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Final Submission
Congratulations on your submission being accepted !
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Dec. 02, 2023

Important Notes:
1- Articles accepted under the category “Poster” should color print and laminate their poster (prepared according to the guidelines in step six of this page) in A1 dimensions (exact sizes would be 84.1 x 59.4 cm). They should bring the poster to the conference venue and install and present it at the poster session slot. Additionally, one of the authors must be present at the conference venue and poster exhibition to provide explanations to the attendees.
2- Articles accepted as “Oral” presentations must prepare a PowerPoint presentation (using your preferred template) of their article. They should present it during the in-person session organized for oral article presentations (the exact timing for each article will be announced on the site). Any of the authors could present the paper; however, it’s preferable that the first author conduct the presentation.
3- Authors residing outside of Iran may submit a request via this form for a virtual presentation of their articles.

Finalize the Submission Process

All papers will be presented in ICRoM either in oral form (in-person) or in Poster form (in-person). Authors must submit their final version of camera-ready papers electronically in PDF format through the EasyChair system no later than Dec. 01, 2023, 23:59:59 PST (no extensions allowed). Before submitting the final version, authors are expected to revise their paper considering the feedback from the reviewers. Please follow the indications given in your acceptance letter.

For papers to appear in the IEEE Xplore ICRoM 2023 Publication, 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 2,000,000 IRR (€ 100) per page, payable at the time of submitting the camera-ready version of the paper.

At least one of the authors listed on the paper must be registered for the conference when the final manuscript is uploaded. Single regular conference registration can be used to upload up to two papers. A single student conference registration can be used to upload only one paper. Please upload your registration confirmation with your paper number, with the following final submission procedure.

Step-By-Step Guidelines to Submit Your Final Paper

Step 1: Prepare your final paper using the available LaTeX template or Microsoft Word template and follow these paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. Please add the following copyright notice at the footer of page 1 of your paper:

979-8-3503-0810-5/23/$31.00 ©2023 IEEE

Furthermore, please add the following at the header of page 1 and the title of your paper:

Proceedings of the 11th RSI International Conference on Robotics and Mechatronics (ICRoM 2023), Dec. 19-21, 2023, Tehran, Iran
LATeX guidance for adding header and footer

Copy the text given below and paste above \begin{document} in your .tex file

%%%for header%%%
\makeatletter
\let\old@ps@headings\ps@headings
\let\old@ps@IEEEtitlepagestyle\ps@IEEEtitlepagestyle
\def\confheader#1{%
% % for all pages except the first
% \def\ps@headings{
% \old@ps@headings
% \def\@oddhead{\strut\hfill#1\hfill\strut}
% \def\@evenhead{\strut\hfill#1\hfill\strut}
% }
% for the first page
\def\ps@IEEEtitlepagestyle{
\old@ps@IEEEtitlepagestyle
\def\@oddhead{\strut\hfill#1\hfill\strut}
\def\@evenhead{\strut\hfill#1\hfill\strut}
}
\ps@headings
}
\makeatother
\confheader{
\small{Proceedings of the 11th RSI International Conference on Robotics and Mechatronics (ICRoM 2023), Dec. 19-21, 2023, Tehran, Iran} 
}
%%%for footer%%%
\usepackage[pscoord]{eso-pic}
\newcommand{\placetextbox}[3]{
\setbox0=\hbox{#3}
\AddToShipoutPictureFG*{ \put(\LenToUnit{#1\paperwidth},\LenToUnit{#2\paperheight}){\vtop{{\null}\makebox[0pt][c]{#3}}}
}
}
\placetextbox{.23}{0.055}{\textbf{\small{979-8-3503-0810-5/23/\$31.00~\copyright 2023 IEEE}}}

When creating a document using LaTeX for an IEEE conference paper, it’s crucial to specify the document class as \documentclass[conference,A4]{IEEEtran}. Additionally, avoid employing commands such as \thispagestyle{empty} or \pagestyle{empty} after the \maketitle command.

* LATeX guidance for adding header and footer: Video + Its Caption

Step 2: Ensure consistency in author names and their order across EasyChair, the paper, the digest file, and the poster. Please capitalize only the first letter of each author’s name—for example, use “Firstname Lastname” consistently and avoid “FIRSTNAME LASTNAME.” Verify that authors update their names in their EasyChair accounts before finalizing submission details.

Step 3: To ensure compliance with IEEE standards, generate a PDF version of your paper and conduct the IEEE PDF compliance test available at this URL. If your paper does not meet the test criteria, revisions to the paper format are necessary before proceeding. If you encounter errors regarding missing embedded fonts at this stage, you can refer to the guides and tools provided on these websites: 1 | 2 | 3 | 4. Please note that the output of this stage, which will be your final article file, will remove hyperlinks. Therefore, it is advisable that if you use a hyperlink, you also mention it in text form (inside parentheses or in footnotes).

Follow these instructions:

  1. Visit the website https://ieee-pdf-express.org/account/Login website and either create an account or log in.
  2. Use the Conference ID: 60803X, along with your Email Address and chosen password. The message “Conference yet to open” means that the relevant process has not yet started. Therefore, please try to log in again on the day or in the coming days.
  3. Follow the prompts to input the required information.
  4. Save the approved PDF file and include it in your submission on EasyChair.
  5. Kindly preserve the approval email for the PDF Xpress process in PDF format by converting the email text to PDF. Rename the file to {pdf-express-id}.pdf, wherein the ‘id’ represents the number of your paper in Easychair.

Step 4: Kindly prepare a concise one-page conference Digest slide using the ICRoM2023 Digest template, encapsulating the essence of your paper. This slide should be in a .tex file format compatible with LaTeX. It should contain essential details such as names, affiliations, paper title, and key research highlights. Please ensure the file is named identically to your paper submission number in EasyChair (e.g., 123.tex).

