During the conference organization time there are two different periods. The first one is when authors submit their papers for review. Then, when reviews are finished, and notifications of acceptance and reject have been sent, authors submit their final version, sign the online copyright and register for the conference. Along this second the program and publication chair work on the conference program and proceedings, and the papers are checked for compliance with IEEE format.
Along these two periods, clear instructions and correct templates must be provided to authors to avoid confusion and loss of efforts.
This document aims to be a guideline and a reference text for conference and workshop organizers, using the IEEE IES Submit and PCT systems.
Some parts of the text must be modified according to conference data and needs.
Comments, that are not to be published on web sites, are indicated in italics (slanted characters)
This set of instructions has been collected from given instructions for ISIE 2011, IECON 2011, ISIE
2012, IECON 2012 and ISIE 2014
This document is revision 3, on 2015-10-13

Prospective authors are invited to electronically submit full regular papers of their work. English is the working language of the Conference. Papers are limited to six (6) pages. Up to two (2) additional pages can be accepted, but additional page fees must be paid at registration.
The above last line could be modified to seven (7) + one (1). Some other conferences don't limit the amount of pages, but this is not recommended, as more pages does not imply more quality. Another limit that should be told is the maximum size of the PDF file. By default, the submit system is configured for 4 MB. On average, from the IECON 2013 proceedings, each paper is 1 MB. Again, bigger files does not imply more quality.
Authors must adhere to the IEEE Conference written paper format. The author must submit the draft version of the paper for review before the due submission deadline (see below). These are submitted through the IES Submit system, which is entered from the conference website. IEEE is very strict about the requirements for PDF files for inclusion in the IEEE Xplore® Digital Library.
We strongly recommend to use the set of templates in MS Word and LaTeX format provided by
IEEE. Please use them to create your paper, but don't modify the style nor the format under any circumstances:
Add here the link below, to the IEEE Templates. Don't provide your templates!! http://www.ieee.org/conferences_events/conferences/publishing/templates.html
To know more about how to create papers for IEEE IES conferences, please visit the following link:
Add here the link below, to the IES Document on Conference Format http://vps.ieee­ies.org/conferences/creating­manuscripts­for­ieee­ies­conferences
IEEE PDF eXpress® service is not available for draft version of papers.
Submit only original work, not previously published or copyrighted. Prospective authors are expected to submit only their own original works. The Conference will be using the CrossCheck automated screening system to help verify originality of papers. Submitted works may be compared to over 20 million articles in databases worldwide. Papers that violate IEEE's publication principles may be summarily rejected. If the violation is deemed severe, then disciplinary actions may also be taken by IEEE.
Accepted and presented papers will be copyrighted to IEEE and published in conference proceedings, which will be eligible for inclusion in the IEEE Xplore® Digital Library, once it meets the requirements of an IEEE quality review. It will then be customarily indexed by EI Compendex.
Submission deadlines:
Submission of regular papers MONTH DAY, 20XX
Notification of acceptance MONTH DAY, 20XX
Submission of final papers MONTH DAY, 20XX

Publication Policy
Once the Conference has been held, papers will be indexed for IEEE Xplore® Digital Library and
EI Compendex only if all three of the following requirements are satisfied:
1. Submit all correct publication materials
2. Pay at least one regular registration
3. Present the work at the conference.
Authors who are unable to attend and present their work must pay attention to special instructions in either 3.B or 3.C.
1 - Submit correct publication materials
English is the working language of the Conference.Papers are limited to six (6) pages. Up to two (2) additional pages can be accepted, but additional page fees must be paid at registration.
The above last line could be modified to seven (7) + one (1). Some other conferences don't limit the amount of pages, but this is not recommended. Another limit that should be told is the maximum size of the PDF file. By default, the submit system is configured for 4 MB. On average, from the
IECON 2013 proceedings, each paper is 1 MB.
Authors must adhere to the IEEE Conference written paper format. The author must submit the final version of manuscript and sign online the IEEE Copyright Form before the due submission deadline. These are submitted through the IES Submit system, which is entered from the conference website.
IEEE is very strict about the requirements for PDF files for inclusion in the IEEE Xplore® Digital
Library. We strongly recommend to use IEEE PDF eXpress® to check your final version using the code ID: XXXXX. Later the IES PCT system will perform more checks on your final version, and authors of wrongly formatted papers will be contacted.
IEEE provides a set of templates in MS Word and LaTeX format. Please use them to create your paper, but don't modify the style nor the format under any circumstances:
Add here the link below, to the IEEE Templates. Don't provide your templates!! http://www.ieee.org/conferences_events/conferences/publishing/templates.html
To know more about how to create papers for IEEE IES conferences, please visit the following link:
Add here the link below, to the IES Document on Conference Format http://vps.ieee­ies.org/conferences/creating­manuscripts­for­ieee­ies­conferences
Submit only original work, not previously published or copyrighted. Prospective authors are expected to submit only their own original works. The Conference will be using the CrossCheck automated screening system to help verify originality of papers. Submitted works may be compared to over 20 million articles in databases worldwide. Papers that violate IEEE's publication principles may be summarily rejected. If the violation is deemed severe, then disciplinary actions may also be taken by IEEE.
2. Pay full registration fee

An author must pay a full, regular registration fee before Day Month, 20XX.
Reduced registration fees (i.e. retired registration, student registration, etc) are not considered regular, and will NOT be accepted for publication. NOTE: Each full, regular registration entitles an author to publish up one (1) paper. A second paper can be published with an extra paper charge of
CURRENCY AMMOUNT. A third paper requires 2 registration fees, four papers requires 2 registration fees plus 2 extra paper charge, etc.
Modify the above paragraph according to the conference organization decisions and explain here if there are other forms of payments, reduced fees, students fees, etc...
3. Present the work
Presentation is defined as one of the following:
A- By author: Ideally, the primary author or one of the co-authors will attend the conference and present their contribution. This is the classical way of participating in conferences, and authors gain the greatest professional benefits.
B- By colleague: If the primary author any of the co-authors cannot attend, then a qualified colleague may present the paper. A qualified colleague is one who is familiar with the technical field, and is capable of discussing the issues. The primary author or co-authors would miss the technical interaction, but fulfill professional obligations. NOTE: A full regular registration must be paid even if the qualified colleague is an author of another (different) paper in the conference.
C- Absent authors: If the author or qualified colleague cannot attend the conference, then the author must notify the General Chairs and Local Committee before DAY MONTH, 20XX. The absent author must submit his/her work as a poster to the Local Committee by post or express mail service no later than DAY MONTH, 20XX. The conference program committee will review the presentation, and then the poster will be presented in one of the Poster or Interactive Dialog
Sessions. In case the presentation is considered non acceptable, then the paper will be considered
NOT PRESENTED. NOTE: A full regular registration fee must be paid, and absent authors may submit only one (1) paper per regular fee.
Papers that do not meet all three requirements (A, B or C) will be noted as No-show after the conference, and will not be indexed for either IEEE Xplore® Digital Library or EI Compendex. No registration refund will be given in any case.
Absent authors policy is recommended to avoid no shows. Beware to modify the lasts paragraphs according to the needs of your conference. For instance, if you are not holding poster sessions, the last paragraph makes no sense, and another mechanism can be setup.
According to the above policy, the CONFERENCE 20XX will publish and distribute at the conference a Conference Proceedings with copyrighted content. All final papers will be included in the IEEE content library, BUT No-show papers will NOT be accessible from IEEE Xplore® Digital
Library. No-show papers are copyrighted, and cannot be re-published without permission from the
IEEE.