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Author Instructions for HOLM 2013 Final Paper Submission

Congratulations on the acceptance of your paper for 2013 International Conference on Computer Communications and Networks Technology.

IEEE Conference eXpress provides these instructions to help you with the final preparation and submission of your paper.

"IEEE reserves the right to exclude a paper from distribution after the conference
(e.g., removal from IEEE Xplore) if the paper is not presented at the conference."
                                                                                                            - IEEE Technical Activities

  1. final manuscript review
  2. source document upload
  3. PDF approval
  4. final verification of IEEE Xplore® metadata
  5. copyright submission.

For information about registration and other conference activities, please access the HOLM 2013 Web site.


Important Dates


Step 1 — Finalize manuscript
(a) Format final version of paper. Review File Types, Fonts, and Graphics/ Images for critical requirements.  Review Manuscript Layout for page number restriction and minimum margin specifications. Templates in MS Word and LaTeX are available.
(b) Print out a hard copy of the paper for final content review.  In particular, check acknowledgments, equations, and author affiliations.
(c) Compress final electronic paper submission, if necessary.


 Allow a minimum of
2 weeks
before upload

Step 2 — Upload submission
(a) Create IEEE Conference eXpress account.  To create and access your account you will need the conference id:  holm13.
(b) Upload source file(s) for conversion to IEEE Xplore®-compliant PDF.


Site open now  through
  14 June 2013

Step 3 — PDF approval
(a) Print out PDF and evaluate conversion using the PDF checklist.
(b) Access IEEE Conference eXpress account to decide PDF status.


14 June 2013

Step 4 — Finalize IEEE Xplore® Metadata
After you approve your paper, verify that your Paper Title and Author Information are complete and accurate before this metadata is permanently archived in IEEE Xplore®. This is your last opportunity to correct this data.


  14 June 2013

Step 5 — Copyright submission
Access IEEE Conference eXpress account and submit copyright via eCopyright tool.

  14 June 2013

HOLM 2013 Conference Dates

 22-25 September 2013



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File Types

Only original source files from the following file types can be submitted for conversion to PDF.

Fonts & images automatically embedded

Setting required to embed images 1

Fonts & images not embedded 2

Microsoft Word Format



Rich Text


(La)TeX 3




Word Pro




1 When placing an image in Framemaker or Pagemaker, select YES when the following dialog box appears:

Select YES to include complete copy in publication


2 For formats that do not embed source files, include all support files with the final manuscript in a folder. Put this folder in a compressed archive for submission.

3 IMPORTANT: A DVI (DeVice Independent file) and all image files (as .eps files only) are required for LaTeX submissions. Make sure that your LaTeX system can output a DVI, otherwise it cannot be accepted and converted. For TeX tools, see



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The preferred font is Times New Roman. The following fonts are also acceptable.

Acceptable Fonts


Arial MT, Italic

Courier, Italic

Times New Roman PS MT, Bold


Arial MT, Bold Italic

Courier, Bold Italic

Times New Roman PS MT, Italic

Arial MT



Times New Roman PS MT, Bold Italic

Arial MT, Bold

Courier, Bold

Times New Roman PS MT


Fonts must be either PostScript or TrueType, and licensed for embedding. Use of unlicensed and custom-made or hacked fonts is strictly prohibited; your submission will be rejected if it is found to contain them.

Regular text should be 10-point type.  Minimum point size for all text (including text in graphics and tables) is 4 points.


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IMPORTANT:  All images must be either:

  • Embedded in your document (see File Types), or
  • Included with your submission in a compressed archive.

See Compress Submission for information about compressed archiving.

In general, vector graphics (e.g., .eps) are preferred over bitmap (.bmp) images.  EPS files, such as those produced by most presentation and drawing packages, are electronically efficient and will not conflict with conversions to PDF.  However, BMP files, such as those produced when a photograph is scanned or a computer screenshot is taken, are large files because bitmap graphics store images as series of numbers that represent the color of each dot in the image. Any increase in image size, resolution (dots per inch), or number of colors in an image will dramatically increase the electronic size of the image.

