Final Paper Submission Instructions

Final paper submission will be available after acceptance notifications are sent out on 10 January.

Important Information

All authors who have been accepted must register for the conference and attend the conference to present their paper. Authors who do not register will not have their paper published in the IEEE IEL and IEEE Xplore, per IEEE policy. If an accepted author is unable to present in person, he/she should seek a colleague to present their paper. 

IEEE reserves the right to exclude a submission from distribution after the conference, including exclusion from IEEE Xplore, if the submission does not meet IEEE standards for scope and/or quality. Articles excluded from further distribution shall be archived by IEEE but shall not be indexed or appear on IEEE Xplore.

Prepare the final version of the manuscript using the paper templates linked here.

Practitioner Submissions
The final manuscript of papers accepted in this category will be limited to 3 pages.

Academic Submissions
The final manuscript of papers accepted in this category will be limited to 8 pages.

1. Register Online

You MUST register before uploading your final paper. An accepted paper will be published in the proceedings only if the full-fee registration payment for one of the authors is received and correctly processed by 23 February 2025 – no exceptions. In addition, the author must attend the conference and present the paper. Papers that are not presented will not be published. No exceptions. 

One full Member or Non-Member registration (student and life member registrations do not apply) covers only one (1) paper. For each additional accepted paper, up to a maximum of two (2), that is associated with the same registration, a $100 USD printing contribution will be charged. An additional registration is needed for submission of more than three papers.

If you need to register by bank transfer, please select this option during registration and an invoice will be emailed to you.

NO PAPER WILL BE PUBLISHED WITHOUT THE AUTHOR’S COMPLETED REGISTRATION AND PAYMENT.

2. Final Manuscript Production

From the final manuscript formatted as instructed above, authors must generate the electronic version in PDF format. Regardless of its initial format, the file containing the final version of the paper must be transformed in the PDF format using the IEEE PDF eXpress webtool. PDF files generated by means of other tools are not acceptable.

To generate the IEEE Xplore compatible PDF file of your paper, follow these steps:

  1. First-time users: Go to ieee-pdf-express.org. Select "Create Account" under the login box, then enter your email address, a memorable password, and the Conference ID 64521X.
  2. Previous users: Go to ieee-pdf-express.org. Enter 64521X for the Conference ID, your email address, and enter the password you used for your previous account. When you click "Login", you'll receive a prompt saying your information is already in the database. Select “Yes”. By entering your previously used email address and password combination, you will enable your account for access to the conference.
  3. For each conference paper, click "Create New Title".
  4. Enter identifying text for the paper (title is recommended). Click “Continue”.
  5. Click "Browse" and navigate to your file, then click "Open". Once the file uploads, click “Continue”.  Allow the system 1-2 minutes to validate and convert your pdf. You will see a Success window pop up.  Click “Ok”. 
  6. You will receive a confirmation of a successful upload both online and through email.
  7. Once this is complete, make sure to download your file to check everything is still formatted correctly. This is very important because changes may occur during the conversion process. 
  8. To download your pdf, click the Adobe pdf button under the “Action” column. 
  9. If you are not satisfied with the IEEE PDF eXpress-converted PDF: Resubmit your source file with corrections by clicking "Try again", or if that fails, "Request a Manual Conversion" through your account. A “Manual Conversion” is not recommended. 
  10. Once you’ve reviewed your pdf, click the check mark in the “Action” column to “Approve” the pdf.
  11. If your PDF submission fails: Submit your source file again by clicking "Try again”. For support, access the links on the sidebar to get information on possible solutions, or Request Technical Help through your account.

3. Upload your Xplore compatible PDF manuscript to EDAS:

  1. Log in at https://edas.info/33013.
  2. Select the “My Papers” tab. 
  3. Select the paper title you wish to upload the final manuscript for.
  4. Specify the presenter and complete the presenter’s biography form – Please declare who will be presenting the paper at the conference. Once in your paper record, click the Change/Add icon in the Presenter row. Indicate who will present the paper and click Choose presenter. Presenters must fill out a short bio (50 word max) on EDAS by going to the ‘My Profile’ tab and filling in the information in the ‘Brief bio’ field. Information in this form will be used by the session chairperson to introduce the presenter.
  5. Complete the electronic copyright form via EDAS – IEEE is enforcing strict copyright rules. For your convenience, the copyright form is made available electronically through EDAS. To access the copyright form, select the icon in the copyright column within your paper record. NO PAPER WILL BE PUBLISHED WITHOUT THE SUBMITTED COPYRIGHT FORM.
  6. Upload your paper – Bypass the “Review Manuscript” option in your EDAS paper record and upload your paper directly to “Final Manuscript” by selecting the upload icon. Submissions are due by 23 February 2025.

If you are having trouble meeting the final manuscript deadline due to internal organizational approval processing, please contact us immediately, as we may be able to accommodate small delays for extenuating circumstances.

Important Copyright Notice for Web and Internet Posting

If authors wish to post their papers electronically on any website, any FTP site, or any other electronic dissemination technique, they must include the IEEE Copyright notice on the initial screen displaying the IEEE-copyrighted material. More information from IEEE can be found here.

Problems in preparing and submission of your final manuscript? Further information?

Contact the SysCon Manager:
Brianna Orr
borr@conferencecatalysts.com
Conference Catalysts, LLC