Conference Policies

• No-Show Policy
• Paper Withdrawal
• Copyright
• Plagiarism & Material Duplication
• Guidelines for Artificial Intelligence (AI)-Generated Text
• Discrimination
• Photography Policy

No-Show Policy

Papers that are accepted must be presented at the conference by an author. Papers which are not presented at the conference by an author shall be deemed as “no-show”. Once a paper is deemed “no-show”, it will be removed from the official proceedings and will not appear on IEEE Xplore or other public access IEEE forums.

A non-author substitute presenter will be allowed for a paper only under exceptional circumstances and must be pre-approved by the Conference General Chairs. Requests for non-author substitute presenters must justify why none of the authors are able to attend and present by themselves and must certify that the substitute presenter (who needs to be identified by name and affiliation) will be able to satisfactorily present the work and respond to questions from the session chair and attendees. If the substitute presentation is not satisfactory in the assessment of the Session Chairs or Technical Program Chairs, the paper will be considered a “no-show”, irrespective of any prior pre-approval of the substitute presenter. Requests for non-author substitute presenters must be made as soon as it is known that none of the authors will be able to present the work and no later than two weeks prior to the conference. On-site requests will only be entertained in extraordinary circumstances with appropriate evidence to support why the absence of the authors could not be anticipated earlier.

Exceptions to this policy will be made by the conference Chairs only if there is evidence that the “no-show” occurred because of unanticipated events beyond the control of the authors, and every option available to the authors to present the paper was exhausted.

“No-show” paper authors wishing to appeal the non-presentation notification, must appeal by email to the Technical Program Chairs no later than 21 days after the start of the conference, providing evidence to convincingly demonstrate that their absence was as a result of forces beyond their will and control or that an erroneous decision was made. Decisions on appeals will be made by the Technical Program Chairs based on the supporting evidence provided. Failure to meet the appeals deadline will automatically result in rejection of the appeal.

Possible evidence for exceptions:

• medical documents
• death notices
• airline ticket receipts
• visa rejection letter, and/or
• other official documents supporting the appeal such as visa application receipt (indicating proof that the application was submitted at least 8 weeks prior to the conference start date)

“No-show” authors may appeal the decision of the Technical Program Chairs to the General-Chairs of the conference.

For more information, please check the IEEE Policy and Procedures.

Paper Withdrawal

The IEEE strongly discourages changes and, in particular, withdrawals of papers once submitted and included in the program. To avoid the likelihood of this, the author is strongly encouraged to get all necessary company and/or government approvals prior to submitting his/her paper to the conference.

If under any circumstances it becomes necessary for the author to withdraw or change a paper, IEEE policy dictates that the request to do this must come directly from the author and not from any third party. IEEE policy also states that in this case, the author will be held liable for all costs that are incurred. It would then be up to the author to get reimbursed for the expense from any third party if he/she feels it is justified. The IEEE cannot act as a policing entity on behalf of the author in this regard.

Copyright

As provided by IEEE Policy, all technical, educational, and professional publications, including Society newsletters, are required to be copyrighted by the IEEE. Copyright is held by the Institute itself.

In further keeping with IEEE policy, Conference Organizers shall ensure that, prior to publication, all authors or their employers shall transfer to the IEEE in writing any copyright they hold for their individual papers. Such transfer shall be necessary for publication, except for material in the public domain or reprinted from a copyrighted publication. In return, the IEEE shall grant authors and their employers’ permission in writing to make copies and otherwise reuse the material under terms approved by the IEEE Publication Services and Products Board, which shall be specified in the PSPB Operations Manual. This includes electronic posting of accepted article preprints, as described in Section 8.1.9.

Plagiarism & Material Duplication

As per IEEE Submission Policies, authors are required to submit material that is original and that has not been published, or submitted for consideration, elsewhere. Authors who plagiarize the work of others – who copy the work of another without attribution or appropriate documented permission – shall be subject to sanctions by IEEE. Such behavior not only constitutes a misdeed, but may be actionable by IEEE under the rules of Member Conduct. Instances of suspected or documented plagiarism shall immediately be brought to the attention of the Technical Program Chair of the meeting for notification to IEEE.

In addition, authors who make duplicate submissions of a Technical Meeting manuscript shall be subject to the sanctions of the IEEE. Duplicate submission shall be defined as:

1. Crossover of 50% or more in the material of two or more manuscripts;
2. Submission of the same manuscript to more than one IEEE Technical Meeting; or
3. Submission to an IEEE Technical Meeting and one or more Technical Meetings inside/outside IEEE.

Authors may expand and develop technical meeting papers into journal submissions. However, the authors must cite the technical meeting submission(s) and describe the enhancements made in the journal submission from the technical meeting paper.

The sanctions of the IEEE for duplicate submissions are:

1. All manuscripts submitted discovered to be duplicate submissions shall be immediately REJECTED;
2. All authors (that is, any single, paired, or group of authors) of the duplicate submission(s) shall be prevented from submitting new manuscripts for the period of one year from the date of sanction; and
3. Any author(s) of duplicate submission(s) with papers in review by the Society will have his/her/their manuscripts returned to them immediately, regardless of the stage of peer review. In this way, innocent co-authors will not be harmed by having their manuscript rejected; but the manuscript(s) will automatically be classified as withdrawn from consideration by the Society.

Notification of sanction for duplicate submission shall be to the author(s) from the Technical Program Chair with copies to the Conference General Chairs.

Guidelines for Artificial Intelligence (AI)-Generated Text

The use of content generated by artificial intelligence (AI) in a publication (including but not limited to text, figures, images, and code) shall be disclosed in the acknowledgments section of the publication submitted to IEEE for publication. The AI system used shall be identified, and specific sections of the publication that use AI-generated content shall be identified and accompanied by a brief explanation regarding the level at which the AI system was used to generate the content.

The use of AI systems for editing and grammar enhancement is common practice and, as such, is generally outside the intent of the above policy. In this case, disclosure as noted above is recommended.

Discrimination

IEEE is committed to the principle that all persons shall have equal access to programs, facilities, services, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by IEEE policy and/or applicable laws. Any person who believes that he or she has been the victim of illegal discrimination or harassment should contact IEEE Staff Director — Human Resources, at nondiscrimination@ieee.org or +1 732 465 6434. The mailing address is IEEE Human Resources, 445 Hoes Lane, Piscataway, NJ, USA.

Photography Policy

Attendance at, or participation in, any IEEE conference constitutes consent to the use and distribution by IEEE of the attendee’s image or voice for informational, publicity, promotional and/or reporting purposes in print or electronic communications media. Video recording by participants and other attendees during any portion of the conference is not allowed without special prior written permission of IEEE. Photographs of copyrighted PowerPoint or other slides are for personal use only and are not to be reproduced or distributed. Do not photograph any such images that are labeled as confidential and/or proprietary.