When using color in your images, anticipate how your color choices will translate to black and white by printing out your images on a B/W printer.  For example, although red sharply contrasts with blue, in a B/W printout these colors will often have the same gray value and will appear identical; and pastel colors may not reproduce at all.

When preparing graphics and images, please confirm the following variables:



Resolution is between 150 and 300 dpi or less*.

Resolutions greater than 300 will cause downsampling; images below 300 will not render well in print (150 dpi is the lowest minimum for print).

Labels within graphics have a type point size of 4 or higher.

Text below the minimum point size will not be readable in print.  See list of recommended fonts.

All image shading and/or fills use only solid-color or grayscale.

Some pattern fills only convert to solid white.

"Smooth Graphics" is not used.

This option often produces extremely large files that will take a long time to display and print. The "Smooth Graphics" option is usually found in the Page Setup Dialog box in Macintosh applications and some Windows applications.

Bitmaps incorporate no more than
an 8-bit (256-color) scale or gray scale.

The majority of computer applications use fewer than 16 colors for their menus, dialogs, etc.

* If your paper contains any image whose resolution exceeds 300 dpi, all images will be downsampled during the conversion process. This automated process will not always produce standardized best images. Therefore, you should perform the downsampling (to 300 dpi) yourself on an image-by-image basis. Images below 300 dpi risk poor-quality printed output; and the image may well be illegible below 150 dpi. All images should be checked by printing them to a standard 600 dpi laser printer before placing them in your document.


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Manuscript Layout

Page limit — The maximum number of pages for a paper is no limit.  

If you require more pages, you will need to complete an overlength form and submit it with the appropriate fee payment. For more information, please go to the HOLM 2013 Web site.

Overall appearance — Conference manuscripts should adhere to the appearance of the standard IEEE two-column format that is used in the IEEE Transactions with the following exceptions:

No headers • No footers • No page numbers

Minimum margin specifications — Papers cannot be accepted with margins smaller than those outlined in the following table:


US Letter Size

A4 Size

Top margin

0.75 inch

19 mm

Bottom margin

1 inch

43 mm

Side margins

0.625 inch

13 mm

For complete formatting specifications, download the Format Definition Table and Glossary (PDF, 263 KB).

MS Word and LaTeX templates are available that incorporate the correct formatting specifications.



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Compress Submission

There are two reasons to use a compressed archive for your submission:

  • Only one file may be uploaded per new submission or revision.  For file types that require all support files (e.g., LaTeX and QuarkXpress), a folder of files is recognized as multiple files; a compressed archive is recognized as a single file.
  • You may have bandwidth limitations or high traffic on your access path

Use one of the following formats to compress and archive your submission:

Acceptable Formats

Compress (.z)

HGX (.hgx)

StuffIt (.sit)

GNU Zip (.gz) LHA (.lhz) Tar (.tar)
GNU Zip Tar (.tgz) Pkzip or WinZip (.zip)  


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Upload Submission

You will be submitting your original source file(s) (see File Types for list of acceptable formats) to an account you create on our secure Web site for conversion to PDF.

Check the SPAM settings in your e-mail program:

To ensure that e-mails from IEEE Conference eXpress are not inadvertently filtered as SPAM messages, access the Internet options (or equivalent) of your e-mail program, and add "" to the e-mail program's list of safe addresses / always allow /safe senders / or equivalent.

If e-mail is filtered on a server level, the authors should contact their e-mail administrator to have "" added to the server's Allow list.

If this is not possible, then the author should use (or create as appropriate) an e-mail account with Yahoo, Hotmail, or Gmail to create the IEEE Conference eXpress account and to use throughout the submission/review period.

Create your author account:
Select: IEEE Conference eXpress to access the secure portion of our Web server.

File Submission Log In Screen

Screen 1 (File Submission Log In) —
click on the link "Create an Account" button.

Screen 2 — Verify that holm13 is in the Conference ID field, then

• enter the e-mail address that is easiest for you to access daily;

• create a password;

• click Submit.

