INSTRUCTIONS FOR VALIDATION AND FINAL SUBMISSION OF IJCB 2023 CAMERA-READY PAPERS
0. (Optional) Add the “axessibility” package to your LaTex generated camera-ready PDF.
While optional, authors can add the following line near the beginning of your LaTex document (with the other “usepackage” lines) to include the “axessibility” package:
\usepackage[accsupp]{axessibility} % Improves PDF readability for those with disabilities.The “axessibility” package can be found at
https://ctan.org/pkg/axessibility?lang=en
and improves the ability for assistive technologies (e.g., PDF readers) to read LaTeX formulas in PDF files.
1. Prepare your camera-ready paper
If you are using Microsoft word, please use the provided template:
If you are using latex, comment the line \usepackage[review]{cvpr} and uncomment the line \usepackage{cvpr}.
2. Use IEEE PDF eXpress to validate your paper for inclusion in IEEE Xplore.
IMPORTANT NOTE: Do not include page numbers in your camera-ready paper.
There is a strict size limit of 100 MB for PDF files in the conference proceedings. If your paper is larger than this, you are probably using very large images in your figures. As a rule, your images will look fine at 600 pixels per inch and you should down-sample the images used in your figures accordingly. Smaller PDF files are also validated more quickly by PDF eXpress.
The page limit for all papers is 8 pages—with additional pages allowed that contain only cited references. To clarify, the main body of the paper, including figures, tables, equations, acknowledgments, etc., must be limited to no more than 8 pages. Additional pages may only contain cited references—not acknowledgments or other text, figures, tables, etc. Note that there are no paper or extra-page fees. However, papers that are longer than 8 pages (not including references), will not be processed and will not appear in the conference proceedings or on IEEE Xplore.
IEEE requires that all papers entered into the IEEE Xplore digital library meet the IEEE style guidelines. LaTeX and MS-Word style files compatible with IEEE requirements are available through the IJCB2023 website
https://ijcb2023.ieee-biometrics.org/paper-submission/
Papers that do not meet these guidelines will not be placed in Xplore. This is an IEEE policy.
Note: PDF eXpress does not collect the papers. After validating your paper, you must still upload it to the camera-ready paper collection website (CMT) for production, as described in Step 3. Before uploading, the verified PDF file must be renamed to be xxxxx.pdf where xxxxx is the three-digit paper ID, zero-padded if necessary (see Step 3.e below).
There are two ways to use IEEE PDF eXpress. If you generate your PDF file, PDF eXpress can validate it. If you are using any of the following document formatting systems, PDF eXpress can generate an Xplore-compliant document from the following source files: MS-Word, WordPerfect, RTF (rich text format), Freelance, LaTeX, PageMaker, FrameMaker, Word Pro, or Quark. If you used LaTeX, PageMaker, or Quark to prepare your paper, there are a few extra steps required to supply the images to IEEE.
a. Login to PDF express: https://ieee-pdf-express.org/
The conference ID is: 57857X
b. If you have not used PDF eXpress before, you must create an account. Click the “New User” button and follow the instructions. If you have used PDF eXpress for a previous conference, you can log in using the email address and password from the previous conference; it will then ask you to create an account for this conference by entering a password—it can be the same password. Verify (and update if necessary) your contact information and click “Submit”. Once you have an account, you can log in as often as you need to process all of your papers.
c. Create a new title for each paper that you are submitting.
d. Submit the PDF file you wish to validate or submit the source files you wish to convert. PDF eXpress will digest the file(s) submitted and send you an email with the validation result, or the generated PDF, as appropriate.
e. Repeat step d until you are satisfied with the result.
f. Go to step c to process your other papers.
A primary source of validation failure is the use of non-embeddable fonts in figures. Make sure that your paper uses embeddable fonts for the main text of the paper as well as the figures, figure captions, references, footnotes, etc. Another source of failure is the line in the LaTeX source file that includes the hyperref package. If you are having difficulty, you may want to comment out this line. If you have further trouble with IEEE PDF eXpress, contact [email protected].
3. Register an author for the conference.
Register for IJCB2023 by following the registration link at the top of the IJCB “Registration” web page when it begins (https://ijcb2023.ieee-biometrics.org/). At least one author for each paper must register to attend the conference. If there is not one author registered for the conference, the paper will not be included in the proceedings and it will not appear in IEEE Xplore. Likewise, papers and posters that are not presented due to no-shows will not appear in the proceedings.
