Author Area: Final Paper Submission Instructions

Important Dates

Submissions of Contributions
for Review (no extensions):
September 15, 2009
(23:59:59 US Pacific Standard Time)
Notification of Acceptance January 7, 2010
December 31, 2009
All Final Contributions Due: February 10, 2010
(23:59:59 US Pacific Standard Time)

Direct Links

Overview and Submission Instructions

Prospective authors must submit their papers electronically in PDF format through PaperPlaza no later than 23:59:59 (US Pacific Time) on February 10, 2010. Manuscripts must be in English. Six pages in the standard ICRA format (see instructions below) are allowed for each paper, including figures. A maximum of two additional pages are permitted at an extra charge of US$200/page payable at the time of submitting the final, camera ready version of the paper. Late submissions WILL NOT be included in the final conference proceedings.

For your final paper to be part of the conference proceedings, at least one of the authors listed on the paper must register for ICRA 2010 when the final manuscript is uploaded to PaperPlaza. A single conference registration can be used to upload at most 2 papers. When you upload your final paper, the PaperPlaza system will ask you for a 'paper upload fee' which covers your registration and extra page charges (if applicable).

All final paper contributions will consist of:

  1. a PDF file (max 2 MB),
  2. a single PowerPoint slide for the ICRA 2010 Digest, and
  3. if applicable, a video (max 5 MB) accompanying your paper
  4. .

When preparing your final paper and accompanying video (if applicable to your paper), please take into account reviewer comments. If there are no changes to the video, there is no need to upload the video file again. The original version will be used as the final one and can be specified during the final submission procedure in PaperPlaza.

Before submission, you should check your PDF file for IEEE Xplore compliance. General information on how to create IEEE Xplore compatible PDFs is available here.

Final paper submission is via the PaperPlaza system. We strongly recommend that you follow these step-by-step instructions when preparing your paper, digest slide (required), and final video (if applicable to your paper).

Preparing and submitting your paper/video:

Step 1: Write your paper using the available LaTeX or MS Word templates. Please make sure you have the latest templates and do not change the formatting in any way. If you choose not to use these templates, please make sure that your paper strictly adheres to these formatting instructions. We strongly encourage you to use the available templates. Your paper should be entirely self-contained. If it is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper.

Step 2: Double check that the names of all authors and their order is identical in the PaperPlaza submission system, the paper, the digest page, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, i.e., do use "Firstname Lastname" in all instances and do not use "FIRSTNAME LASTNAME"anywhere.

Step 3: Create a PDF version of your paper adhering to these instructions. These tips may be helpful. Alternatively you may proceed directly to the next step and have IEEE PDF eXpress create your PDF file for you.

Step 4: Create an account and login to IEEE PDF eXpress (conference ID: icra10x) and create the PDF file for your paper if you didn't create a PDF file yourself in Step 2. If you have already created a PDF file for your paper, login to IEEE PDF eXpress (conference ID: icra10x) and use it to check if your PDF file is IEEE PDF compliant.

Step 5: As in previous ICRA conferences, there will be a Digest distributed to all registered participants of ICRA 2010. The Digest includes general information and the whole technical program. There will be one PowerPoint slide illustrating each paper (organized by sessions). (Please keep in mind this is the Digest slide and NOT your conference preseation slides.)  To prepare the Digest slide corresponding to your paper, you must only use the PowerPoint template available here. Please follow the instructions given on the slide. The Digest will be printed in black & white, though you may use color pictures within your slide. Please have your PowerPoint file ready for upload when accessing the final submission procedure in PaperPlaza.

Step 6: (Applicable only to those papers with an accompanying video or those submitting video contributions)
Authors of papers originally accompanied by a short video (1-2 minutes) that has been jointly accepted with the paper should include the video (max 5 MB) in the final submission material. Although the final paper has to be self-contained (i.e., fully readable, understandable and independent from the video), an explicit reference to the accompanying video should be present in the text of the paper.

Once again, videos should not use special codecs (coders/decoders) in order to provide as much portability across platforms as possible. We strongly recommend the most common media formats (mpeg 1 or mpeg 4). Only freely available players (e.g., QuickTime, RealPlayer, Microsoft Windows Media Player, MPlayer) should be required for viewing the video. Providing video portability is a responsibility of the authors and also be in their interest.

The accompanying video(s) will appear in IEEE Xplore, as enhanced object(s) next to the PDF version of the paper. To facilitate this, authors are required to submit the following two additional files.

Summary.txt file (max 1 KB) This describes in 5 sentences or less the contents or value of the extended object (the video). This file helps IEEE Xplore users to make downloading decisions.

ReadMe.txt file (max 10 KB). This file must include the following sections:

  1. Description: An overall description of the objects and what the audience can expect to gain by downloading them;
  2. Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player;
  3. Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both the above files should be in .txt format. They are needed by IEEE in order to include the video in IEEE Xplore.

Step 7: Copyright Transfer (IEEE eCP) To process the copyright transfer for each contribution, follow the "Copyright Transfer" link. You will be taken to the IEEE eCP site in a new window. Follow the steps as described on IEEE eCP pages. You will not be able to upload your contribution if eCP is incomplete. Please REPEAT this process for each paper for which you are the corresponding author. Please make sure that the paper title and author list are accurate before your perform the copyright transfer.

Step 8: Submitting your final contribution via PaperPlaza.

Proceed with this step once you have the following files in your posession:

  1. (Required for all papers) The IEEE PDF compliant version of your paper. (see steps 1-4 above)
  2. (Required for all papers) The Digest slide in PowerPoint format adhering to the template. (see step 5 above)
  3. (For papers accompanied by videos) The final video and two accompanying files Summary.txt and ReadMe.txt. (see step 6 above)

Submit the IEEE Compliant PDF file of your paper via the PaperPlaza web page. Note that the PDF file must not exceed 2MB. If your paper exceeds 6 pages, PaperPlaza will allow you to upload two additional pages at an extra page charge. Along with your paper please submit the Digest slide you have prepared. If applicable, submit the short video clip not exceeding 5MB and the files Summary.txt and ReadMe.txt. Again, note that these accompanying video clips are distinct from the separate track for video submissions.

If you have questions regarding the final contribution preparation and submission process please contact the Publications Co-Chairs:

Hairong Qi

Ani Hsieh