IGARSS 2015 Paper Submission Kit

Blocks highlighted in green refer to procedures for abstract formatting and submission.

Table of Contents

Part I: General Information

• Procedure
• Requirements for Abstracts
• Requirements for Full Papers
• Requirements for Student Paper Contest
• Deadlines and Important Dates
• Correspondence

Part IIa: Preparation of the Abstract

• Abstract Formatting
• Abstract Templates

Part IIb: Submission of the Abstract

• File Format
• Information for LaTeX users
• File Size Limit
• File Name
• Electronic Paper Submission
• Online Review Process
• Monitor Your Submission Status
• Notification of Acceptance
• Required Author Registration

Part IIIa: Preparation of the Full Paper

• Document Formatting
• Templates

Part IIIb: Submission of the Full Paper

• File Format
• Information for LaTeX users
• File Size Limit
• File Name
• Electronic Paper Submission
• IEEE Copyright Transfer Form
• Inspection Process
• Monitor Your Submission Status
• Required Author Registration
• Copyright Issues for Web Publication

Part IV: Preparation of the Presentation

• Lecture Presentations
• Poster Presentations

Part I: General Information

Procedure

As in the past, a two step evaluation/submisssion procedure is being used for IGARSS 2015:

• Full Paper Submission
• Authors who wish to participate in the conference will submit a paper (maximum of four pages) consisting of a complete description of their ideas and applicable research results. Detailed directions concerning the formatting of the paper and the submission process are provided below.
• The paper is to be submitted electronically through links provided on the website. This submitted document is required to be in final, publishable form before the deadline listed below.
• The IGARSS 2015 website will be updated for the status of your paper.
• The authors of accepted papers are required to prepare a lecture or poster presentation following the guidelines included in this document.

The review process is being conducted entirely online. To expedite the review process, and to assure that the paper submissions will be readable through the online review system, we request that authors submit full paper documents that are formatted according to the Paper Kit instructions included here. For similar reasons, authors are strongly encouraged, though not required, to format the abstracts submissions using these tools as well.

Requirements for Full Papers

• Papers can be no longer than 4 pages, including all text, figures, and references.
• Papers must be submitted by the deadline date. There will be no exceptions.
• Papers must be presented at the conference in order to be published.
• Papers must be formatted according to the directions below to be published.
• Students paying a reduced student registration may register one presentation at the symposium. Regular delegates will be allowed to register up to two presentations.

Requirements for Student Paper Contest

• Students are required to submit by the initial submission deadline of January 9, 2015:
  1. Publish-ready 2 column proceedings paper (2-4 pages)- This document will be judged for the SPC. You need BOTH this 2-column paper, AND the single-column abstract.
  2. Single-column Abstract (2-4 pages) - This document will be reviewed just like regular submissions, in case your paper is not selected for the SPC. You need BOTH this single-column abstract, AND 2-column paper.
  3. Proof of Student Status - Image of your student ID or a letter from your University or school stating that you are a student currently enrolled in a degree program
  4. Advisor Letter -A signed letter from your advisor stating that you: are a candidate for a degree; will personally present the paper (if accepted); will publish in the IGARSS 2015 Proceedings; will register and participate in the symposium; and can attend the Awards Banquet;
• All of these files MUST be submitted to be considered for the Student Paper Competition.
• Students paying a reduced student registration may register one presentation at the symposium. Regular delegates will be allowed to register up to two presentations.

Deadlines and Important Dates

Correspondence

Please make sure to put the conference name (IGARSS 2015) and the paper number that is assigned to you on all correspondence.

Additional questions regarding submission of papers should be directed to the following address:

IGARSS 2015
Conference Management Services, Inc.
3833 S. Texas Avenue, Suite 221
Bryan, TX 77802-4015, USA
(979) 846-6800
(832) 426-7760 [fax]
info@igarss2015.org

Part IIIa: Preparation of the Full Paper

Document Formatting

Use the following guidelines when preparing your full paper:

LENGTH: You are allowed a total of 4 pages for your document. This is the maximum number of pages that will be accepted, including all figures, tables, and references. Any documents that exceed the 4 page limit will be rejected.

LANGUAGE: All proposals must be in English.

MARGINS: Documents should be formatted for standard letter-size (8-1/2" by 11" or 216mm by 279mm) paper. Any text or other material outside the margins specified below will not be accepted:

• All text and figures must be contained in a 178 mm x 229 mm (7 inch x 9 inch) image area.
• The left margin must be 19 mm (0.75 inch).
• The top margin must be 25 mm (1.0 inch), except for the title page where it must be 35 mm (1.375 inches).
• Text should appear in two columns, each 86 mm (3.39 inch) wide with 6 mm (0.24 inch) space between columns.
• On the first page, the top 50 mm (2") of both columns is reserved for the title, author(s), and affiliation(s). These items should be centered across both columns, starting at 35 mm (1.375 inches) from the top of the page.
• The paper abstract should appear at the top of the left-hand column of text, about 12 mm (0.5") below the title area and no more than 80 mm (3.125") in length. Leave 12 mm (0.5") of space between the end of the abstract and the beginning of the main text.