Screen 3 — Complete the Account Information form (please provide a phone number where you can be reached on most days).

Confirmation Screen    You will receive a confirmation screen after successfully completing all required fields.




Upload your submission:
(a) If you have just created an account, click Continue
(b) If you are returning to your account, login with your e-mail address and password.

Click on the “Submit New Title” button.  Fill in the data fields about your submission and use the Browse button to locate your electronic source file(s) on your computer (review Compress Submission to upload source and support files).

After successfully uploading your submission, you will see a confirmation of your upload on the next screen, and you will also receive an e-mail confirming file receipt.

After your file has been converted, you will receive an e-mail with the PDF attached. You are required to review the proof both on screen and in a printout (see PDF Checklist) and to determine the PDF status.


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PDF Approval

Note:  As a mandatory step in the submission process, all PDF proofs must be approved by 14 June 2013

PDF Checklist — When you have your PDF proof, print out a hard copy and evaluate each page of the conversion using the following checklist.  Review the proof carefully; once your PDF is approved, it becomes the final version for publication and cannot be changed.




Is any text missing?



Does any text extend into the minimum margin space specified for your page size? (refer to Minimum margin specifications)



Do any images/figures OR text OR equations extend outside the column?



Do any images/figures not appear in their correct locations?



Do any color images/figures appear in black and white?



Do any equations contain incorrect characters?



Are there page numbers, headers, or footers in any margins?



Are there any blank pages?




(a) If you indicate “Yes” even once: Do not approve your PDF.  Refer to your source document to ascertain if the error exists there or if it was introduced during the conversion process.  Then access your secure author account to view your File Submission Status Table and to determine the PDF status.

(b) If you answered “No” to each query in the checklist, access your secure author account to view your File Submission Status Table and select approve paper.

PDF Status Options

PDF Status Options    For each paper you submit, information will be provided below a blue box of column headings (the first heading is Conversion ID).  The last row, Options:, is where you set the status of the PDF.









Status Overview

If your PDF proof . . .

then select . . .

is accurate and acceptable to you, with No Changes Needed

<Approve Paper>

reflects errors from your source file, then correct your source file and upload your revised and final submission


has errors in the proof and those errors are not in the source file

                     <Request Manual Conversion>
Describe exactly what and where the errors are in the field provided


Other Options



Withdraws your submission from the conference program.  Please also send an e-mail to both the conference Pub Chair and to Christina Zarrello at that confirms your withdrawal.


Removes an approved PDF to enable the upload of a revised source document. Note: copyright resubmission is required.


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Finalize IEEE Xplore® Metadata

Finalize Metadata CRITICAL
The Paper Title and Author Information you have entered appears in the blue box.It will be used to complete your electronic Copyright form and to archive your paper in IEEE Xplore® permanently.  Once you select the button Information is correct, the paper title and author information cannot be revised or deleted.  This is your last opportunity to review and correct.

Please have the source document of your paper open to complete the metadata entries. 

1—Check the title in your source document for accuracy, then copy and paste it into the box.

2—Check the names and affiliations of each author in your source document for accuracy, then copy and paste each name, affiliation, and country in the appropriate fields. Remember: you are responsible not only for the accuracy of your own author information, but also for that of your co-author/s.



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Copyright Submission

Note:  As a mandatory step in the submission process, all copyrights must be submitted by 14 June 2013

Submit Copyright Screen    Once you have uploaded your source documents, <Submit Copyright> appears in your File Status Table.

Select <Submit Copyright> and a screen appears where you are required to verify the paper title and author list.  Please review the information carefully — you will not be able to go back and change this information after your copyright has been submitted.

If anything is incorrect, change it by clicking “Correct Paper Information”. Then, click Continue.

Follow the instructions in the SmartForm to complete the process.  You will receive a PDF of your completed form via e-mail for your records.

