What: Manage all issues related to paper submission, review and selection, and the establishment of the final technical program for a conference
Who: Conference Technical Program Chair, Technical Program Committee
When: Begins 15 to 18 months before the conference
6.3 - IEEE Copyright
10.1.13 - Confidentiality
Each sponsor appoints members from its organization to represent them on the Technical Program Committee. The sponsor representatives encourage their members to submit papers and attend the conference. If there is a non-IEEE co-sponsor, IEEE has the sole ability to decide which papers accepted for presentation at the conference are eligible to be included in the IEEE Conference Publications Program (CPP).
The Technical Program Chair is responsible for delivering a well-balanced and high-quality technical program at the conference. The Technical Program Committee oversees the submission and review of papers and organizes the presentations delivered at the conference.
Committee members are experts in their fields and may represent different areas within the domain of the conference. The size and scope of your conference will dictate the number of members needed for the Technical Program Committee and the functions they perform.
All conferences planning a technical program should:
See some useful presentations on managing a technical program:
The scope of the conference should include one or more of the following subject areas:
Set guidelines for managing the quality of the technical program.
Set a schedule that allows enough time for writing, reviewing, selecting, formatting, and publishing the conference papers. Publish all important dates on the Web site and in the Call for Papers so authors can meet deadlines. Schedule dates for:
The Call for Papers is a public solicitation of papers for the conference. Unless you are limiting the conference to invited speakers, you must publish a Call for Papers.
Each conference is responsible for communicating IEEE policies in the Call for Papers, Web site, and other materials.
The Technical Program Committee manages the paper-review process. Select independent reviewers who are knowledgeable in the subject area of the conference. The number of reviewers depends upon the estimated number of expected submissions and accepted papers.
IEEE requires all publications to be submitted to a plagiarism-detection process prior to being uploaded to Xplore to ensure originality of the content. Organizers are encouraged to sign up for CrossCheck, a plagiarism-detection tool that is offered at no cost to all IEEE publications. The Technical Program Chair will determine when the plagiarism checking will occur, whether at submission or upon acceptance.
If IEEE is unable to confirm that a conference's proceedings has been screened using CrossCheck, then staff will run the proceedings through CrossCheck prior to posting in Xplore. The organizer will be notified of any problematic papers detected and held from posting in Xplore and will be responsible for notifying authors of the decision to remove the paper.
The Technical Program Chair coordinates with the Conference Publication Chair to provide authors with instructions for submitting papers for publication in IEEE Xplore. The Conference Publication Chair submits the IEEE Publication Form and manages the production of conference publications.
The Technical Program Chair provides authors with information needed to transfer the copyright for their papers to IEEE. All papers copyrighted to IEEE should be registered through the Electronic Copyright Form (eCF). The Technical Program Chair:
Authors must transfer copyright of their individual papers to IEEE if IEEE is the copyright holder of the proceedings. The transfer is made prior to publication so that IEEE has clearance to publish the paper. The authors, not IEEE, are responsible for determining whether disclosure of their material requires the prior consent of other parties and, if so, obtaining the consent.
If another organization holds the copyright, IEEE can request permission from the copyright holder to publish the content in the IEEE Xplore Digital Library. The request is sent to the Publications Chair, who then forwards it to the proceedings copyright holder. Authors should follow the copyright transfer rules and regulations for the organization that holds the copyright of the proceedings.
You can provide more value and attract more participants if you offer education credits for conference workshops and tutorials. Conference participants can apply IEEE Continuing Education Units (CEUs) to their professional-development hours for licensing and certification.
IEEE must review and approve your workshop or tutorial before you can offer IEEE CEUs.
Complete the IEEE Certificate Program Event Application and submit to IEEE. The application should be submitted at least three months before your conference.
IEEE is ready to help. If you have questions about the conference technical program or have other questions about organizing a conference, please contact the IEEE Meetings, Conferences and Events Customer Relationship Management (CRM) team.
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