Final Paper Submission
During ICRA 2016, two types of accepted papers will be presented. If not otherwise indicated, the following instructions hold for both: (i) accepted papers that were submitted to ICRA only and (ii) RA-L submissions with ICRA option that have been accepted for presentation at ICRA 2016.
Authors must submit their final version of camera-ready papers electronically in PDF format through the PaperPlaza system no later than 23:59:59 PST on February 18, 2016 (no extensions). Before submitting the final version, authors are expected to revise their paper taking into account the feedback from the reviewers. Please follow the indications given in your acceptance letter. For RA-L papers with ICRA option: Submissions will be open starting from February 1, 2016.
For papers accepted for ICRA only, six pages in the standard IEEE Conference Paper Format based on the LaTeX template or Microsoft Word template are allowed for each paper. A maximum of two additional pages are permitted at an extra charge of 1500 SEK/page (approx 162 Euros in December 2015) payable at the time of submitting the camera-ready version of the paper.
For RA-L papers with ICRA option, this extra page fee is waived for the ICRA 2016 conference as it has already been charged for publication in RA-L.
All final submissions will be included in the material distributed to the conference participants on a USB stick. However, the ICRA 2016 Proceedings in IEEE Xplore will contain only papers accepted for ICRA 2016 publication, and not those presented at the conference but accepted for publication in RA-L. Therefore, any paper presented at the conference will appear only once in IEEE Xplore, either in RA-L or in the ICRA 2016 Proceedings.
At least one of the authors listed on the paper must be registered for the conference when the final manuscript is uploaded. A single regular conference registration can be used to upload two papers. A single student conference registration can be used to upload one paper. To link excess page fees with your paper number, please complete the final submission information for your paper before registering for the conference.
Before uploading, please check your PDF file for IEEE Xplore compliance and prepare:
- a PDF file of your paper (max 6 MB) that has passed the IEEE Xplore compliance test,
- a single summary PowerPoint slide (max 1 MB) based on this template,
- if applicable, a video (max 10 MB) plus a Summary.txt and ReadMe.txt file accompanying your paper (cf. Step 5 below).
For detailed instructions, please follow the guidelines below.
Step-By-Step Guidelines to Submit Your Final Paper
Step 1: Prepare your final paper using the available LaTeX or Microsoft Word templates and following these paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. If your paper is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper. For RA-L papers with ICRA option: Please note that the final version for ICRA 2016 must be reformatted according to the aforementioned conference template.
Step 2: Check that the names of all authors and their order is identical in the PaperPlaza submission system, the paper, the summary slide, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, that is, use “Firstname Lastname” in all instances and do not use “FIRSTNAME LASTNAME” anywhere.
Step 3: Create a PDF version of your paper and perform the IEEE PDF compliance test. If your paper does not pass the test, you cannot continue and may read the PDF Test Help to revise the format of your paper until it passes the test.
Step 4: Please prepare one PowerPoint slide (and only one) that summarizes your paper. You must only use the PowerPoint template available here. Please do not change the template and keep fonts and font sizes as prepared in the template.
Step 5: If your paper is accompanied by a short video (max. 10MB), please do not use special codecs (coders/decoders) in order to provide as much portability across platforms as possible. Using MPEG-1 or MPEG-4 video formats is strongly recommended. Accepted video contributions will be included in the conference proceedings and also in IEEE Xplore. There, the video will appear as an enhanced object next to the PDF of the summarizing text (a sort of short paper). If your paper features a video attachment, please prepare the following two plain text files:
1. Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
2. ReadMe.txt file (max 10 KB). This file must include the following sections:
- Description: An overall description of the objects and what the audience can expect to gain by downloading them;
- Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player;
- Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.
Note that both of the above files should be in plain text format and have a .txt extension. They are needed by IEEE in order to include the video in IEEE Xplore.
Step 6: Update the final submission information (title, author list, number of pages, abstract, copyright) in PaperPlaza. To process the copyright transfer for each contribution, follow the “Copyright Transfer” link, and you will be taken to the IEEE copyright transfer site (IEEE eCP) in a new window. Follow the steps as described on IEEE eCP pages and make sure that the paper title and author list are correct before your perform the copyright transfer.
Step 7: Register for the conference, indicating the paper number and any extra pages, through the author registration site. For RA-L papers with ICRA option: Please note that the extra page fee has to be paid only once, i.e. it is waived for the ICRA 2016 conference if it has already been charged for publication in RA-L.
Step 8: Upload the following files in PaperPlaza: