As provided by IEEE Policy, all technical, educational and professional publications are required to be copyrighted by the IEEE. Copyright is held by the Institute itself and not by any Society.
In further keeping with IEEE policy, the conference shall ensure that, prior to publication, all authors or their employers shall transfer to the IEEE in writing any copyright they hold for their individual papers. Such transfer shall be necessary for publication, except for material in the public domain or reprinted from a copyrighted publication. In return, the IEEE shall grant authors and their employers permission in writing to make copies and otherwise reuse the material under terms approved by the IEEE Publication Services and Products Board, which shall be specified in the PSPB Operations Manual. This includes electronic posting of accepted article preprints.
02. No-Show Policy
No-show papers are defined as papers submitted by authors who subsequently did not present the paper in-person (no videos, no remote cast) at the technical meeting.
Presentations by proxies are not allowed, unless explicitly approved before the conference by the technical co-chairs. No-show papers that were not withdrawn and were published in the Proceedings must be identified as “No-Show” in the files submitted to IEEE for further publication (IEEE Xplore). No-shows will not be available on IEEE Xplore or other public access IEEE forums. IEEE will maintain an archive of no-shows.
No refund of the paid fees can be claimed by the no-show author
Exceptions to this policy will be made by the Technical Program Chair of the conference only if there is evidence that the no-show occurred because of unanticipated events beyond the control of the authors, and every option available to the authors to present the paper was exhausted. The no-show authors may appeal the decision of the Technical Program Chair to the Vice President-Conferences.
03. Paper Withdrawals
The IEEE strongly discourages changes and, in particular, withdrawals of papers once submitted and included in the program. To avoid the likelihood of this, the author is strongly encouraged to get all necessary company and/or government approvals prior to submitting his/her paper to the conference.
If under any circumstances it becomes necessary for the author to withdraw or change a paper, IEEE policy dictates that the request to do this must come directly from the author and not from any third party. IEEE policy also states that in this case, the author will be held liable for all costs that are incurred. It would then be up to the author to get reimbursed for the expense from any third party if he/she feels it is justified. The IEEE cannot act as a policing entity on behalf of the author in this regard.
05. Oral and Poster Sessions
Poster Sessions are aimed at strengthening the interactions between researchers and practitioners. They offer an opportunity for participants to demonstrate their state-of-the-art results to a wide audience of professionals.
No differentiation is made between the paper quality of poster and oral sessions. Papers are assigned primarily to ensure consistency among the sessions, at the discretion of the conference organizers. Poster sessions provide the opportunity for attendees to meet authors personally and to discuss their papers in depth. The poster session papers must be vetted together with the oral session papers, to ensure the same standard of quality.
04. Plagiarism & Material Duplication
Authors are required to submit material that is original and that has not been published, or submitted for consideration, elsewhere. Authors who plagiarize the work of others–who copy the work of another without attribution or appropriate documented permission–shall be subject to sanctions by IEEE. Such behavior not only constitutes a misdeed, but may be actionable by IEEE under the rules of Member Conduct. Instances of suspected or documented plagiarism shall immediately be brought to the attention of the Technical Program Chair of the meeting for notification to IEEE.
In addition, authors who make duplicate submissions shall be subject to additional sanctions. Duplicate submission shall be defined as:
- 1. Crossover of 50% or more in the material of two or more manuscripts;
- 2. Submission of the same manuscript to more than one conference
Authors may expand and develop technical meeting papers into journal submissions. However, the authors must cite the technical meeting submission(s) and describe the enhancements made in the journal submission from the technical meeting paper.
The sanctions for duplicate submissions are:
- 1. All manuscripts discovered to be duplicate submissions shall be immediately REJECTED;
- 2. All authors (that is, any single, paired, or group of authors) of the duplicate submission(s) shall be prevented from submitting new manuscripts for the period of one year from the date of sanction; and
- 3. Any author(s) of duplicate submission(s) with papers in review will have his/her/their manuscripts returned to them immediately, regardless of the stage of peer review. In this way, innocent co-authors will not be harmed by having their manuscript rejected; but the manuscript(s) will automatically be classified as withdrawn from consideration.
IEEE is committed to the principle that all persons shall have equal access to programs, facilities, services, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by IEEE policy and/or applicable laws. Any person who believes that he or she has been the victim of illegal discrimination or harassment should contact IEEE Staff Director — Human Resources, at email@example.com or +1 732 465 6434. The mailing address is IEEE Human Resources, 445 Hoes Lane, Piscataway, NJ, USA.