Paper Submission Kit

Share it now

FDL 2012
Forum on specification & Design Languages

September 18-20, 2012
Vienna, Austria

Table of Contents

Part 1: General Information


Part II: Preparation of the Paper


Part III: Submission of the Camera-Ready Paper


Part IV: Preparation of the Presentation and/or Posters


Part I: General Information

Requirements

Final camera-ready manuscripts must satisfy the following requirements without exceptions:

  • submitted electronically,
  • revised according to the review comments,
  • from 6 to 8 pages long including all text, figures, and references,
  • confirmed IEEE Xplore compatible by IEEE PDF eXpress Plus, and
  • accompanied by an ECSI Copyright Form.

All of the following items must be received by the conference organization before the camera-ready paper deadline - there will be no exceptions:

  • final camera-ready manuscripts,
  • certifications of their IEEE Xplore compatibility, and
  • correctly completed ECSI FDL Copyright Forms.

Accepted paper presentation and conference participation must satisfy the following requirements without exceptions:

  • the work is to be presented at the conference by one of the authors or by a qualified surrogate,
  • the presenter has registered for the conference, and
  • a single registration covers no more than one paper.

The following items must be received by the conference organization before the author registration deadline - again, there will be no exceptions:

  • presenter registrations separately for each individual paper and
  • the corresponding payments.

Failure to meet any one of these requirements before the corresponding deadlines will result in automatic withdrawal of your paper from the conference proceedings and program.

If you need an FDL 2012 invitation letter for your visa, please contact office [at] ecsi [dot] org as soon as possible to allow sufficient time for the approval of your visa application.

Deadlines and Important Dates

Paper Submission Deadline April 2, 2012
April 12, 2012 (extended)
CLOSED
Final Full Paper Submission July 30, 2012
Copyright Forms Submission July 30, 2012
Author Registration July 30, 2012
Presentation Slides / Posters Submission September 8, 2012


Correspondence

Please make sure to put the conference name (FDL 2012) and the paper number that is assigned to you on all correspondence.

Additional questions regarding submission of papers should be directed to fdl2012 [at] ecsi [dot] org.


Part II: Preparation of the Paper

Document Formatting

Use the following guidelines when preparing your document:

LENGTH: Your paper may be from 6 to 8 pages long including all text, figures, and references. Any documents that exceed the 8 page limit will be rejected.

LANGUAGE: All papers 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 25 mm (1.0 inch), except for the title page where it must be 35 mm (1.375 inches).
  • 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 50 mm (2") of both columns is reserved for the title, author(s), and affiliation(s). These items should be centered across both columns, starting at 35 mm (1.375 inches) from the top of the page.
  • The paper abstract should appear at the top of the left-hand column of text, about 12 mm (0.5") below the title area and no more than 80 mm (3.125") in length. Leave 12 mm (0.5") of space between the end of the abstract and the beginning of the main text.

A format sheet with the margins and placement guides is available in the following file formats:

These files contain lines and boxes showing the margins and print areas. If you print one of these files, then stack it atop your printed page and hold it up to the light, you can easily check your margins to see if your print area fits within the space allowed.

TYPEFACE: 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.

TYPESIZE: Use a font size that is no smaller than 9 points throughout the paper, including figure captions. 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. Papers 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.

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.

INDEX TERMS (KEYWORDS): Enter up to 5 keywords separated by commas. Keywords may be selected from the IEEE keyword list.

BODY : Major headings appear in boldface CAPITAL letters, centered in the column. Subheadings appear in capital and lower case, either underlined or in boldface. 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 references at the end of the document. The references can be numbered in alphabetical order or in order of appearance in the paper. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [1]. 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. All halftone illustrations must be clear in black and white. Even though the electronic and IEEE Xplore proceedings will retain the colors in your document, make sure that your images are acceptable when printed in black and white.

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.

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"). 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 a \topmargin=0mm command just after the \begin{document} command 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 of the Camera-Ready Paper

The camera-ready paper is submitted electronically. To ensure that your document is compatible with IEEE Xplore, please adhere to the following compatibility requirements:

File Format

The 'IEEE PDF Specification for IEEE Xplore®' MUST be followed EXACTLY. The authors are required to ensure that documents follow this specification. The requirements are enumerated in:

Papers must be submitted in either PostScript (PS) or Adobe's Portable Document Format (PDF) format.

PDF and Postscript files:

  • must not have Adobe Document Protection or Document Security enabled,
  • must have 'US Letter' 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 have the same fonts used in the document. Please refer to your PDF or PS file generation utility's user guide to find out how to embed all fonts.

All final manuscripts must have passed the IEEE Xplore compatibility check through IEEE PDF eXpress Plus.

Information for LaTeX users

Generating a PostScript file is straightforward for all LaTeX packages we are aware of. When preparing the proposal under LaTeX, it is preferable to use scalable fonts such as Type I, Computer Modern. However, quite good results can be obtained with the fonts defined in the style file recommended above (spconf.sty).