IMPORTANT:  A completed copyright form is required for all conference manuscripts published by IEEE in order to

  • transfer copyright, OR
  • certify all authors are employed by the US government, OR
  • certify all authors are employed by a Crown government (UK, Canada, Australia).

It is highly recommended that you complete this process as soon as you upload your file(s). Failure to submit your copyright will result in your paper not being published
For additional information regarding copyright and copyright transfer, visit the IEEE Intellectual Property Rights Web page.


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Frequently Asked Questions

Q:   How will I know if my electronic manuscript was received?

A:   You will receive an e-mail confirmation at the e-mail address you entered when you created your secure author account.


Q:   How can I upload my file when my system keeps timing out?

A:   Your file is too big, or your Internet connection is too slow, or a combination of both. If your file is large, you compress it before uploading it (see Compress Submission).


Q:   How do I fix problems such as missing graphics, missing characters, heading not in right place. that I see in the PDF proof?

A:   Be sure not to approve this PDF.  First, verify that these errors do not exist in your source document.  If they do, correct your source document.  Then go to your author account, delete the first PID, then select <Upload/Revise Paper> and upload your revised source document.
If the errors do not exist in your source document, go to your author account and select <Request Manual Conversion>.  Describe what and where the errors are in the window that will be provided and a revised PDF will be created for your review.


Q:   Who do I contact if I have difficulty creating my account or uploading my file?

A:   Send an e-mail to Christina Zarrello at to request assistance. Provide your conference ID and include a description of the problem you are having. If you have created an account, please provide the e-mail address you used to create the account.


Q:   How do I fix a mistake I found in a PDF I already approved?

A:   Go to your account and verify that the Submit New Title button is still available.  If it is not available, contact Christina Zarrello for assistance.  If it is available, delete the approved PDF.  After you receive confirmation that your file was deleted, upload your revised source document.  You must also resubmit your Copyright


Q:   Why am I not receiving e-mails from the IEEE Conference eXpress File Submission site?

A:   The most common reason is that the author’s e-mail server is rejecting the e-mail as SPAM. Either notify your IT Administrator and request the e-mails be allowed, or use an alternate e-mail address that will allow the e-mails. To change your e-mail address:

  • access your IEEE Conference eXpress account
  • click on the “Edit Account Information” link located on the left of the screen.
  • update the e-mail address. This update will also change your account log-in e-mail address.


Q:   How do I add author names?

A:   Author names can Only be added before you finalize metadata.  First, notify Christina Zarrello of your intended revisions.  Then access your IEEE Conference eXpress account and select the <PIDnumber> link located to the left of your paper title. The information last entered about this paper is displayed.  Update any information necessary, and be sure to select the Update Paper Information button before exiting.


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Best Practices





Format your final manuscript at least two weeks before submission deadline.

Do not forget to thoroughly review all text, equations, and images for errors.  Best to ask someone else to look it over, also.

Formatting takes time and concentration, even when using  templates.

Create your secure author account immediately.

Do not expect to create your account, upload your submission, review your PDF, approve the PDF, and submit your copyright all in one sitting.

Although the entire process should take only an hour, it is to everyone’s benefit to reduce unnecessary traffic at peak time.  Secondly, waiting until the deadline adds stress that increases the likelihood for making mistakes.

Upload only your final manuscript (with support files, as needed).

Do not use the conversion process as a proofing tool.

Everyone will have a smoother experience if time and resources are respected.

Review the PDF proof of your manuscript carefully.

Do not skip a page just because the first page is satisfactory.

Sometimes special characters and graphics are not converted correctly and thus are not depicted accurately on PDF proofs.

Approve your PDF by the submission deadline.

Do not approve your paper if there are any errors in the PDF.

Errors cannot be fixed in an approved PDF and will be published as is.

Complete the eCopyright submission immediately after uploading your paper submission.

Do not postpone submitting your copyright form.

No paper can be published in any conference proceedings without a completed copyright form.  No exceptions.



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Contact Information

For help with submitting your conference article, contact Christina Zarrello at

For information about other conference concerns, visit the HOLM 2013 Web site.


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