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Instructions to Authors

[Email from Publication Chair]
Dear BTAS author,

Congratulations on the acceptance of your paper submitted to BTAS 2012.
I am the publications chair for the meeting and can be contacted
with questions regarding the publications process and policies. This
message is rather long and I apologize for the length, but you must
read it very carefully as it contains important instructions regarding the
camera-ready paper submission process.

1. REQUIREMENT to submit a properly formatted PDF version of the paper
to CMT, along with an IEEE Copyright Transfer form, by August 10, 2012.

Only PDF files are acceptable. These files must be less than 10MB in length.

The CMT site used for review also will be used to collect the 
camera ready copies of papers to publish. The process for
submitting final copies of papers is as follows:

a. If you have used the BTAS manuscript template, make sure to uncomment the
   line starting with: %\btasfinalcopy 

b. Use the IEEE's PDF eXpress validator to check compliance of
your manuscript. PDF eXpress can validate PDF files you submit,
and it can also convert source documents (MS-Word, WordPerfect, RTF,
LaTeX, etc.) to PDF files for you. The conversion feature does not
always succeed.

    - Go to the site http://www.pdf-express.org.
    - Create an account for yourself by following the link "New Users
      Click Here". The conference ID is btas12x
    - Use the site's facilities to validate your document.
    - In our experience, 90% of the failed validations are due to
      font embedding issues. If your validation fails, make sure
      that embeddable fonts are used exclusively, including the captions
      and text of figures and tables. If you Google "pdf express
      problem" you will find lots of advice on how to fix validation
      problems. 
    - You cannot skip the validation step. IEEE will revalidate every
      file we submit for inclusion in IEEE Xplore, and will not fix
      or ingest files that fail validation.  If it's not ingested,
      it is not archival.
    - The validation step does not enter your final paper into CMT,
      so do not stop once you have a validated file.

c. Once your paper has been validated by PDF eXpress, login to
   your BTAS 2012 CMT account. Choose the "Author" role if necessary.
   Your paper listing(s) will appear.  For each accepted paper, please 
   perform the following steps:
 
   - First, click "Submit IEEE Copyright File". You will be taken to
     a page where you may complete and upload an electronic copyright
     form for the paper.
   - Follow the link to the IEEE Copyright Web Site.
   - Go through the dialog to generate a copyright form.
   - The copyright form will be emailed to you as an attachment
     (probably named CopyrightReceipt.pdf). You may also download
     the file directly.
   - Click the "Return" button to return to CMT. At the CMT page
     for copyright submission, upload the CopyrightReceipt.pdf to CMT.
   - Return to your CMT Author console.
   - Click "Edit" in the "Camera-Ready|Presentations" column and enter
     the wizard for final paper submission. Use the "Next" button to
     proceed through the pages of the wizard (or use the navigation
     links on the left).
   - Check and update the paper title and abstract if they have
     changed since your original submission.
   - Check and update the list and order of authors to match your
     final paper exactly. We will generate the program from
     CMT's records so it is your responsibility to ensure that
     the title, authors, and order of authors matches the paper.
   - Upload your PDF file that has been validated by PDF eXpress.
   - You must explicitly agree to the Additional Questions in
     order for your final paper to be placed in CMT.
   - Complete the submission on the Confirmation page.

2. REQUIREMENT to register for the meeting by August 10th,
   attend the meeting, and present your work.

In November 2008, IEEE authorized conference organizers to withhold
papers from IEEE Xplore if an author does not attend the meeting and
present the paper. We continue to enforce this policy. You should
recall checking a box agreeing to this requirement at the time of
your original submission.

The benefit to an author of a conference paper is the placement of
that paper in the archival literature, where it accumulates citations
and contributes to the reputation of the authors. Publication is a
privilege and carries obligations. For a conference, the obligations
are to attend the meeting and to present the work. Papers that are
accepted by the conference after peer review but are not presented at
the meeting will not be published. Distribution at the meeting is not
considered publication.

Accordingly,
- an author of each accepted paper must register for the conference
  by August 10th, 2012. The registration page is here:
  https://sites.google.com/a/nd.edu/btas_2012/registration
- The decision notification deadline was chosen to facilitate the timely 
  receipt of US visas for international authors. Authors are responsible 
  for a timely application for US Visa.  The Conference secretariat will
  provide letters of invitation as needed.
- Papers accepted for the meeting must be presented by one of the authors, 
  and at least one of the authors must register for the meeting at the author 
  rate.
- A registration at the Author Rate will cover only 1 paper.
- If no authors attend the meeting to present their work, the paper will be 
  withdrawn from the proceedings and from IEEE Xplore.
- Authors may not delegate presentation of their paper to a non-author in 
  attendance.
- Submitted papers may not be accepted by or under review for publication 
  in any other venue.

3. REQUIREMENT for authors of POSTER papers to submit a 2-slide (2-
minute) presentation by September 14th, 2012.

If your paper was accepted for a poster presentation, you must also
submit a two-minute two-slide presentation to CMT by September 14th,
2012.  Submit the file using the Author console, as you did when
submitting your final manuscript. There is no copyright form requirement.

You will use this presentation to promote your poster in a
poster highlight session at the conference. These presentations
will be preloaded on a conference computer (you cannot use your
laptop for this short presentation). If you submit more than two
slides, we will remove all slides after the second one.
Do not include a title slide (we will provide one).

We are looking forward to an interesting conference in Washington in
September. You deserve credit and praise for the accomplishments that
led to your paper's acceptance. Your assistance with the final
submission process is greatly appreciated.

Cheers,

Walter J. Scheirer
Publications Chair, BTAS 2012