TYPE:

TITLE: The paper title must appear in boldface letters and should be in ALL CAPITALS. Do not use LaTeX math notation ($x_y$) in the title; the title must be representable in the Unicode character set. Also try to avoid uncommon acronyms in the title.

AUTHOR LIST: The authors' name(s) and affiliation(s) appear below the title in capital and lower case letters. Proposals with multiple authors and affiliations may require two or more lines for this information. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.

ABSTRACT: Each paper should contain an abstract paragraph of 100 to 150 words that appears at the beginning of the document.

INDEX TERMS (KEYWORDS): Enter up to 5 keywords separated by commas. Keywords may be selected from the IEEE keyword list found at: http://www.ieee.org/documents/taxonomy_v101.pdf.

BODY: Major headings appear in boldface CAPITAL letters, centered in the column. Subheadings appear in capital and lower case, either underlined or in boldface. They start at the left margin of the column on a separate line. Sub-subheadings are discouraged, but if they must be used, they should appear in capital and lower case, and start at the left margin on a separate line. They may be underlined or in italics.

REFERENCES: List and number all references at the end of the document. The references can be numbered in alphabetical order or in order of appearance in the paper. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [1]. The end of the document should include a list of references containing information similar to the following example:

[1] J. P. Kerekes and J. E. Baum, "Full-Spectrum Spectral Imaging System Analytical Model," IEEE Trans. Geosci. Remote Sens., vol. 43, no. 3, pp. 571-580, Mar. 2005.

[2] A. B. Tarokh and E. L. Miller, "Subsurface Sensing under Sensor Positional Uncertainty," IEEE Trans. Geosci. Remote Sens., vol. 45, no. 3, pp. 675-688, Mar. 2007.

ILLUSTRATIONS & COLOR: Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top of columns, rather than in the middle or at the bottom. Caption and number every illustration. All halftone illustrations must be clear when printed on a black-only printer. Be sure that your images are acceptable when printed in black and white (the CD-ROM and IEEE Xplore proceedings will retain the colors in your document).

PAGE NUMBERS: Do not put page numbers on your document. Appropriate page numbers will be added to accepted papers when the conference proceedings are assembled.

Templates

The following style files and templates are available for users of LaTeX and Microsoft Word:

• LaTeX style file with margin, page layout, font, etc. definitions.
• BiBTeX style file with bibliography style definitions.
• LaTeX template file, an example of using the "spconf.sty" and "IEEEbib.bst" files above.
• PDF generated from the template file.
• Sample strings.bib and refs.bib files.
• Word 97/2000 Sample, a template of correct formatting and font use.

We recommend that you use the Word file or LaTeX files to produce your document, since they have been set up to meet the formatting guidelines listed above. When using these files, double-check the paper size in your page setup to make sure you are using the letter-size paper layout (8.5" X 11"). The LaTeX environment files specify suitable margins, page layout, text, and a bibliography style.

In particular, with LaTeX, there are cases where the top-margin of the resulting PDF file does not meet the specified parameters. In this case, you may need to add a \topmargin=0mm command just after the \begin{document} command in your .tex file. The spacing of the top margin is not critical, as the page contents will be adjusted on the proceedings. The critical dimensions are the actual width and height of the page content.

Part IIIb: Submission of the Full Paper

The review process will be performed from the electronic submission of your paper. To ensure that your document is compatible with the review system, please adhere to the following compatibility requirements:

File Format

Papers must be submitted in Adobe's Portable Document Format (PDF) format.

PDF files:

• must not have Adobe Document Protection or Document Security enabled,
• must have either 'US Letter' or 'A4' sized pages,
• must be in first-page-first order, and
• must have ALL FONTS embedded and subset.

ALL FONTS MUST be embedded in the PDF file. There is no guarantee that the viewers of the paper (reviewers and those who view the proceedings CD-ROM after publication) have the same fonts used in the document. If fonts are not embedded in the submission, you will be contacted by CMS and asked to submit a file that has all fonts embedded. Please refer to your PDF file generation utility's user guide to find out how to embed all fonts.

File Size Limit

Authors will be permitted to submit a document file up to 5 MB (megabytes) in size. To request an exception, contact the paper submission technical support at: papers@igarss2015.org.