A few important notes:

  1. Authors are required to provide their full names rather than initials.
  2. Please refrain from removing the percent signs (%) at the end of lines within the input file.
  3. It’s crucial to note that the ‘Targets’ in the input file represent highlights or significant findings of the research, not the abstract of the paper.
  4. Please note that there’s no need to execute the .tex file; simply follow the website’s instructions and complete/upload the file accordingly.

For reference, you can access a sample .tex file here (*.tex file).

Step 5: Kindly furnish us with a descriptive image that encapsulates your contribution. The image should be square-shaped, with the dimensions of 300×300 pixels (in .jpg format). Please name the file identically to your paper submission number in EasyChair (e.g., 123.jpg). Feel free to follow the link below to access the ICRoM 2019 or ICRoM 2022 digests, which contains details about novelties (step 4 of the final submission) and includes a representative image (step 5 of the final submission guide).

Step 6:  All “Poster” accepted papers must create a presentation poster for showcasing at the conference. The poster, a single-page *.pptx file, should adhere to the provided template and encapsulate pertinent content effectively. It should convey the essence of the presented work in an informative and visually engaging manner. Comprehensive guidelines for poster preparation can be found in this document or accessed through this link. Please utilize the ICRoM 2023 Poster template for your design. Remember, it’s mandatory to print a colored copy of your poster in A1 size (84.1 x 59.4) and bring it to the conference venue on the day of the event.

Step 7:  To complete the copyright transfer for each submission, please use the Copyright Transfer Form. This will redirect you to the IEEE copyright transfer site (IEEE eCP) in a new window. Follow the instructions outlined on the IEEE eCP pages diligently, ensuring the accuracy of the paper title and author list before initiating the copyright transfer. Once the transfer is completed, updates via EasyChair will not be possible. Remember to have your IEEE eCopyright transfer approval file prepared for the final submission on EasyChair.

IEEE Electronic Copyright

If you encounter an error, read Error Codes Guidance.

Step 8: Please proceed to register for the conference via the author registration site. Ensure to specify your paper submission number from EasyChair and include any additional pages, if applicable. It’s important to note that a full registration allows the upload of two papers, whereas a student registration permits the upload of only one paper.

Step 9: Please complete the following uploads via EasyChair by accessing your submission and utilizing the ‘Add or update files’ tab located on the top right-hand side:

  1. A PDF file of your revised paper that has successfully passed the IEEE Xplore compliance test. Please use this file to update your initial submission. Note that if this file lacks PDF Express approval, your paper will not be included in IEEE Xplore. Title and authors of the paper should not change during the final submission stage; however, the content of the paper can be modified.
  2. The source file(s) of your paper either in Word or LaTeX format, zipped in a single file.
  3. Your paper’s poster file in *.pptx format. If your article has been accepted as a poster, you ‘must’ upload this file. And if your article has been accepted as an oral presentation, uploading it is optional.
  4. A concise summary digest slide in LaTeX format (*.tex) following the Step 4 instructions. Please note that you don’t need to compile this .tex file or generate a PDF output. Just upload the completed .tex file.
  5. A descriptive figure representing your contribution (a 300×300 pixel .jpg file) in accordance with the Step 5 instructions. Please ensure that the uploaded image is named correctly, in the right format, and is uploaded in the dimensions of 300 * 300. You can use certain websites, such as this one, to resize the image.
  6. Your registration confirmation proof in PDF, ZIP, or JPEG format. Please make sure to enter your email in the payment gateway before proceeding with the transaction so that a copy of the payment receipt will be sent to your email. In any case, if you don’t receive a receipt, obtain a document regarding your payment from your banking application. You can also use this screenshot to confirm your registration and payment in the EasyChair system. The conference finance team will process your payment’s final confirmation.
  7. Your PDF Xpress compliance test approval in PDF format. Please upload a PDF file of your PDF Xpress compliance test approval email converted to {pdf-express-id}.pdf. Kindly ensure that you do not upload your paper here; instead, upload the confirmation email you received.
  8. Your IEEE Copyright form in PDF format.

You frequently questioned us about the papers’ iThenticate test results: Please be informed that: The uploaded information shows the degree of similarity of your submitted article with other articles and other sources. This information has been prepared in order to better evaluate the papers by the reviewers as well as provide appropriate feedback to the authors. At this stage, the authors do not need to take any action, but according to the declared similarities, they should plan to correct and complete the paper in the final version. After completing the reviews of the papers, if accepted, it is necessary to consider the corrections requested by the reviewers as well as the similarities in the final version. The final submitted papers will be compared once again and those that show more than 30% similarity will be removed from the conference articles according to IEEE regulations.

Step 10: Presentation Instructions:

  1. Articles accepted under the category “Poster” should color print and laminate their poster (prepared according to the guidelines in step six of this page) in A1 dimensions (exact sizes would be 84.1 x 59.4 cm). They should bring the poster to the conference venue and install and present it at the poster session slot. Additionally, one of the authors must be present at the conference venue and poster exhibition to provide explanations to the attendees.
  2. Articles accepted as “Oral” presentations must prepare a PowerPoint presentation (using your preferred template) of their article. They should present it during the in-person session organized for oral article presentations (the exact timing for each article will be announced on the site). Any of the authors could present the paper; however, it’s preferable that the first author conduct the presentation.
  3. Authors residing outside of Iran may submit a request via this form for a virtual presentation of their articles.

Congratulations on the approval of your submission! We wish you a smooth finalization process, and we look forward to your presence at the conference.

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