What: Manage the production of all conference publications, including the final program and technical papers. Coordinate submitting papers to IEEE Xplore® Digital Library
Who: Conference Publications Chair
When: Begin 12 to 15 months before the conference
6.3 - IEEE Copyright
6.4 - Multiple Publication of Original Technical Material in IEEE Periodicals
10.1.7 - Use of the IEEE Logo
10.1.13 - Confidentiality
10.1.20 - Publications
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The Publication Chair coordinates with the Technical Program committee to prepare conference publications. They work closely to provide authors with instructions for publishing conference papers and submitting final papers to IEEE Xplore.
Conferences can create the following publications:
A useful presentation on conference publications is "Conference Publications: Managing Proceedings Publications" (PDF, 355 KB), presented by Kathy Burke, Supervisor, Conference Publication Operations; Kevin Dresely, Director, Conference Intellectual Property; and Nancy Blair DeLeon, Publishing Relations Manager, Sales and Marketing, at the 2011 POCO.
The IEEE Conference Publication Program (CPP) handles the exclusive post-conference distribution of all conference publications for IEEE sponsored and co-sponsored conferences. If your conference is sponsored or co-sponsored by IEEE and you plan to publish your conference papers in IEEE Xplore:
You may want to hire a publications service company. They can help you prepare conference papers that meet IEEE guidelines for posting to IEEE Xplore.
Work with the technical program committee to develop the Conference Program after the sessions are set for the conference. The conference program provides information about the conference, the conference schedule, and descriptions of the conference sessions and other activities.
The proceedings include the technical papers presented at the conference. It should also include cover art, table of contents, copyright page, author index, messages from the conference chairs, lists of sponsors, and other information.
If you plan to submit papers to IEEE Xplore, you must work with authors to deliver IEEE Xplore-compliant papers to the CPP.
Confirm that each author signed and submitted the copyright form for each paper to be published in an IEEE copyrighted conference.
Authors must transfer the 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, to obtain it.
It is recommended that you have your authors use the electronic IEEE Copyright form (eCf). In preparation for this, the Technical Program Chair must first register with IEEE to provide access to the form for your authors. The form is also available in PDF, DOC, and HTML formats.
If another organization holds the copyright, IEEE will request permission from the copyright holder to publish the content in IEEE Xplore Digital Library. The copyright holder is a required field on the IEEE publication form.
Each conference is responsible for communicating IEEE policies in the call for papers, Web site, and other conference communications.
The Conference Publication Chair does not have to prepare index entries, as the CPP provides these for individual papers if the conference publication is approved and the papers are submitted to IEEE Xplore.
IEEE partners with independent indexing services. These services evaluate each conference to decide which content will be indexed in their database. The conference should not specifically claim or guarantee indexing in any database. IEEE cannot guarantee that entries from your conference will be included in any particular database.
IEEE is ready to help. If you have questions about publishing conference papers or other questions about organizing a conference, please contact the IEEE Meetings Conferences and Events Customer Relationship Management (CRM) team.
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