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Instructions for Validation and Final Submission of 2009 Winter Vision Meetings (WACV/WMVC) Papers

Please read these instructions carefully and follow them exactly to minimize problems with production of the conference proceedings.

The deadline for final submission (completion of all steps below) is October 9, 2009. This deadline will not be extended. Papers that arrive after the deadline may not appear on the conference CD-ROM, and may not be placed in IEEE Xplore. If you have difficulty meeting this deadline, please contact your respective workshop (WACV/WMVC) chairs as soon as possible.

Note: Conference attendees will receive a conference CD-ROM containing all workshop papers (and supplementary material) for WACV, WMVC, and Winter-PETS. The conference CD is not produced by IEEE and will not be available for purchase from IEEE after the meeting. They are published exclusively for meeting attendees. All WACV/WMVC papers that are submitted on time, for which the extra page charges (if applicable) have been paid, and which are compliant with IEEE Xplore, and for which the IEEE copyright has been completed, will be placed in IEEE Xplore shortly after the meeting. Only those papers that are placed in IEEE Xplore can be considered archival.

1.     Use IEEE PDF eXpress to validate your paper for inclusion in IEEE Xplore

There is a strict size limit of 10 megabytes (10,485,760 bytes) for PDF files in the conference proceedings.  If your paper is larger than this, you are probably using very large images in your figures. As a rule, your images will look fine at 600 pixels per inch and you should down-sample the images used in your figures accordingly. Smaller PDF files are also validated more quickly by PDF eXpress.

The page limit for all workshops is 6 pages with no page charges, 7 pages with a US $100 page charge, or 8 pages with a US $200 page charge.  Papers longer than 8 pages will not be processed and will not appear on the conference CD-ROM or on IEEE Xplore.  The extra page charge is to be paid with your conference registration.

IEEE requires that all papers to be entered into the IEEE Xplore digital library meet the IEEE style guidelines. LaTeX and MS-Word style files compatible with IEEE requirements are available from the workshop web site:

For WACV: http://vision.cs.byu.edu/wacv2009/submission.php

For WMVC: http://www.cs.wustl.edu/~pless/WMVC2009/submission.html

For Winter-PETS: http://winterpets09.net/authors.html

Papers that do not meet these guidelines will not be placed in Xplore. This is IEEE policy.

Note: PDF eXpress does not collect the papers. After validating your paper, you must still upload it to the camera-ready paper collection website (CMT) for production, as described in Step 2.

There are two ways to use IEEE PDF express. If you generate your own PDF file, PDF eXpress can validate it. If you are using any of the following document formatting systems, PDF eXpress can generate an Xplore-compliant document from the following source files: MS-Word, WordPerfect, RTF (rich text format), Freelance, LaTeX, PageMaker, FrameMaker, Word Pro, or Quark.  If you used LaTeX, PageMaker, or Quark to prepare your paper, there are a few extra steps required to supply the images to IEEE.

a.     Login to PDF express: http:// www.pdf-express.org

The conference ID is: wvm09x

b.     If you have not used PDF eXpress before, you must create an account. Click the "New User" button and follow the instructions.  If you have used PDF eXpress for a previous conference, you can log in using your old email address and password. Ignore the error message and click "continue". Verify your contact information and then click "submit". Once you have an account, you can login as often as you need to process all of your papers.

c.     Create a new title for each WACV/WMVC 2008 paper that you are submitting.

d.     Submit the PDF file you wish to validate, or submit the source files you wish to convert. PDF eXpress will digest the file(s) submitted and send you e-mail with the validation result, or the generated PDF, as appropriate.

e.     Repeat step d until you are satisfied with the result.

f.      Go to step c to process your other papers.

