While submitting conference papers for IEEE Xplore Acceptance using PDF-EXPRESS authors experience various issues. I wish to give brief hints on how to work around using my working experiences in Latex environment.
Ensure that you download the Latest Latex Template for IEEE Conferences, at the writing of this blog it was July 2018 version here JULY 2018 updated Template in ZIP format
1. Unzip the the Zipped File and and in your latex editor open "bare_conf.tex ". That is the file you edit to add page numbers and copyright information.
NB: To ensure that your Images if you have any they will pass PDF express test . Convert them Adobe Encapsulated PostScript (EPS) format . You can do that with free online tools such as EPS convertor free .
Ensure that the image has sufficient pixels before conversion.
NB: In most cases If you do not use the EPS images , the pdf generated will either fail PDF express test or pass with warnings.
1. Setting custom page numbers for conferences proceedings
If you are doing the Camera ready paper where the Conference chair has approved the paper and allocated the authors page numbers say Your paper is from page 65 ---say it has 6 pages so from page 65 to 71 of the proceedings and you need to put the following in the preamble
\usepackage{fancyhdr} % imports the fancy package
\pagestyle{fancy} % for class document article, this will be set by default to %plain
\fancyhf{} % makes header and footer empty
\fancyfoot[R]{\thepage} % sets the page number as a footer on the [R] which is %the right hand footer ..
Then below the \begin{document} statement add the following text
\pagenumbering{arabic}
\setcounter{page}{65} % this will ensure that your page numbers start at 65
2. How to add the Copyright at the bottom of First page
Conferences will provide you with various texts of Copyright based on sponsor etc for instance I will use the notice given by 2018 International Conference on Computing, Electronics & Communications Engineering (iCCECE).. The notice read as follows
a. For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright
b. For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 Crown
c. For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 European Union
d. For all other papers the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 IEEE
We use choice (d) so we add the following text before \begin{document}
\IEEEoverridecommandlockouts\IEEEpubid{\makebox[\columnwidth]{ 978-1-5386-4904-6/\$31.00~\copyright~2018 IEEE \hfill} \hspace{\columnsep}\makebox[\columnwidth]{ }}
3. If you receive the warning that the Generated PDF has form fields from PDF express . The solution that works for me is to flatten the PDF. There are numerous free tools online . The easiest is the use of Adobe PDF itself to flatten the PDF.
Here are the simple steps to Flatten a PDF using Adobe
1. Open the Journal paper using Adobe PDF software
2. Select File and Go to Print
3. Select Print and choose the PDF printer. PDF printer is automatically installed when one installs PDF products.
4. Select OK.
5. Give the location to save the printed Journal version ----This is the flattened journal paper.
6. Select Save....You can save it in the folder in your Machine
7. Upload the saved File in the PDF express Website ....IEEE PDF eXpress website is http://www.pdf-express.org
The process of Uploading to IEEE PDF eXpress unless otherwise guided is as follows .
With the provided conference ID and your account provided (If a new user you must create account.)
Ensure that you download the Latest Latex Template for IEEE Conferences, at the writing of this blog it was July 2018 version here JULY 2018 updated Template in ZIP format
1. Unzip the the Zipped File and and in your latex editor open "bare_conf.tex ". That is the file you edit to add page numbers and copyright information.
NB: To ensure that your Images if you have any they will pass PDF express test . Convert them Adobe Encapsulated PostScript (EPS) format . You can do that with free online tools such as EPS convertor free .
Ensure that the image has sufficient pixels before conversion.
NB: In most cases If you do not use the EPS images , the pdf generated will either fail PDF express test or pass with warnings.
1. Setting custom page numbers for conferences proceedings
If you are doing the Camera ready paper where the Conference chair has approved the paper and allocated the authors page numbers say Your paper is from page 65 ---say it has 6 pages so from page 65 to 71 of the proceedings and you need to put the following in the preamble
\usepackage{fancyhdr} % imports the fancy package
\pagestyle{fancy} % for class document article, this will be set by default to %plain
\fancyhf{} % makes header and footer empty
\fancyfoot[R]{\thepage} % sets the page number as a footer on the [R] which is %the right hand footer ..
Then below the \begin{document} statement add the following text
\pagenumbering{arabic}
\setcounter{page}{65} % this will ensure that your page numbers start at 65
2. How to add the Copyright at the bottom of First page
Conferences will provide you with various texts of Copyright based on sponsor etc for instance I will use the notice given by 2018 International Conference on Computing, Electronics & Communications Engineering (iCCECE).. The notice read as follows
a. For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright
b. For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 Crown
c. For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 European Union
d. For all other papers the copyright notice is: 978-1-5386-4904-6/18/$31.00 ©2018 IEEE
We use choice (d) so we add the following text before \begin{document}
\IEEEoverridecommandlockouts\IEEEpubid{\makebox[\columnwidth]{ 978-1-5386-4904-6/\$31.00~\copyright~2018 IEEE \hfill} \hspace{\columnsep}\makebox[\columnwidth]{ }}
3. If you receive the warning that the Generated PDF has form fields from PDF express . The solution that works for me is to flatten the PDF. There are numerous free tools online . The easiest is the use of Adobe PDF itself to flatten the PDF.
Here are the simple steps to Flatten a PDF using Adobe
1. Open the Journal paper using Adobe PDF software
2. Select File and Go to Print
3. Select Print and choose the PDF printer. PDF printer is automatically installed when one installs PDF products.
4. Select OK.
5. Give the location to save the printed Journal version ----This is the flattened journal paper.
6. Select Save....You can save it in the folder in your Machine
7. Upload the saved File in the PDF express Website ....IEEE PDF eXpress website is http://www.pdf-express.org
The process of Uploading to IEEE PDF eXpress unless otherwise guided is as follows .
With the provided conference ID and your account provided (If a new user you must create account.)
- For each conference paper, click “Create New Title”.
- Enter identifying text for the paper (title is recommended but not required).
- Click “Submit PDF for Checking” or “Submit Source Files for Conversion”.
- Indicate platform, source file type (if applicable), click Browse and navigate to file, and click “Upload File”. You will receive online and email confirmation of successful upload. In this case upload the Flattened PDF
- You will receive an email with your Checked PDF or IEEE PDF eXpress-converted PDF attached. If you submitted a PDF for Checking, the email will show if your file passed