PDF files with Postscript Type 3 fonts are highly discouraged. PDF and PostScript files utilizing Type 3 fonts are typically produced by the LaTeX system and are lower-resolution bitmapped versions of the letters and figures. It is possible to perform a few simple changes to the configuration or command-line to produce files that use PostScript Type 1 fonts, which are a vector representation of the letters and figures. An excellent set of instructions is found at:

Creating quality Adobe PDF files from TeX with DVIPS

For most installations of LaTeX, you can cause dvips to output Type 1 fonts instead of Type 3 fonts by including -Ppdf option to dvips . The resulting Postscript file will reference the Type 1 Computer Modern fonts, rather than embedding the bitmapped Type 3 versions, which cause problems with printers.

You may also need to tell dvips to force letter sized paper with the option: -t letter.

Some LaTeX installations also include pdflatex, which produces acceptable PDF files as well.

Creating a Postscript (PS) File

Windows users: To save a document as a PostScript file:

  • Install and select a PostScript printer driver. We recommend Adobe Systems' PostScript Driver.
  • In your word processor, on the File menu, click Print.
  • Select the PostScript printer which will be used to generate the file.
  • Select the Print to File check box, and then click OK.
  • In the File name box, type a file name. The file is saved with a '.prn' extension by default. Rename the file to give it the extension '.ps'.

Macintosh users: To save a document as a PostScript file:

  • Install and select a PostScript printer driver. We recommend Adobe Systems' PostScript Driver.
  • In your word processor, on the File>Print menu, click General.
  • Go down to "Save as File."
  • Make the following selections:
    • Format: PostScript Job
    • PostScript Level: Level 1 Compatible
    • Data Format: BINARY
    • Font Inclusion: All
    • Destination: File
  • Click "Save" and specify a file name.

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 fdl2012 [at] ecsi [dot] org.tapani [dot] ahonen [at] tut [dot] fi ( )

File Name

The filename of the document file should be the first author's last name, followed by the appropriate extension (.ps or .pdf). For example, if the first author's name is Johan Smith, you would submit your file as "smith.ps" or "smith.pdf".

IEEE PDF eXpress Plus

With IEEE PDF eXpress Plus you can either convert your LaTex or MS Word source file(s) to an IEEE Xplore compatible PDF, or check the IEEE Xplore compatibility of a PDF format camera-ready manuscript file of your own. Upon reception of the new version of your document from IEEE PDF eXpress Plus, make absolutely no modifications whatsoever to this camera-ready manuscript file before uploading it to the FDL submission management system. Keep the e-mail receipt from PDF eXpress and forward it as it is in its entirety to office [at] ecsi [dot] org as a proof of IEEE Xplore compatibility of your final camera-ready manuscript. More detailed instructions for this process are given below.

To verify that your manuscript meets the IEEE specifications, register to the IEEE PDF eXpress Plus service and upload your paper before submitting it to the conference web site. Enter FDL12xp to the 'Conference ID' field. Click 'Create New Title', type the title of your paper into the 'Enter Title Info' text box and click 'Submit File for Checking or Converting'. Browse for the file and click 'Upload File'. You shall receive a confirmation email of the successful upload. After the file has been processed, you will receive the results of the compatibility check, and, if the manuscript meets the IEEE specifications, a new version of the document. Submit this file to the conference submission system. If the paper does not pass the check, you will receive a report (in PDF format) about your document. By logging into the IEEE PDF eXpress Plus web site, you can see the found errors and suggested corrections in great detail. Do these modifications, upload your new document, and wait for the results from IEEE PDF eXpress Plus. Iterate if necessary.

Please forward your approval confirmation from IEEE PDF eXpress Plus to office [at] ecsi [dot] org.

Electronic Paper Submission

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

  • Document file in PDF or PS format (received from IEEE PDF eXpress Plus)
  • 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' on the http://www.easychair.org/conferences/?conf=fdl2012

Please go to the menu tab > Paper, then in the right menu chose: "Submit a New Version" and use the first slot "File".

Paper title, list of ALL authors in correct order together with their affiliations, and the abstract text must be entered in the online form exactly as they appear on the paper itself. Make sure to provide appropriate paper topic category and valid contact information for the primary author.


ECSI Copyright Form

Copyright form: please download the form (PDF or Word), sign it and send it back to office [at] ecsi [dot] org or fax it to: +33 9 58 08 24 13.

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.


Part IV: Preparation of the Presentation

Information for Presenters of Papers

  • Oral presentations will be 30 minutes including questions
  • Short oral presentations will be 15 minutes including questions
  • Special Session oral presentations may be 20-30 minutes depending on the amount of presentations in the time alotted. Please check with your session chair.
  • Presentation submission requirements:
    • Format: PDF or Powerpoint
    • Submission deadline: September 11, 2012
    • Submit your presentation slides to office [at] ecsi [dot] org
Share it now