2008 IEEE Radio and Wireless Symposium

This detailed version of the instructions is intended to provide authors with a step-by-step guide to upload the final version of their manuscript and to provide some comments on Oral and Poster Session Presentations. Authors may wish to print out these instructions, please follow them very carefully!

Papers accepted for the 2008 Radio and Wireless Symposium need to have all the additions and recommendations from the reviewers incorporated into the Final Manuscript. No additional editing will be performed by the RWS2008 Publications Committee so authors are responsible for the accuracy and completeness of the final publication. Even if there are no changes to your original summary submission, you must comply with the format of the Proceedings Template, and submit an IEEE-Xplore compatible PDF file; so it is necessary to follow all these instructions and complete the file upload procedure.

The final manuscript can be prepared in a variety of file formats and to assist authors an MS Word template is available. However, because the uploaded file must be in .PDF format and in full compliance with the requirements of IEEE-Xplore; RWS2008 has registered our authors for use of IEEE PDFeXpress

. Click on the icon to access the site, and use “rws08” as the Conference ID. The site accepts a variety of file formats converts them to PDF and verifies compatibility with IEEE-Xplore. (Note, however, that this is only verification, it does not submit the paper to the Symposium)

In preparing your Final Manuscript please note also that the maximum submission length is 4 pages and 1Mbyte file size. There are no exceptions to these limits. Text, pictures and diagrams need to be edited to comply with this length without altering the margins of the template. High resolution pictures or multi-level drawings may have to be reduced in detail to keep the file size below the maximum. Note that the conversion to .PDF does offer some assistance with file compression and that the files size limit is on the final .PDF upload size.

Authors are also required to accept a statement of clearance approval and the terms of the IEEE copyright, register for the Symposium prior to uploading the Final Manuscript and agree to present the paper at the conference. Please make sure you can comply with all these requirements in advance of starting the paper submission process.

Also during the submission process, you are requested to enter a short biography of the presenter for use by the chair of the session, having that ready in advance is advised.

NOTE: If you are submitting more than one paper, you will need to complete all of the steps below for each of your papers.

Create, proofread, and check the layout of your Final Manuscript using any of the formats acceptable to PDFeXpress.
Use the IEEE PDFeXpress web site to generate an IEEE-Xplore compatible PDF file of your Final Manuscript (please note that you must do this even if you are not making any changes to the summary paper you originally submitted).
If you have not done so previously, go to the RWS2008 Registration site and obtain a Symposium “confirmation code”.
Upload the new electronic copy of your Final Manuscript.
Complete the electronic submission of the IEEE copyright release form.
Attend the conference and present your paper

The following sections provide more information on each of these required steps as well as other actions such as changes and withdrawals. Finally there is some guidance on presentations at the Symposium.

There is an MS Word Sample Manuscript to assist authors with preparation of the Final Manuscript. Even if you do not plan to use MS Word, please refer to the template as it contains information on format and style that is valuable regardless of your choice of software. Also consult the IEEE PDFeXpress instructions to confirm that your choice of file format is acceptable for conversion. The IEEE PDFeXpress facility does accept a wide variety of formats, including: .PDF, MS Word, (La)TEX but it is wise to check this in advance to ensure conformance later.

Also, note that the pages must have no headers, no footers and no page numbers. Graphics can be in full color. All colors will be retained on the CD-ROM, but authors should assume that their manuscript will be printed in black-and-white by end-users. The chosen colors should contrast well when viewed in color (CDROM) and when viewed in black-and-white (hardcopy).

Graphics must not use stipple fill patterns (e.g. cross-hatching) because they will not reproduce properly in Acrobat PDF. Please use only SOLID FILL COLORS. Graphics that are wider than one column must be placed either at the top or at the bottom of a page to avoid interruption of text flow of both columns.

With the Final Manuscript prepared you should produce a suitable PDF, or check compliance of an existing PDF using the following steps.

First-time users –

Click “New Users - Click Here”.
Enter: rws08 for the Conference ID, your email address, and choose a new password. Continue to enter information as prompted.
You will receive online and email confirmation of successful account setup.

Previous PDFeXpress users, but using it the first time for RWS2008:

Enter rws08 for the Conference ID, your previously used email address, and the password you used for your old account.
When you click “Login”, you’ll receive an error saying you need to set up an account. Simply click “Continue”. By entering your previously used email address and password combination, you will enable your old account for access to this new conference.
Check that the contact information is still valid, update as required and click “Submit”.
You will receive online and email confirmation of successful account setup.

Returning users - Enter rws08 for the Conference ID, your email address and password.

Click “Create New Title” and enter identifying text for the paper (title is recommended but not required). You will need to do this separately for each conference paper to be submitted.
Click “Submit Source Files for Conversion” to convert your manuscript from a file type acceptable to PDFeXpress to an IEEE-Xplore compatible PDF, or you can alternatively check if an existing PDF file is already Xplore compatible by clicking “Submit PDF for Checking”.
Indicate platform, source file type (if applicable), click “Browse” and navigate to file, and click “Upload File”. Click “Submit Source Files for Conversion”. You will receive online and email confirmation of successful upload.
You will receive an email with your Checked PDF or IEEE PDFeXpress-converted PDF attached. If you submitted a PDF for Checking, the email will show if your file passed or failed.
Carefully check your file to make sure your text, equations and figures converted properly, your file contains a maximum of 4 pages and its size is less than 1 Mb.

