Preparing and Submitting Electronic Files for the
HOLM 2003 Proceedings

Peer Review

This document was prepared by the IEEE Conference and Custom Publishing Department to facilitate the generation of electronic manuscripts for use in peer review. Please note that this is only the review process. Reminders for final manuscript submission will be sent to each author at a later date. Please check the HOLM 2003 website for updated instructions frequently.

Contents

Outline

Fonts

Manuscript Formatting

Graphics/Images

Acceptable File Types

copyright PolicyDelivering Your Submission

Frequently Asked Questions (FAQs)

1. Template for MSW A4 format
2. Template for MSW US letter format
3. Sample Manuscript in pdf format

Milestone

Deadline Date

Manuscript Submission

11 April 2003

Notice of Final Paper Acceptance

15 May 2003

Conference Dates

8 – 10 September 2003

Outline

The instructions in this document will guide authors through the process of manuscript submission for peer review

  1. Author creates manuscript and uploads to FTP site
  2. Instructions for submitting in a compressed archive to FTP site
  3. If submission errors have occurred, or if author did not follow formatting directions, author will be contacted and asked to resubmit.

Manuscript Formatting

Conference manuscripts should adhere to the standard IEEE two-column format for conferences.

A sample manuscript is available for visual reference, and has examples of most of the format definitions listed.
Templates are available for Word 97 (US letter), Word 97 (A4) and LaTeX (US letter and A4). All templates either contain or have associated documentation containing grammar, spelling and/or special layout instructions, all of which we strongly encourage you to read. For other file formats, use the following layout specifications to format your manuscript. The Conference Manuscript Format Definition Table that follows on page 2 describes the general format. This table is for reference and to be used only as a guide to help you.

Glossary of terms used appears after the table; the first instance of each term is hyperlinked to its definition.
The font used for all text should be Times or Times New Roman. Do not use custom or hacked fonts. See section on fonts for details. Minimum point size for all text (including text in graphics and tables) is 4 points.

Other considerations:

Conference Manuscript Format Definition Table

Margins – US Letter: side = 0.625 inch, top = 0.75 inch, bottom = 1 inch

Margins – A4: side = 13mm, top = 19mm, bottom = 43mm

Text Type

click on label
to view example

Font Size/Type

Line Spacing

Justification

Numbering

Style

Width of Column(s)/
Number of Columns Across

Special Formatting

Title

24 points/
regular
28 points centered n/a conference title style 7.25 inches/one column

Author Name

11 points/
regular
12 points centered n/a standard up to three affiliations: one per column (max. 2.25 inches/three columns);
over three affiliations: 7.25 inches/one column, author names listed across, with symbol footnotes
Author name should start approx. 0.25 inch below title.

Author Affiliation

10 points/
regular
11 points centered n/a standard up to three: one per column (see above); over three: across one column on single line, each separated by picaex1

Abstract

9 points/bold, "Abstract—": bold+italic 10 points left- and right-justified n/a standard 3.5 inches/two columns Abstract should start approx. 0.5 inch below last line of author affiliation.

Text

10 points/
regular
12 points left- and right-justified n/a standard 3.5 inches/two columns

Section Heads (1)

10 points/
regular
14 points left-justified Optional—Capital Roman numerals
(I., II., etc.)
Capitals/small caps 3.5 inches/two columns Acknowledgment and References sections should NOT have numbering.

Heading 2

10 points/
italic
12 points left-justified Capital alpha numerals
(A., B., etc.)
standard 3.5 inches/two columns

Heading 3

10 points/
italic
12 points left-justified Arabic numerals + right parens + text + colon, run-in, indent 1em standard 3.5 inches/two columns

Heading 4

10 points/
italic
12 points left-justified Lower case alpha numerals + right parens + colon, run-in, indent 2em standard 3.5 inches/two columns

Footnotes

8 points/regular 9 points left-justified superscript Arabic numerals preceding footnote style 3.5 inches/two columns

References

8 points/regular 9 points left-justified Arabic numerals in brackets
([1], [2], etc.)
reference style 3.5 inches/two columns

Figure Captions

8 points/regular 9 points centered below figure Arabic numerals: "Figure " + numeral (+ period + text) (optional) standard 7.25 inches/one column or
3.5 inches/two columns

Table Captions

8 points/regular 9 points centered above table Capital Roman numerals: "TABLE" + numeral (+ colon + text) (optional) Capitals/small caps 7.25 inches/one column or
3.5 inches/two columns

Table Text

8 points 9 points optional n/a standard 7.25 inches/one column or
3.5 inches/two columns

Single-line Equations

10 points 12 points centered Optional—Arabic numerals in parens, right-justified
((1), (2), etc.)
standard 3.5 inches/two columns Equation should have 1 pica before and after.