File Name

Please note that only portable document files (PDFs) are allowed. Please make sure that you submit a valid PDF to the submission system. Adobe Acrobat is the prefered way of generating a PDF file, but there are many other options which produce quality PDFs as well.

The filename of the document file should be the first author's last name, followed by the appropriate extension (.pdf). For example, if the first author's name is Johan Smith, you would submit your file as "smith.pdf".

The paper submission process will append the filename with a unique identifier when it is stored on our system, so multiple submissions with the same name will not overwrite each other and will be distinguishable.

Electronic Paper Submission

When you have your document file ready, gather the following information before entering the submission system:

• Document file in PDF format
• Affiliation, email address, and mailing address for each author
• Paper title

To submit your document and author information, go to the 'Paper Submission' link on the IGARSS 2015 homepage:

http://www.igarss2015.org/

The submission system will present an entry form to allow you to update the paper information from your abstract and to upload the full paper.

ALL authors must be entered in the online form, and must appear in the online form in the same order in which the authors appear on the PDF.

After you submit this information, the system will display a page with the data that you entered so that you may verify its accuracy. If you need to change the data to fix a mistake, you may use the back button on your browser to return to the information entry form. Once you approve of the data that you have entered, you may choose your document file for upload at the bottom of the verification page. When you click on the button labeled 'Continue' at the bottom of this page, the page will check the filename extension to make sure it matches the submission criteria, then your browser will upload your file to our server. Depending on the size of your file and your internet connection speed, this upload may take a few minutes. At the end of a successful upload, you will see a confirmation page displaying the paper number that is assigned to you, and and email message will be sent to the corresponding authors' email addresses to confirm that the file has been uploaded. If you do not see the confirmation page after uploading your file, we may not have successfully received your file upload. If you encounter trouble, contact the paper submission support at: papers@igarss2015.org.

IEEE Electronic Copyright Transfer Form

The confirmation page that is displayed after uploading your document file will also generate a link to complete the electronic copyright form at IEEE. If you have difficulty completing the copyright form, please contact the paper submission support at: papers@igarss2015.org.

The copyright form must be received by us before the paper submission deadline. In the event your paper is not accepted, the form becomes null and void.

Inspection Process

Your submitted paper will be converted to PDF format by the submission system if necessary, then visually inspected by our submission system staff to assure that the document is readable and meets all formatting requirements to be included in a visually pleasing and consistant proceedings publication for IGARSS 2015. If our submission inspectors encounter errors with your submitted file, they will contact you to resolve the issue. If your paper passes inspection, it will be entered into the review process. A committee of reviewers selected by the conference committee will review the documents and rate them according to quality, relevence, and correctness. The conference technical committee will use these reviews to determine which papers will be accepted for presentation in the conference. The result of the technical committee's decision will be communicated to the submitting authors by email, along with any reviewer comments, if any.

Monitor Your Submission Status

After you submit your document, you may monitor the status of your paper as it progresses through the inspection process by using the Paper Status website available at:

http://www.igarss2015.org/

Required Author Registration

Be sure that at least one author registers to attend the conference using the online registration system available through the conference website. Each accepted paper must have at least one author registered, with the payment received by the author registration deadline (see above) to avoid being withdrawn from the conference.

http://www.igarss2015.org/

Copyright Issues for Web Publication

If you plan to publish a copy of an accepted paper on the Internet by any means, you MUST display the following IEEE copyright notice on the first page that displays IEEE published (and copyrighted) material:

Copyright 2015 IEEE. Published in the IEEE 2015 International Geoscience & Remote Sensing Symposium (IGARSS 2015), scheduled for July 26-31, 2015 in Milan, Italy. Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works, must be obtained from the IEEE. Contact: Manager, Copyrights and Permissions / IEEE Service Center / 445 Hoes Lane / P.O. Box 1331 / Piscataway, NJ 08855-1331, USA. Telephone: + Intl. 908-562-3966.

If you post an electronic version of an accepted paper, you must provide the IEEE with the electronic address (URL, FTP address, etc.) of the posting.

Part IV: Preparation of the Presentation

When we send the review results for your paper by email, that email message will specify whether accepted papers have been assigned for presentation in a poster session or lecture (oral) session. To help authors prepare for lecture and poster presentations, the following suggestions have been created:

Lecture Presentations

Presentation time is critical: each paper is allocated 20 minutes for oral sessions. We recommend that presentation of your slides should take about 17-18 minutes, leaving 2-3 minutes for introduction, summary, and questions from the audience. To achieve appropriate timing, organize your slides or viewgraphs around the points you intend to make, using no more than one slide per minute. A reasonable strategy is to allocate about 2 minutes per slide when there are equations or important key points to make, and one minute per slide when the content is less complex. Slides attract and hold attention, and reinforce what you say - provided you keep them simple and easy to read. Plan on covering at most 6 points per slide, covered by 6 to 12 spoken sentences and no more than about two spoken minutes.

