Camera Ready Submission

Author Guidelines for a Camera-Ready Paper Submission

This message contains detailed instructions for preparing camera-ready papers for publication in the proceedings of the 2018 Seventh ICT International Student Project Conference (ICT-ISPC2018). If you have any questions related to publications, please contact us at


Camera-ready papers due: June 30th, 2018
Author registration by: June 30th, 2018


For your paper to be included in ICT-ISPC2018 conference proceedings and IEEE Xplore® you need to complete the following steps:

  1. Register as an author for the conference.
  2. Prepare final formatted paper including copyright clearance code notice
  3. Submit your electronic copyright form and the pdf version of completed form on EasyChiar
  4. Format and verify IEEE Xplore® compliance
  5. Upload final camera-ready paper via EasyChair

1. Conference Registration

At least one author of each accepted paper must be registered for the conference by June 30th, 2018 for that paper to be appeared in the proceedings and to be scheduled for presentation.
The IEEE reserves the right to exclude or remove a paper from IEEE Xplore® if the paper is not presented at the conference.

2. Include copyright clearance code notice

The appropriate copyright clearance code notice is to appear on the center bottom of the first page of each paper according to the guidelines set forth in the Cataloging/Copyright Instructions for an IEEE Conference Proceeding. Detailed instructions can be found at:

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright
  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-1-5386-7805-3/18/$31.00 ©2018 Crown
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-5386-7805-3/18/$31.00 ©2018 European Union
  • For all other papers the copyright notice is: 978-1-5386-7805-3/18/$31.00 ©2018 IEEE

3. Submit your electronic copyright form

Authors are required to transfer the copyright of their accepted papers to IEEE. This must be done electronically via the IEEE electronic Copyright Form.

The first corresponding author will receive an email from the IEEE electronic Copyright Form (eCF) system. This email will provide the author with a link to the online eCF wizard, as well as a unique login name and password to access their own copyright forms. When an author completes the online copyright transfer process and submits the form, he/she will receive an automated confirmation email letting him/her know that the transfer has been completed successfully.

The first corresponding author needs to upload the document attached to that email to EasyChair.

4. Formatting and IEEE Xplore® compliance

Your accepted paper will appear on IEEE Xplore® — the IEEE Digital Library — and it is important that your submitted PDF file meets the specification for IEEE Xplore®. Failing to submit an IEEE Xplore® compatible PDF file may result in the file not being included in the conference proceedings.

Page limit: The page limit for papers is six (6) pages.

Templates: Please format your final submission using the guidelines provided in the IEEE templates for conference papers ( Please comply with all formatting requirements and make your figures large enough to be legible.

Format verification: In order to assure that all submitted PDF files are IEEE Xplore® compliant, your paper must pass the format check in IEEE PDF eXpress™. You can access IEEE PDF eXpress™ via The conference id is 45404XP. Please follow this instruction

You must use IEEE PDF eXpress™ to generate or verify an IEEE Xplore® compliant PDF. We recommend that all final submissions be created using the IEEE PDF eXpress™ service. The IEEE PDF eXpress™ service can convert your paper from a wide range of formats to IEEE Xplore®-compatible PDFs. The service is free of charge for ICT-ISPC2018 authors.

The certified file returned from IEEE PDF eXpress will be the camera-ready paper you need to upload into EasyChair

IMPORTANT: Any changes made to a PDF after IEEE PDF eXpress Plus conversion or PDF checking may invalidate Xplore compatibility. This includes headers, page numbers, copyright notice, watermarks, etc. If any of these elements are desired, they should be added to the document before a PDF is created.

One of the authors needs to upload the document stating that your submission is IEEE Xplore®-compatible PDF to EasyChair.

5. Upload your final camera-ready paper

Before uploading your paper, please:

  • Check that title and abstract in EasyChair match your camera-ready paper exactly.
  • Please use Title Case for the paper title, i.e. capitalizing all main words.
  • Compare all author names in EasyChair with the author list in your paper. They must be identical and in the same order.
  • Enter all middle names/initials you prefer to use in both the paper and the EasyChair author profile.
  • Ensure that special characters in the paper match the EasyChair entry.

This is very important because we will be using the information provided in EasyChair to generate the final conference program and the table of contents for IEEE Xplore®. Please note that the abstract and title should be readable as standalone items and not contain any references or unexplained acronyms. In case you need to modify the title or the abstract, you can do this through EasyChair.

All the camera-ready papers have to be submitted via EasyChair ictispc2018 by June 30th, 2018.


After you log-in to EasyChair, you can select your submission. Then select Add or Update files.

Next, you need to submit 3 documents as follows:

  • For Camera Ready, select choose file in the Camera Ready box to update your Camera-ready version of your paper.
  • For Electronic Copyright, select choose file in the Electronic Copyright box to upload your confirmation of copy right transfer.
  • For PDF eXpress Result, select choose file in the PDF eXpress Result box to upload the document stating that your submission is IEEE Xplore®-compatible PDF. It can be either printed our email or screenshot of your PDF eXpress Result.

For the PDF eXpress Result, after you submit your paper to the PDF eXpress, if your paper passes the PDF checking system, you will get email to confirm that your paper is IEEE Xplore®-compatible PDF as shown below. Please save this email as PDF and submit it to Easychair.

You also can submit the screenshot of your PDF eXpress Result as shown below.

Important! Please ensure that you submit all documents required. Otherwise, your paper may not be included in ICT-ISPC2018 proceedings and IEEE Xplore®.

Related Events


Important dates

Full Paper Submission:
May 22, 2018
May 27, 2018
Acceptance Notification:
June 19, 2018
Camera-ready Manuscript:
June 29, 2018
Author Registration:
June 19-30, 2018

Early-bird Registration:
June 19-30, 2018
Regular Registration:
July 1-13, 2018
Online Registration Deadline:
July 5, 2018
On-site Registration:
July 11-13, 2018
Tutorial and Conference Dates:
July 11-13, 2018