Double-line Equations

10 points 1 pica before and after 1st line left-justified, 2nd line right-justified, indented 1em optional- see above standard 3.5 inches/two columns See above

Multi-line Equations

10 points 1 pica before and after Equal signs (=) aligned, or lines after 1st line aligned right of equal sign optional- see above standard 3.5 inches/two columns See above

Biography

8 points 8 points left- and right-justified n/a standard 3.5 inches/two columns Photos should be 1’ wide, 1.25’ high

n/a = not applicable

Glossary of Terms Used in the Conference Manuscript Format Definition Table

1 em: Length equal to the width of uppercase M in a particular font + font size. Example: 1 em in 10 point Times New Roman is approximately 0.125 inch.

conference title style: first word always capitalized, and all other words capitalized except for conjunctions (and, but, or, etc.), prepositions/prepositional phrases having six characters or less per word (after, into, based on, etc.), and articles (a, an, the, etc.).

footnote style: refers to standard footnote style defined in The Chicago Manual of Style.

justification: alignment of a text line with regard to margins.

left-justified: aligned along the left side of the column or margin.

left- and right-justified: aligned along both sides of a column, as in a typical conference manuscript column.

parens: parenthesis or parentheses. Left parens ( Right parens )

pica: unit of length equal to 1/6 of one inch, typically used to define spacing between lines.

point: unit of length equal to 1/72 of one inch, typically used to define font size and paragraph spacing.

reference style: refers to standard reference style defined in The Chicago Manual of Style.

regular (type): not bold or italic (type).

right-justified: aligned along the right side of the column or margin.

run-in: paragraph text follows immediately after heading label + colon. Heading 3 & 4 styles are run-in, section heads (1) and heading 2 styles are not (paragraph text starts on next line). See examples in sample manuscript.

standard (style): refers to typical American English capitalization, spelling, and grammar rules.

symbol footnotes: non-numeric symbols commonly used for footnotes. Some examples are # * a b c.

Acceptable File Types

Acceptable file types for submission are as follows:

You MUST include all graphics files with your submission if they are not embedded in the source file. Programs like Pagemaker and Word allow the embedding of graphics files, while QuarkXpress and LaTeX, for example, do not allow graphics embedding.

Fonts

The preferred font is Times or Times New Roman and the minimum point size is 4 points. You may also use:

AdobeSanMM

AdobeSerMM

Arial MT

Arial MT, Italic

Arial MT, Bold

Arial MT, Bold Italic

Courier

Courier, Italic

Courier, Bold

Courier, Bold Italic

Symbol

Times New Roman PS MT

Times New Roman PS MT, Italic

Times New Roman PS MT, Bold

Times New Roman PS MT, Bold Italic

ZapfDingbats

Using only the specified fonts provides a consistent look to all the papers in the proceedings. If you decide to use fonts other than those listed, they must be either Postscript or TrueType. Use of custom-made or hacked fonts is PROHIBITED, for the reason that the encoding may not be standard.

Graphics/Images

IMPORTANT All images must be embedded in your document, or included separately with your submission.

The type of graphics you include will affect the quality and file size of your manuscript. In general, vector graphics, such as those produced by most presentation and drawing packages are electronically efficient.

When Preparing Graphics/Images

The Use of Bitmapped Images

Bitmapped images, such as those produced when a photograph is scanned, require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image. To improve the quality of bitmap graphics:

Delivering Your Submission

Compressing Your Submission

Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:

Revisions of your electronic manuscript cannot have the same name. To submit a revision, add a letter to the end of the paper ID#. For example, the first revision of 123.doc should be 123a.doc.

Submitting Your Electronic Paper

Send your manuscript to the Holm 2003 FTP site (see below for detailed instructions) by 11 April 2003.

Step-By-Step FTP Instructions

When transferring files to the FTP site, if you have a choice between ASCII and binary modes, use binary. Although ASCII mode works well most of the time, binary mode incurs fewer problems.

What you will need to upload your file:

Uploading your file(s) is a simple process. You may either

    1. Launch your browser
    2. In the Address/Location field, type ftp://ftp.ieee.org/uploads/pubconf/holm
    3. Drag and drop your file(s) onto the browser window

or

    1. Launch your FTP software application
    2. In the Address field (this is sometimes called Location or Site), type ftp.ieee.org
    3. In the User Name or User ID field, type anonymous
    4. In the Password field, you may type anything
    5. Click through the folders to the following directory: /uploads/pubconf/holm
    6. Transfer your file(s) into that directory

After a successful upload, you should see your file in the FTP directory, and the file size should be the same as your original file. Please do not request a confirmation of receipt.

Note: If uploading a new version of your manuscript, you must add a letter to the end of the paper ID#. The site will not accept files with the same name.

We will contact you in the event of any problems.

Frequently Asked Questions

Q. How will I know if my electronic manuscript was received?

A. You can check the file size displayed on the webpage after your submission is complete. If it matches the file size of your original file, then you have successfully uploaded your file.

 

Q. What if I need to send a new version?

A. Use the same FTP instructions, and add a letter to the original filename. A revision to an original submission named 123.qxd would be 123a.qxd.

 

Q. I have uploaded two different versions of my paper. How do you know which one to use?

A. The filename will indicate a new version (123a, 123b, etc.). In addition, the FTP server tracks the time of upload, so that the version last uploaded will be considered the current version.

 

Q. My system keeps timing out when I try to upload my file. What should I do?

A. You can try two things: