Publications Guide
chair, page, blog 		Paper formatting
page, blog 		IEEE PDF eXpress - paper format chair, page, blog Initial paper submission
page, blog 		Final paper submission
page, blog
Conference registration
page, blog 		IEEE electronic Copyright form (eCf) chair, page, blog Travel visas to Hungary
page, blog 		Conference presentations
page, blog
Non-Author actions Paper reviews chair, page, blog IEEE CrossCheck - text-similarity chair, page, blog IEEE Xplore - web-publishing chair, page, blog
IEEE Conference Application chair IEEE Letter of Acquisition chair IEEE Publication Form chair
This page is for the Publications Chair, not Authors. The Publications Chair should understand the related process for the authors. This can be reviewed by clicking on the "page" and "blog" links for the appropriate menu item at the top of this page.
Conference Guides for [IEEE-CIS, INNS] conferences : Although this guide was initially set up for IJCNN2019, and was used for IEEE WCCI 2020, hopefully some of the basic information may still help [organising committee members, authors] up to 2023-2025 (assuming a half-life of links and process information of 3-5 years?). I am no longer keeping this up to date. Bill Howell, 07Dec2020

IEEE electronic Copyright form (eCf)

Proper completion by the author of IEEE electronic Copyright forms (eCf) is monitored by the Publications Chair. Perusal of eCfs is important where special [USA, Commonwealth (Crown)] eCfs are submitted. A few (2-5?) papers will come from corporations with special arrangements with the IEEE to retain copyright, and these are forwarded to the IEEE Intellectual Property group (IEEE-IP) for special handling (see the examples below).

Table of Contents :

Here is a mix of themes and actual email exchanges related to the copyright form process specific to the Publications Chair. As the "Authors Guide : IEEE electronic Copyright form (eCf)" (guide and blog - see menu at the top of this web-page) describes the copyright submission process, it is not repeated here. This web-page includes a few recommendations regarding eCfs for the Publications Chair.



WARNING : Testing the copyright form submissions process

Testing the copyright form submissions is is CRITICAL, as there was a glitch for IJCNN2017 that meant authors initially had to email to me electronic copies of paper forms, which I would collect and forward to the IEEE myself. I spent something like 2-3 weeks full time fixing up the mess via hundreds of emails, getting authors to put in proper titles of their papers, constantly interacting with IEEE IP group to update and correct information, etc. Trust me - you don't want to have to do that!

03Mar2019 Howell note : As can be seen from the email below, a glitch occurred again for IJCNN2019, but luckily was caught just before paper acceptance notices were to be sent out.

-------- Forwarded Message --------
Subject: Re: IEEE electronic Copyright form setup and function - testing
Date: Fri, 1 Mar 2019 14:16:45 -0500
From: Tomasz Cholewo <@ieee-cis.org>
To: Bill Howell. Hussar. Alberta. Canada

I apologize for the delay in responding. The main part seems to be working but back-confirmation from IEEE to my server does not. I will send you a link to a test paper once I hear back from Dean.

Best,
tom

-------- Forwarded Message --------
Subject: Re: eCF Publication Registration
Date: Fri, 1 Mar 2019 14:15:22 -0500
From: Tomasz Cholewo <@ieee-cis.org>
To: Dean Masters <@ieee.org>
CC: Bill@billhowell.ca

I just ran a test (finally) and the update URL did not seem to work. Could you please check?

Thanks!
Tom


Registering for the use of IEEE eCf

Access to eCf is set up after conference registration, as part of the IEEE Publications registration. The confirmation emails for IJCNN2019 are shown below.

+----+
Subject: IEEE Copyright Form and IEEE CrossCheck Notification: 2019 International Joint Conference on Neural Networks (IJCNN) - #46175
Date: Fri, 28 Sep 2018 15:38:02 -0400
From: copyrights@ieee.org
To: Bill@BillHowell.ca
CC: Zoltan Somogyvari, Chrisina Jayne, ieee-mce@ieee.org, Peter Erdi

Dear Bill Howell:

Thank you for successfully submitting the IEEE Conference Publication Form for your conference.

As you begin your work on the creation of your conference publication, we would like to highlight two important aspects of this process. IEEE policy requires that all accepted papers must be checked for plagiarism. This can be accomplished through the IEEE CrossCheck Portal if copyright is owned by IEEE. As a reminder, all authors of accepted papers must transfer copyright to IEEE by utilizing the electronic IEEE Copyright Form(eCF) (see IEEE Copyright Policy). You will be contacted concerning next steps in the copyright registration process.

These two independent tools effectively and efficiently transfer copyright and provide plagiarism checking for your conference papers.

