, rather than rejecting an improperly formatted paper, CPS editors may adjust layouts by scaling and moving content to fit within margins.

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Authors will have access to PDF eXpress to check PDF files for IEEE Xplore compatibility and to convert papers to IEEE Xplore-compliant files as needed. The CPS Online Author Kit includes the conference ID and directions for logging in and using PDF eXpress. After using PDF eXpress, authors must still submit their IEEE Xplore-compatible PDF files. For assistance, contact your assigned CPS editor or [email protected].

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Upload your final IEEE Xplore-compatible PDF file through the conference’s Author Kit before the paper submission deadline and await further instructions from the conference organizer or CPS editor. Your paper will automatically be renamed once you submit the PDF.

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Yes, there are policies in place for conference authors. Please refer to the following pages for further information:

• IEEE Conference Author Center
• Conference Author Ethics
• IEEE Submission Policies

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If the conference content is under IEEE copyright, it is required that authors or their employers transfer copyright to IEEE, except for papers in the public domain or those that are reprinted with permission from a previously published, copyrighted publication. After transferring copyright to IEEE, authors and/or their companies may post their IEEE-copyrighted material on their websites without permission, provided that the sites alert readers to their obligations with respect to copyrighted material and that the posted work includes an IEEE copyright notice. Please refer to the IEEE Copyright Policy page for more information.

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The IEEE Electronic Copyright Form (eCF) Database lets you quickly transfer copyright to IEEE. An electronic copyright form will be included on the submission page your CPS editor will send once your paper is accepted. Please fill out and submit the form to access the eCF. The copyright release form must be completed when you submit your paper.

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In offering a paper for presentation at an IEEE conference, or accepting an invitation to present a paper, it’s expected that you’ll be present at the meeting to deliver your paper.

In the event that you’re unable to present your paper, quickly notify the technical program chair and make arrangements for a substitute. Your paper may be excluded from IEEE Xplore and the CSDL if you don’t appear at the conference.

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Please contact the assigned CPS editor for assistance. He or she can be reached using the contact information on the first page of the conference’s Author Kit.

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If you have additional questions, please email us at [email protected].

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CPS-published conference publications are submitted to IEEE Xplore and the IEEE Computer Society Digital Library.

All conferences and conference proceedings must meet IEEE’s quality standards. IEEE reserves the right not to publish any proceedings that do not meet these standards.

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Upon acceptance to IEEE Xplore, your content will be made available to the appropriate indexing partners. Please see this PDF overview of abstract, indexing, and web discovery services for more information.

Elsevier’s Ei Compendex

Upon acceptance, an abstract and index entry for your submission will be included in Elsevier’s Ei Compendex database if your submission is available in full-text PDF format and your submission includes an author-submitted abstract. If your submission is available in full-text PDF but does not include an abstract, only bibliographic information will be included in Ei Compendex.

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Yes. CPS publishes proceedings of conferences that are not sponsored by the IEEE Computer Society, IEEE, or any other IEEE society. Conferences that are not sponsored by the IEEE must comply with the following criteria:

• The conference subject matter must be relevant to the IEEE Computer Society’s fields of interest.
• At least one member of the organizing committee must be a member of the IEEE, IEEE Computer Society, or another IEEE society, and must have helped organize a previous IEEE conference.
• Conference organizers must provide CPS with contact information for all chairs of the organizing committee.
• One individual must be designated as the CPS contact.
• Conference organizers must disclose membership in organizations that sponsor or co-sponsor this conference.
• Organizers must provide CPS with access to the conference website and marketing materials that refer to the IEEE or IEEE Computer Society.
• The conference may display the “published by CPS” logo, but not the IEEE Computer Society or IEEE logos.
• Conference papers must be peer reviewed, and organizers must submit a list of peer reviewers, details about the peer-review process, and basis for paper acceptance.
• Conference registration must be open to the public.
• Organizers must provide CPS with venue information (including contacts) and conference dates.
• Conference submissions must assign copyright to the IEEE, organizers, and authors. Others affiliated with the conference must comply with requirements of the IEEE copyright form.
• Conference organizers must respond within 72 hours of receipt to any requests by CPS staff for information, clarification, or verification.

