INSTRUCTIONS FOR VALIDATION AND FINAL SUBMISSION OF AVSS 2016 CAMERA-READY PAPERS
You must add the appropriate copyright information on the bottom of the first page of your paper. We added it to the default templates but if you work for a government the phrasing is different. The exact wording depends on your employer;
For papers in which all authors are employed by the US government, the copyright notice is:
U.S. Government work not protected by U.S. copyright
For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is:
978-1-5090-3811-4/16/$31.00 ©2016 Crown
For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-5090-3811-4/16/$31.00 ©2016 European Union
For all other papers the copyright notice is:
978-1-5090-3811-4/16/$31.00 ©2016 IEEE
The deadline for final submission (completion of all steps below) is July 26, 2016 at 11:59pm Pacific Daylight Time. This deadline will not be extended. Papers that arrive after the deadline may not appear on the conference download, and may not be placed in IEEE Xplore.
Note: Conference attendees will receive a link to download the conference proceedings containing all the papers (and supplementary material) for the main conference as well as the associated workshop. All AVSS papers that are submitted on time, which are compliant with IEEE Xplore, and for which the IEEE copyright has been completed, will be placed in IEEE Xplore shortly after the meeting. Only those papers that are placed in IEEE Xplore can be considered archival.
There are four steps to completing your final AVSS 2016 paper submission:
1) Validate your camera-ready paper (without page numbers) using IEEE PDF eXpress.
2) Register at least one author for AVSS 2016.
3) Submit the validated PDF and paper information to the paper collection site (https://cmt3.research.microsoft.com/AVSS2016/).
4) Complete and submit the IEEE Electronic Copyright form.
These steps are detailed below.
1. 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 10 MB (10,485,760 bytes) 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 PDF size restriction is to ensure that all the conference and workshop papers and the optional supplemental material fits onto the web proceedings.
IEEE requires that all papers to be 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 AVSS 2016 web site at http://avss2016.org/paper-submission. Papers that do not meet these guidelines will not be placed in Xplore. This is 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.
There are two ways to use IEEE PDF eXpress. If you generate your own 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://www.pdf-express.org/
The PDFxpress conference ID is: 37984X
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 login 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 e-mail 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 failure in validating a PDF file 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 firstname.lastname@example.org
2. Register at least one author for the conference at
or by following the Registration link from the main AVSS 2016 web page. At least one author for each paper must register to attend the meeting. If there is not one author registered for the meeting, 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 IEEE Xplore.
3. Final paper submission for production
Deadline: July 26, 2016. The deadline for all AVSS 2016 papers is July 26, 2016 at 11:59pm Pacific Daylight Time. This deadline will not be extended. Papers that arrive after the deadline may not appear on the conference Web Proceedings, and may not be placed in IEEE Xplore.
a. Login to the CMT paper collection site:
b. In the CMT “Author Console”, your accepted paper(s) will appear with an “Edit” link in the “Camera-Ready | Presentations” column. Click on the “Edit” 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 camera-ready submission “Welcome” screen, press the “Next” link in the bottom-right corner (or press the “Title & Abstract” link on the left) to go the the “Title & Abstract” page. Update/correct (if necessary) the paper title and abstract to match your camera-ready submission.
NOTE: Please ensure that the abstract is updated with your most recent version and that it is submitted as plain text without any LaTex (or other form of) markup. This will facilitate inclusion of your paper (and abstract) into the CVF Open Access archive. The abstract is posted on CVF as plain text without modification as it’s received from CMT–if it looks messy because it’s submitted as plain text with LaTex markup, it will look messy on CVF.
After completing each section of the camera-ready submission, advance to the next section by pressing the “Next” link in the bottom-left of the page or by clicking directly on the appropriate page link on the left.
d. In the “Authors” page, check that all the authors included in the camera-ready paper also appear in their proper order on CMT. Please check that all author names are spelled correctly and are in the correct order.
e. The name of your camera-ready submission must be in the form XXXX.pdf where XXXX is the four-digit paper ID (zero-padded if necessary). For example, if your paper ID is 24, the filename must be 0024.pdf. Rename your camera-ready PDF file that was validated by PDF eXpress and upload it (and optionally a supplemental file) in the “File Upload” page.
f. Check that the upload of your file (or files) was successful either by matching the file length to that on your computer, or by using the download options that will appear after you have uploaded. Please ensure that you upload the correct camera-ready PDF–validated by PDF eXpress and renamed to XXXX.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.
g. 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.
4. Complete and digitally sign the IEEE Electronic Copyright Form for your paper and submit it along with your final paper.
IMPORTANT NOTE: Please be aware that once you submit your IEEE Electronic Copyright form, you will not be able to go back and 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, please be sure that the title, author list, etc. (as specified in Step. 3) are correct and final on the IEEE Electronic Copyright Form prior to completing and submitting the 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, you will select the “Submit IEEE Copyright Form” in the CMT “Author Console”. You must 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 please make sure that all the information on the form is complete and final (including changes to paper title and authors) prior to submission. This must be done by the April 10, 2016 deadline.
Papers without completed copyright forms will not appear on the conference proceedings disk and will not be enrolled in IEEE Xplore.
Final reminder: Papers will appear in the AVSS 2016 WEB proceedings and placed in IEEE Xplore only if all of these conditions are met:
a. The final PDF submission is 10 MB or less in size, 6 pages (not including cited references) or less in length, has been validated by PDF eXpress, and has been uploaded to the paper collection web site (after validation) by July 26, 2016 at 11:59pm Pacific Daylight Time. If you opt for the optional pages ($100 per page paid during registration) your paper may be up to 8 pages + references.
b. Any supplemental material file (if applicable) has been uploaded to the submission site by July 26, 2016.
c. At least one author registers for and attends AVSS 2016.
d. The IEEE Electronic Copyright form is completed online and submitted to the paper collection site.