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Author's Kit

Instructions to Submit Extended Abstracts or Draft Papers for Review

Authors should submit electronically an extended abstract (at least 3 pages) or a draft manuscript in English by 15 DECEMBER 2004. Submission must be prepared and performed according to the submission instructions. Acceptance/rejection will be emailed by 15 January 2005. The final manuscript is due by 10 MARCH 2005. Submission implies willingness to register at the workshop and present the paper.


Instructions to Submit the Final Manuscript of Accepted Papers

To prepare and submit the final version of a paper for inclusion in the workshop proceedings, authors must perform ALL the subsequent activities:

1) prepare the final manuscript

2) prepare the electronic version of the final manuscript
3) prepare the copyright transfer form
4) prepare the author's registration form and payment
5) prepare the presenter's biography form
6) prepare the material for submission
7) send the electronic version of the final manuscript, the author's registration form, and the presenter's biography form
8) send the copyright transfer form

Check the PAPER STATUS section to verify that the workshop secretariat has received your final manuscript and the related items that are required for publication.

    1) Prepare the the final version of the manuscript according to the guidelines given below. Please, follow them carefully to ensure inclusion of your paper in the proceedings. For your convenience, the guidelines are made available in the following formats:

    - HTML: the guidelines in HTML format can be read and printed directly from your network browser.

    - RTF: the skeleton for your paper in RTF format with macros for Microsoft Word can be downloaded and used to type your manuscript in the desired format.

    - LATEX: the LaTex macro style file can be downloaded and referenced in your LaTex file to obtain the desired format.


    REMEMBER: the final version of a paper in the format given above CANNOT EXCEED 8 PAGES. NO EXCEPTION IS ALLOWED.



    2) An electronic version of the final manuscript must be generated for the workshop proceedings.
    From the final manuscript formatted as instructed above, authors must generate the electronic version in PostScript format.

    Only standard portable PostScript files will be accepted. NO encoding, NO condensing, and NO encapsulation are allowed.
    "Portable" or "compatible" PostScript is PostScript that can be printed on a wide range of PostScript-compatible printers and will consistently produce identical or very nearly identical documents. The converse is PostScript that is tuned to print better or faster on your specific printer.

    Additional guidelines about PostScript generation are available here.

    Name your PostScript file with the symposium name IMS, the paper identifier number, and the last name of the contact author. For example, if the contact author is Dr. Smith and the paper identifier is 1035, the PostScript file should be IMS-1035-smith.ps

    You should check the correctness of your PostScript file before submitting it electronically. To such a purpose you can use any PostScript viewer (e.g., GhostView).

    If you have any problem, please contact the workshop secretariat.



    3) Fill in and sign the IEEE Copyright Transfer form.
    For your convenience, it is made available in various formats at IEEE Copyright Form Page.

    Print your paper number (e.g., IMS-4035) in the upper right corner of the form.

    Fill in the paper title and the names of all authors. In the "IEEE Publication Title" type " IMS 2005 Proceedings and CD".

    Sign your name in the space for "Author/Authorized Agent for Joint Authors" or in the space for "Authorized Signature". Type your name below your signature.

    Type the date in the "Date" field.

    If applicable, the "U.S. Government Employee Certification" and the "Crown Copyright Certification" should be also filled and signed.

    The IEEE is enforcing strict copyright rules. Electronic forms and signatures will not be accepted.

    NO PAPER WILL BE PUBLISHED WITHOUT THE SIGNED COPYRIGHT FORM.



    4) Fill in and sign the author's registration form and pay the registration fee.
    Papers will be included in the proceedings only if at least one author has registered and paid the registration fee by 10 MARCH 2005.

    Every registration can cover up to one paper. If an author is the only author of several papers one registration is due to cover the first paper and a mandatory processing charge of 50 US$ is due for each paper in excess of one. Members to whom the society bylaws grant special discounts (e.g., the life-time members of the IEEE) cannot use the discounted rates to cover the publication of an accepted paper: they have to pay the member fee.

    The author's registration form is available HERE. Fill in ALL information (INCLUDING all payment information) and pay the due registration fee.

    Credit card is the preferred method of payment. For payment by bank transfer, you must add the US$ 25 processing fee charged by all banks.

    NO PAPER WILL BE PUBLISHED WITHOUT THE AUTHOR'S REGISTRATION FORM AND PAYMENT.


    5) Prepare the presenter's biography form.
    Information in this form will be used by the session chairperson to introduce the presenter.

    • TEXT: the presenter's biography form in ASCII text format can be downloaded and filled in on your computer.

    Fill in ALL information, including a brief description of your career, accomplishments, and highlights.