In addition, CPS may cancel a publication agreement with a non-sponsored conference at any time prior to publication, due to:

• Failure to comply with any of the 10 acceptance criteria.
• Failure to take any requested corrective action within a designated period.
• Failure to provide all materials necessary for publication in compliance with the agreed-upon production schedule.
• Failure to maintain a professional relationship with CPS staff.

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Publishing a conference publication includes distributing the product as widely as possible to various technical, academic, and corporate libraries around the world and submitting the proceedings for professional indexing.

The distribution of any conference publication beyond the meeting allows other computing professionals access to the work and authors to reference these papers in their own work.

Printing of a conference proceedings includes only distribution for that event.

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Conferences can change the quantity, number of accepted papers, or page count up until one week prior to the press date. As long as the quantity or page count does not vary by more than 10 percent, the quoted price estimate will stand.

If these change by more than 10 percent, the final invoice will be based on these new totals.

You can also ask your CPS editor for an updated quote at any time.

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The person you have designated as the Agreement Signatory can log in to CPS Online and digitally sign the Publication Agreement.

If you have any issues signing the agreement, please contact [email protected].

The deadline for signing the Publication Agreement is 3 weeks before the conference publication start date, which is typically about 2–4 months before your conference start date. CPS will attempt to accommodate late agreements if staff and production resources are available.

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CPS Online is an interactive web-based workspace that operates from your browser and through which conference chairs, organizers, and authors can request publication quotes, schedule publications, revise quotes, sign publication agreements, upload conference information, upload papers, sign copyright forms, and follow and assist in the production of publications.

Once you agree to publish with CPS, you are given an account. If you are a returning customer, you can also pull up information from prior conferences to help with planning your conference publication.

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The primary contact will be responsible for confirming the list of authors and papers, setting page lengths and limits, confirming the Table of Contents (ToC), approving final papers, approving the final print quantity, and performing other similar conference organizational tasks.

This is usually done by the Program Chair, Publication Chair, or Proceedings Chair.

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In developing your initial production schedule, CPS staff will try to meet your deadline dates if they are already established. However, we do suggest that you contact CPS for scheduling before promoting deadlines on your calls for papers and so on.

Our production schedules use a firm camera-ready date to guarantee that your publication arrives in time for your event.

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Absolutely. We usually reassign editors to conference projects and committees they’ve worked with previously. However, we also try to balance their workloads.

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The CPS Conference Mobile App offers a fantastic way to communicate with your conference attendees and centralize your social-media presence. It includes:

• Detailed conference program
• Speakers
• Interactive maps
• Social media
• Sponsors
• Exhibitors
• Attendee information
• Push notifications

The event will be housed in the CPS Mobile App. This allows for quick changes to the content without delays when posting.

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Yes, there are policies in place for conference authors. Please refer to the following pages for further information:

• IEEE Conference Author Center
• Conference Author Ethics
• IEEE Submission Policies

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If you have additional questions, please email us at [email protected].

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“The professional and courteous CPS staff ensures that the needs of conference organizers, authors, and attendees are all met or exceeded. This is a top-flight group of professionals willing to go the extra distance for you and your conference. I would recommend any conference use CPS. You will be delighted.”

Hausi Müller
Professor, Associate Dean Research, University of Vienna; Former General Chair, ICSE

“Having worked with CPS for many years, I am impressed with their dedication to customer service.

The CPS staff is always very responsive to our needs, doing whatever they can to make sure our conference is happy with the proceedings and the overall publishing experience.”

Leonard Barolli
Professor, Fukuoka Institute of Technology (FIT)

“We work with CPS every year because they do a fantastic job with our conference publication. The International Conference on VLSI Design and Embedded Systems is in it’s 33rd year. They are on top of the entire process and make sure our authors have a pain-free experience. This makes our conference look good and keeps everything working smoothly each year.”

Nagi Naganathan
Steering Committee Member, IEEE Liaison, VLSI Design Conference

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