Make sure each of your key points is easy to explain with aid of the material on your slides. Do not read directly from the slide during your presentation. You shouldn't need to prepare a written speech, although it is often a good idea to prepare the opening and closing sentences in advance. It is very important that you rehearse your presentation in front of an audience before you give your presentation at IGARSS. Surrogate presenters must be sufficiently familiar with the material being presented to answer detailed questions from the audience. In addition, the surrogate presenter must contact the Session Chair in advance of the presenter's session.

Pre-recorded presentations are NOT ALLOWED, and the person giving the presentation MUST be able to take and answer questions regarding the content of the paper and associated research. The presenter must be present in the room, remote virtual presenters are NOT allowed.

A computer-driven slideshow for use with a data projector is recommended for your talk at IGARSS. All presentation rooms will be equipped with a computer, a data projector, a microphone (for large rooms), a lectern, and a pointing device. An overhead projector will be provided upon request. If you need any other audio or visual equipment, such as a PAL or NTSC VHS player, or 35mm slide projector, please send a request for such equipment by email to papers@igarss2015.org. Such requests must be received by one month before the conference date. Failure to make prior arrangements may mean that the equipment will not be available to you.

Some of the lecture presentations will be given in quite large lecture halls. We recommend that you prepare your slides according to the following guidelines to ensure that the entire audience will be able to see your presentation. Your Session Chair might contact you in advance of the conference to request copies of your visual aids for approval before the conference.

It is important that the sessions remain on time. The session chair(s) are responsible for keeping presentations on schedule. Any setup time you use is part of your overall 20 minute presentation time, so it is a good idea to check your visual aids before the session begins.

Please do not attempt to use your own computer to connect to the projector. For speed and efficiency, use only the conference-provided computer for displaying your presentation visual aids.

Poster Presentations

Poster sessions are a good medium for authors to present papers and meet with interested attendees for in-depth technical discussions. In addition, attendees find the poster sessions a good way to sample many papers in parallel sessions. Thus it is important that you display your message clearly and noticeably to attract people who might have an interest in your paper.

Your poster should cover the key points of your work. It need not, and should not, attempt to include all the details; you can describe them in person to people who are interested. The ideal poster is designed to attract attention, provide a brief overview of your work, and initiate discussion. Carefully and completely prepare your poster well in advance of the conference. Try tacking up the poster before you leave for the conference to see what it will look like and to make sure that you have all of the necessary pieces.

For each paper accepted within a poster session, a poster board is reserved with dimensions 958mm (38 in.) wide and 2380mm (94 in.) tall. Your poster must fit within a dimension of 958mm (38 in.) wide and 2380mm (94 in.) tall. The poster is not required to fill this entire space, but it cannot be any larger than this.

(Click image for high-resolution PDF)

The boards will be arranged in rows. Each reserved paper space will be assigned a number. Every paper being presented at the same time will also be assigned a number. The number, called the Board Number, will identify the place to post your poster.

You may download an A0 template for the IGARSS 2015 poster. Note that this is for A0 (841mm wide by 1189mm tall), which does not use all of the available space on the board, but is a very common poster size.

IMPORTANT: There MUST be a presenter standing at the poster during the scheduled poster time. A poster that is mounted to the board, but without any person presenting it will be considered a no-show!

Posters shall be on display during the day dedicated to the specific poster session. Authors are invited to be on stand-by near their posters during the session breaks and must be near their poster during the dedicated poster session time.

The title of your poster should appear at the top in CAPITAL letters about 25mm high. Below the title put the author(s)' name(s) and affiliation(s). The flow of your poster should be from the top left to the bottom right. Use arrows to lead your viewer through the poster. Use color for highlighting and to make your poster more attractive. Use pictures, diagrams, cartoons, figures, etc., rather than text wherever possible. Try to state your main result in 6 lines or less, in lettering about 15mm high so that people can read the poster from a distance. The smallest text on your poster should be at least 9mm high, and the important points should be in a larger size. Use a sans-serif font (such as "cmss" in the Computer Modern family or the "Helvetica" PostScript font) to make the print easier to read from a distance.

Make your poster as self-explanatory as possible. This will save your efforts for technical discussions. There will not be any summaries given at the beginning of the poster sessions at IGARSS 2015, so authors need not prepare any overhead slides for their poster presentations. You may bring additional battery-operated audio or visual aids to enhance your presentation.

Prepare a short presentation of about 5 or 10 minutes that you can periodically give to those assembled around your poster throughout the 2 hour poster session. If possible, more than one author should attend the session to aid in presentations and discussions, and to provide the presenters with the chance to rest or briefly view other posters.