A primary source of failure in validating a PDF file is the use of non-embeddable fonts in figures. Make sure that your paper uses embeddable fonts for the main text of the paper as well as the figures, figure captions, references, footnotes, etc.  Another source of failure is the line in the Latex source file that includes the hyperref package.  If you are having difficulty, you may want to comment out this line. If you have further trouble with IEEE PDF eXpress, contact pdfsupport@ieee.org

2.     Final paper submission for production

Deadline: October 9, 2009. The deadline for all workshop papers is October 9, 2009.  This deadline will not be extended.  Papers that arrive after the deadline may not appear on the conference CD-ROM or in the conference abstract book, and may not be placed in IEEE Xplore.

a.     Login to the paper collection site:

For WACV: https://cmt.research.microsoft.com/WACV2009/

For WMVC: https://cmt.research.microsoft.com/WMVC2009/

For Winter-PETS: https://www.easychair.org/login.cgi?conf=winterpets2009

b.     Edit/enter the Title and Authors (including all authors and their affiliations) information for your paper, correcting typos, author names, order of authors, etc. If an author's name has accent characters, please enter them as a LaTeX sequence. Changes to the title and/or author list should be first approved by the workshop’s program chairs. Note: changes to this information will not be reflected in the online program until the final PDF version is generated.

c.     The name of your camera-ready submission must be of the form XXX.pdf where XXX is the three-digit paper ID (zero-padded if necessary). For example, if your paper ID is 24, the filename must be 024.pdf

d.     Upload the PDF file validated by PDF eXpress.  Any file that fails validation will be discarded.

e.     If your paper exceeds 6 pages in length, a page charge of US $100.00 per extra page (maximum 2 pages) must be paid during conference registration.

f.      If you wish to provide supplementary material, upload that material as a single PDF or ZIP file of 10 megabytes in size or less. Only PDF and ZIP files are allowed for supplementary material. You can put anything in this file - movies, code, additional results, accompanying technical reports – anything that may make your paper more useful to readers. If your supplementary material includes video or image data, you are advised to use common codecs and file formats. This will make the material viewable by the largest number of readers (a desirable outcome).

g.     The name of your supplementary material must be of the form XXX-supp.YYY, where XXX is the same as above, and YYY is either pdf or zip.

h.    Before you can complete your paper submission, you must first complete and submit the IEEE Electronic Copyright Form as described in Step 3 below.  After completing the electronic copyright, you should be able to complete the paper submission process. If you submit a paper more than once, the paper collection site should remember that you have already filled out the copyright form for that paper so that you don't have to resubmit the electronic copyright.

i.      Check that the upload of your files was successful either by matching the file length to that on your computer, or by using the download options that will appear after you have uploaded.

j.      Register for the conference at by following the link and instructions at

http://vision.cs.byu.edu/wvm2009/registration.php

or by following the Registration link from the main WVM 2009 web page.  Make sure to pay any extra page fees when you register.  At least one author for each paper must register to attend the meeting.  If there is not one author registered for the meeting, the paper will not be including in the proceedings and it will not appear in IEEE Xplore.  Likewise, papers and posters that are not presented due to no-shows will not appear in IEEE Xplore.

k.    Don't forget to click the "Finish" button in "Confirmation" to save all your changes.

3.     Complete and digitally sign the IEEE Electronic Copyright Form for your paper and submit it along with your final paper.

During the process of submitting your paper to the paper collection site you will be required to complete and submit an IEEE Electronic Copyright Form before you can complete the paper submission.  To do this, you will need to follow a link from the submission site (CMT) to complete the IEEE Electronic Copyright form.  You must follow the instructions on the paper submission site for completing, downloading, and submitting the copyright form.  Once the copyright is completed and downloaded, you will be returned to the paper collection site to upload the IEEE Electronic Copyright form and finish paper submission.  This must be done by the October 9, 2009 deadline.

Papers without completed copyright forms will not appear on the conference proceedings disk and will not be enrolled in IEEE Xplore.


Final reminders: Papers will be placed in IEEE Xplore only if all of these conditions are met:

a.     The final PDF submission is 10MB or less in size, 8 pages or less in length, has been validated by PDF eXpress, and has been uploaded to the paper collection web site (after validation) by October 9, 2009.

b.     Any supplemental material file (if applicable) has been uploaded to the submission site by October 9, 2009.

c.     At least one author registers for the Winter Vision Meetings 2009.

d.     The extra page charge of US $100 (for 7 page papers) or US $200 (for 8 page papers) is paid along with conference registration.

e.     The IEEE Electronic Copyright form is completed online and submitted to the paper collection site.