4. Final paper submission for production
Deadline: The deadline for all IJCB 2023 papers is July 31, 2023, at 11:59 PM Pacific Daylight Time. Papers that arrive after the deadline may not appear in the conference proceedings and may not be placed in IEEE Xplore.
a. Login to the CMT paper collection site:
https://cmt3.research.microsoft.com/IJCB2023
b. In the CMT “Author Console”, your accepted paper(s) will appear with a “Create Camera Ready Submission” link—or “Edit Camera Ready Submission” if you’re resubmitting/editing your camera-ready submission—and a “Submit IEEE Copyright Form” link in the “Actions” column. Click on the “Create/Edit Camera Ready Submission” link to take you to the camera-ready submission page for your accepted paper. DO NOT click on the “Submit IEEE Copyright Form” at this time. You will submit the electronic copyright form later (in Step 4 below)—after updating your paper title and author list and submitting your camera-ready paper.
c. After reading the “Welcome” message on the camera-ready submission page, verify that the paper title and abstract are correct in the “Title and Abstract” section. If necessary, update the paper title and/or abstract to match your camera-ready submission.
d. As noted in the IJCB2023 author guidelines, “the author list is considered to be final after the submission deadline and no changes are allowed for accepted papers.” Thus, the ability to edit the list of authors—adding or removing authors—has been disabled for camera-ready submissions. Consequently, adding or removing authors to your final paper is not allowed. Note that reordering the author list is allowed without approval and can be done in CMT by using the arrows on the right side of each listed author.
e. If a dataset is one of the key scientific contributions of your paper (CMT paper status is “Accept (dataset contribution)”), you must provide a link to that dataset in the camera-ready form by July 31st, 2023.
f. The name of your camera-ready submission must be in the form xxxxx.pdf where xxxxx is the 3-digit paper ID (zero-padded if necessary). For example, if your paper ID is 24, the filename must be 024.pdf. Rename your camera-ready PDF file that was validated by PDF eXpress and upload it (and optionally a supplemental file) in the “Files” section.
g. If you wish to provide supplementary material, the file name must be in the form xxx-supp.pdf or xxx-supp.zip, where xxx is the zero-padded, 3-digit paper ID as used in step e. Upload your supplemental file on the “Files” section as a single PDF or ZIP file of 20 MB in size or less. Only PDF and ZIP files are allowed for supplementary material. You can put anything in this file – movies, code, additional results, accompanying technical reports—anything that may make your paper more useful to readers. If your supplementary material includes video or image data, you are advised to use common codecs and file formats. This will make the material viewable by the largest number of readers (a desirable outcome). Supplemental material will only be included in the conference proceedings; it will NOT be archived on IEEE Xplore.
h. Verify that you upload the correct camera-ready PDF—validated by PDF eXpress and renamed to xxx.pdf as described in step 3.e—as your camera-ready submission. Every year there is at least one author that accidentally submits the wrong PDF as their camera-ready submission.
i. You must agree to or answer all the questions in the “Additional Questions” section unless the question is specified as optional or the response is conditional. You will not be allowed to complete the camera-ready submission process until you have responded to all of the questions. Note that you can agree to the question regarding the copyright form as long as you plan to submit the completed form (see step 4 below).
j. Don’t forget to click the “Submit” button—or “Save changes” button if you’re editing a previous submission—at the bottom of the page to save all your changes. Unless you press the “Submit”/“Save changes” button, any changes you’ve made to the camera-ready submission (including file uploads and changes to the title, abstract, and author list) will not be saved.
k. Before your camera-ready paper submission can be considered complete, you must first complete and submit the IEEE Electronic Copyright Form as described in Step 4 below. If you submit a paper more than once, the paper collection site will remember that you have already filled out the copyright form for that paper so that you don’t have to resubmit the electronic copyright.
5. Complete and digitally sign the IEEE Electronic Copyright Form for your paper and submit it along with your final paper.
IMPORTANT: Once you submit your IEEE Electronic Copyright form, you will not be able to make changes. IEEE does not have any mechanism to “redo” an electronic copyright form and you will not be able to complete more than one form per paper. As such, ensure that the title, author list (including the order), etc. (as specified in Step. 3) are correct in CMT before completing and submitting the IEEE Electronic Copyright Form.
To complete your camera-ready submission, you must complete the IEEE Electronic Copyright Form and then upload the completed form to CMT. To do this, select the “Submit IEEE Copyright Form” in the CMT “Author Console” and follow the instructions for completing, downloading, and submitting the copyright form. During this process, you will be transferred to an IEEE site to complete and submit the copyright form. Once the copyright is completed and downloaded, you will be returned to CMT to upload the IEEE Electronic Copyright form to CMT. Again, the copyright form can be completed only once per paper, so make certain that all the information on the form is complete and final (including changes to the paper title and authors) prior to submission. This must be done by the July 31st, 2023 deadline.
Papers without a completed copyright form will not appear in the conference proceedings and will not be enrolled in IEEE Xplore.