Review and Evaluation Flow (EN)

Submission Guidelines

The manuscript submitted to the Symposium of the Cross-Sectoral Information Exchange in the ICT Fields Towards Sustainable and Smart Society (hereinafter referred to as “the Society”) must comply with research ethics and adhere to the following guidelines.

<Manuscript Submission> 

1. Language

• Manuscripts must be written in Japanese or English.

2. Scope

• The intended research areas are, in principle, related to the keywords shown in Table 1. These keywords are representative examples and do not constitute restrictive criteria. If the Editorial Committee determines that the submitted manuscript clearly falls outside the aims and scope of the Society, the manuscript shall be rejected in accordance with Article 5 of these guidelines.

3. Duplicate Submission

• Manuscripts under dual submission will not be accepted.
  A manuscript is considered a dual submission if it shares the same or substantially similar content with another work by the same author(s) that has been previously published or is currently under review elsewhere. However, the following cases do not constitute dual submission:

  • Bachelor’s, Master’s, or Doctoral theses; university or corporate technical reports

  • Non-refereed proceedings, abstracts, or reports presented at domestic/overseas workshops or meetings

  • Proceedings of international conferences

  • Books, newspaper articles, patents, or preprints posted on preprint servers

4.  Submission

• The submitting author will be considered the presenting author (need not be the first author). When submitting, authors may opt in to the option:

  • “If the manuscript is not accepted for the Symposium, I wish to be considered for presentation in the Workshop session.”

  • Co-authors must be informed and must agree to the submission.

5.  Acceptance of Submission

• After submission, the Editorial Committee appoints an Associate Editor to handle the manuscript. If the Editorial Committee determines that the manuscript is clearly unsuitable or falls under rejection criteria, the manuscript may be rejected or returned without review.

6. Recommended Papers & X-ICT2S3 Best Paper Award

• A Recommended Paper refers to a manuscript considered as a candidate for the X-ICT2S3 Best Paper Award. A manuscript will be eligible for consideration only if (a) the authors have opted in for “Recommended Paper” review, and (b) the manuscript consists of six or more pages. Manuscripts that meet these conditions will enter the selection process, and the Editorial Committee will choose a limited number of candidates for peer review.  Based on the reviews, the Committee determines whether the paper qualifies for the Best Paper Award. If no manuscript meets the standard in a given year, the award may be withheld.

7.  Review and Screening

• All submitted manuscripts are subject to peer review and editorial screening (see Figure 1 on the top of the page). For manuscripts submitted for “Recommended Paper” consideration, peer review is conducted according to Article 6 of these guidelines. Regardless of peer review, all manuscripts undergo editorial evaluation, and acceptance/rejection is determined by the Editorial Committee. During the review and screening process, the Committee may contact the authors for inquiries. Authors must respond promptly within the specified deadline.

8.  Acceptance

• Final decisions on acceptance are made by the Editorial Committee.

• Manuscripts selected through peer review as Recommended Papers (<Manuscript Submission> Article 6) will be published in the Society’s Proceedings and may be presented at the Symposium.

• Among manuscripts not accepted for the Symposium, those for which
  (a) the research content and methodology are clearly described, and
  (b) the Editorial Committee judges that the work meets a certain academic standard, will be accepted for the Workshop session, only if the authors have selected the Workshop option (Article 4).

9.  Oral Presentation Types

(A) Symposium Presentation

• 25 minutes per presentation (including 5 minutes for Q&A).

(B) Workshop Presentations

• Consist of General Presentations and Proposal Presentations.

Workshop General Presentation

• Intended primarily for undergraduate seniors and Master’s students

• 20 minutes per presentation (including 5 minutes for Q&A)

• May include practice reports, educational case studies, or tool demonstrations
  (not limited to research papers)

Workshop Proposal Presentation

• Intended for 3rd–4th-year undergraduate students

• 15 minutes per presentation (including 8 minutes for Q&A)

• Focus on proposals, design ideas, or conceptual work

10.  Allocation of Presentation Types

• Presentation type (Symposium, Workshop General, Workshop Proposal) is determined by the Program Committee based on:

  • The author’s selected preference

  • The content and maturity of the manuscript

  • The Committee may assign the presentation type different from the author’s request.

Other Provisions

The Society holds:

1. A Symposium (annual), requiring manuscript submission;  and

2. Other presentation meetings (etc. workshop) that do not require manuscript submission.