    Name your biography file with the workshop name IMS, the paper identifier number, and the last name of the contact author. For example, if the contact author is Dr. Smith and the paper identifier is 1035, the biography file should be IMS-1035-smith, with the extension corresponding to the type of file (htm, html, doc, rtf, txt).



    6) Prepare the material for submission.
    The electronic version of the final manuscript, the author's registration form and payment, and the presenter's biography form must be collected and prepared for comprehensive submission.

    Create a compressed archive with Winzip and name it with the workshop name IMS, the paper identifier number, and the last name of the contact author. For example, if the contact author is Dr. Smith and the paper identifier is 1035, the Winzip file should be IMS-1035-smith.zip.
    Compress, pkzip, gzip can be used on Unix machines instead of Winzip.

    Archive in this file the following items:
    - the electronic version of the final manuscript,
    - the presenter's biography form.


    7) Send the electronic version of the final manuscript, the author's registration form and payment, and the presenter's biography form by     10 MARCH 2005 (HARD DEADLINE!), to the workshop secretariat.
    Send the compressed file containing the above material by email to the workshop secretariat at ims@dti.unimi.it

    To verify that your submission has been received correctly and completely by the workshop secretariat, check the PAPER STATUS section at the bottom of this page: the status of your material will be displayed there as soon as it has been processed. Please, allow three (3) working days before checking the status of your submission. If your paper does not appear, DO NOT resubmit it. Contact the workshop secretariat and wait for instructions.

    Remember that your paper cannot be included in the proceedings without the signed IEEE copyright transfer form and the author's registration form and payment.



    8) Send the signed Copyright Transfer form by     10 MARCH 2005 (HARD DEADLINE!) to the workshop secretariat by fax:

    Lee Myers
    IMS Workshop Secretariat
    799 N. Beverly Glen, Los Angeles, CA 90077, USA
    phone: +1 (310) 446-8280
    fax: +1 (310) 446-8390

    Remember that your paper cannot be included in the symposium proceedings without the signed IEEE Copyright Transfer form. Electronic signatures will not be accepted.

     Due to new IEEE regulations, the author who signed the copyright transfer form or the presenter will be required to resign this form at the workshop because the original handwritten signature must be filed with the IEEE Headquarters

VISA

 Citizens of some Countries need to ask for the VISA to enter in the USA. VISA can be obtained at the USA Embassy or Consulate in the Country of residence.

Attendes can find here the USA Embassy or Consulate nearest to their residence.

To obtain a VISA to enter in USA, an invitation letter from the Workshop Coordinator, Mr. Robert Myers, is needed. Ask for this letter by email at Workshop Secretariat.

VISA Offices may need several weeks to process your request. Please, apply for the VISA as earlier as possible so as to allow sufficient time for VISA processing and for getting possible assistance from the Workshop Coordinator directly with the VISA Office in the case of difficulties.

In some cases the USA Embassy or Consulate needs also that the Secretariat faxes the invitation letter directly to the VISA Office. Please contact the VISA Office at the USA Embassy or Consulate near your residence to verify which is the current procedure in your Country. Do not hesitate to contact the Workshop Coordinator and Secretariat for assistance with the VISA Office in caso of any problem.

Do not ask for the invitation letter to other organizers since only a letter signed by the Workshop Coordinator will be considered valid by the USA Embassies and Consulates. Do not waste your time in contacting other people!

 


IMPORTANT COPYRIGHT NOTICE FOR WEB AND INTERNET POSTING

If authors like to post their papers electronically on any web site, 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.

For your convenience, this notice is made available in the following formats:

HTML: IEEE copyright notice, in the HTML format to be read and printed directly from your network browser.

TEXT: IEEE copyright notice, in the plain ASCII text format, to be downloaded to your computer.

If you post an electronic version of your paper, you must also provide the IEEE with the electronic address (URL, FTP address, etc.) of the posting. You can mail or fax this information to the IEEE Copyrights & Permissions Department / IEEE Service Center / 445 Hoes Lane / P.O. Box 1331 / Piscataway, NJ 08855-1331, USA. Telephone: + Intl. 732-562-3966. Fax: + Intl. 732-981-8062.



PAPER STATUS

 For your convenience, the status of the publication material for each accepted paper (final manuscript, copyright, covering registration, registration payment and presenter's biography) received and processed by the IMS workshop secretariat is shown here.

The above list will be updated periodically. Check the date of the last update before contacting the IMS workshop secretariat and wait for a few working days after your request to allow for its processing.



INFORMATION? QUESTIONS? PROBLEMS?

 Please, do not hesitate to contact the workshop secretariat by email: ims@dti.unimi.it