IEEE is ready to help! If there is anything you need at any point during your conference lifecycle, IEEE MCE is available to assist you. Please be sure to include your Conference Title and Conference Record Number in any communications. If you have any questions or problems related to the eCF or CrossCheck, please contact the IPR Office at the address below.

Best regards,
IEEE Intellectual Property Rights
445 Hoes Lane
Piscataway, NJ 08855
(732) 562-3966
crosscheckportal@ieee.org

+----+
Subject: IEEE eCopyright Submission Site - 2019 International Joint Conference on Neural Networks (IJCNN) - #46175
Date: Fri, 30 Nov 2018 03:56:08 -0500
From: ieee-mce@ieee.org
To: Bill@BillHowell.ca
CC: Zoltan Somogyvari, Chrisina Jayne, ieee-mce@ieee.org, Peter Erdi, Khan Iftekharhudin, Dongbin Zhao

Conference Record #46175

Dear Conference Organizer,

Your publication form was processed and the Letter of Acquisition (LOA) has been provided. As you begin preparations for your conference paper submission process please be advised that IEEE requires all authors, whom intend on publishing in the IEEE Xplore Digital Library, to provide a transfer of copyright. IEEE will not permit publication of conference papers unless copyright transfer has been completed.

IEEE is here to help you with facilitating your authors' transfer of copyright. As a first step, please complete the IEEE Electronic Copyright Registration Form. This form will enable IEEE to open an Electronic Copyright site for your conference. You will then work with the IEEE Intellectual Property Rights (IPR) office throughout this process to ensure your conference's Electronic Copyright site is created and your authors are able to successfully transfer copyright.

Once you complete this form, you will be contacted by the IEEE Intellectual Property Rights (IPR) office with further details on the creation and management of your conference's Electronic Copyright Submission Site.

If you have any questions or concerns, please contact us at ieee-mce@ieee.org, referencing 2019 International Joint Conference on Neural Networks (IJCNN) and Conference Record Number: 46175 in the subject line.

Best regards,

IEEE Meetings, Conferences & Events (MCE)
www.ieee.org/conferences-organizers
IEEE: Advancing Technology for Humanity



Copyright information on www.ijcnn.org and in the final paper submission email

It's important to notify authors of actions that are required Below is an example for copyright forms, taken from the IJCNN2019 final paper acceptance email, which also includes a variety of other information for authors. This information should also appear on the www.ijcnn.org web-page for final paper submissions.

"...
3. In order for your paper to be published in the conference proceedings, a *signed IEEE Copyright Form* must be submitted for each paper. IJCNN 2019 has registered to use the IEEE Electronic Copyright (eCF) service. The confirmation page shown after submitting your final paper contains a button linking directly to a secure IEEE eCF site which allows electronic completion of the copyright assignment process. Sign the copyright form, or have your organisation's Intellectual Property expert sign it, then scan the document and submit it electronically (DO NOT email it to me!). In case of problems with the copyright process, or for "special copyrights" (see the Authors' Guide link below), contact : Chul Sung, Publications Chair, IBM, USA <@gmail.com>.

"Authors Guide : IEEE electronic Copyright form (eCf)" - These web-pages provide general information that may help to clarify the copyright process :
IMPORTANT: No paper can be published in the proceedings without being accompanied by a Completed IEEE Copyright Transfer Form. You must complete and submit this form to have your paper included in the conference proceedings. Also, please choose IEEE general terms if you are not sure which option to choose. DO NOT choose US government or Crown copyright unless all authors are actually employed by the US government or the Crown (UK, Canada, Australia, etc).
..."



Tracking papers for approved eCfs

The IJCNN paper review system automatically lists papers that have an approved eCf, and is automatically updated by IEEE approvals of eCfs. The General Chair can easily send out emails to all authors of papers that DO NOT yet have an eCf, to remind them that this is required. However, in the case of "special copyrights", manual tracking is necessary to ensure that eCfs are not somehow lost. Luckily, there are very few special forms (5-10 per conference), so this isn't a big challenge.



Special copyrights - follow-up with IEEE IP group

Subject: Re: IJCNN2017 Copyrights - special terms and conditions
Date: Mon, 17 Apr 2017 22:31:37 -0600
From: Bill Howell. Hussar. Alberta. Canada
To: Yoonsuck Choe <@tamu.edu>, Tia Fulmer , F. Sean VandeWall <@printinghouseinc.com>

This is to confirm that Yoonsuck's list included all special copyrights of which I am aware :
194 Stephen V IEEECopyright-2016_194_signed.pdf
395_S_all_signed_copyright.pdf
598 Antonio P ieeecopyrightform_signed.pdf
655 Timothy J D Copyright Form_D.pdf
739 Steven R Y IEEE 022017.pdf
818 Michael Reed S Copyright Form_S.pdf
896_K_all_signed_copyright.pdf

Bill

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