If you are not satisfied with the IEEE PDFeXpress-converted PDF:
Option 1: Resubmit your source file with corrections (“Try again”, then “Submit Source Files for Conversion”)
Option 2: “Request a Manual Conversion” through your account.

IEEE PDFeXpress only creates a compatible PDF file, it is still necessary to submit that file to the RWS2008 web site in order to complete your paper submission. The following steps guide you through this submission process:

Enter the RWS 2008 Registration “confirmation code” you received when you registered for the Symposium. If you have not yet registered, please go to the RWS2008 Registration Site and complete your registration.

To Withdraw a Previous Submission - An author who has submitted an accepted Final paper and has a valid Registration key, but now wishes to withdraw the submission from the conference should select “Withdraw a Previous Submission” from the dropdown list and then press the “Continue” button. Please see the Additional Information Section towards the end for further details.. Withdrawal of accepted papers is strongly discouraged after the 11 November 2007 deadline.

You should now be at the “Step 2: Registration Key” screen.

Please enter the Registration Key from your original summary submission. This key was repeated on the e-mail notifying you of the acceptance of your paper. Then press “Continue”.

The original title and abstract from your summary submission will be already filled in. If entries have changed, then alter the details here. Note that Greek characters, subscripts, or superscripts in your title or abstract will not appear properly and so should be avoided. Also the abstract has to be 1000 characters or less for the abstract book.
Next, check the number of authors and the number of distinct affiliations or addresses for the authors. There cannot be more than two affiliations/addresses per author.

If you are satisfied with your entries, press the “ ..... continue to Step 4” button.

You should now review the “Statement Of Clearance Approval”. Please read the document carefully, Final Manuscripts are published without any security restriction. If you agree and can comply with the statement, click the checkbox. There are severe complications in submitting any material that is not cleared for approval, so please be absolutely certain that this requirement is met.

Authors are required to transfer the copyright of the material to the IEEE. If you agree and can comply with the statement, click the checkbox.

One of the authors is required to register, attend and present the paper at the Symposium. Click the check box to certify your agreement to comply with this requirement.

Finally, without a genuine reason, acceptable to the Technical Program Chair, failure to comply with any of these requirements will result in your paper being removed from the conference CD-ROM at your ( or your sponsoring organizations expense) as well as jeopardizing any future publications in this or related conferences.

If you are satisfied with your entries, press the “ ..... continue to Step 5” button.

Please check the entries for the authors in the order they appear on your manuscript. Do not use all upper case or all lower case letters, since this information may appear, just as you enter it, in official publications, and do not use accents or other special characters, subscripts, or superscripts as they may not be reproduced successfully. Be sure to indicate which author is the Correspondent by using the corresponding buttons.

Note that you may designate a co-author to be the corresponding author. However, there can be only one corresponding author per paper, and it is preferably the person who will present the paper at the symposium.

Finally enter a sort biography into the bottom text box that will be used by the session chair to introduce the presenter of the paper.

If you are satisfied with your entries, press the “ ..... continue to Step 6” button.

Please enter the Affiliations and Addresses (Company, Laboratory, University etc.) for the authors of your submission. Be sure to indicate which authors are affiliated with each institution by clicking on the corresponding buttons. Do not use all upper case or all lower case, since this information may appear, just as you enter it, in official publications, and do not use accents or other special characters, subscripts, or superscripts as they may not be reproduced successfully.

If you are satisfied with your entries, press the “ ..... continue to Step 7” button.

Use the “Browse...” button to identify the location of the PDFeXpress certified version of your final manuscript. Using the Browse... button assures that the correct location of the file is entered. The file name will then appear in the text box. Next, press the “Upload my file, create the official registration, and return my confirmation page” button and your file will be transmitted, your information will become official, and a confirmation web page will be returned to you. Please make sure your file size does not exceed the 1 MB limit. Do not quit your web browser or close the browser window. If your file is large, it may take some time to complete the upload.

If you successfully uploaded your manuscript PDF file, you should now be at the “IEEE Copyright Form …” screen. An e-mail confirming the receipt of your Final Manuscript will be sent to you automatically. Please note that the paper ID should be used for all future correspondence regarding this manuscript. You may wish to print this page for your records. At the bottom of the page you should see:

Remember, your submission is not complete until you complete the IEEE copyright assignment.

If you are satisfied with the Summary of your submission, press the “Transfer me to the IEEE Copyright site” button and follow the instructions.

The submission process should be self-explanatory. However, if after reading this documentation and the online help screens you are still having problems, support is available via e-mail at RWS2008-admin@mtt-tpms.org. Please be sure to read the available documentation before requesting help by email. If you encounter any technical problems in the use of this web site, please contact Jeff Pond at jpond@mtt-tpms.org

Updating a Previous Submission:
Updates to Previous Submissions will be accepted only prior to the final paper submission deadline of 4 November 2007.
Should you wish to update your previous submission, you will need to return to the Final Paper Submission Site, select “Update a Previous Submission” from the dropdown list and then press the Continue button. You will need to enter your Registration Key in order to identify your submission. In case you have lost your key, please refer to the confirmation email you received when the paper was accepted for presentation at the conference. It is not possible to make changes to your submission without this key. Your registration key will not change after updating your submission so please retain your existing key.

Withdrawing a Previous Submission:
NOTE: Withdrawing an accepted paper is strongly discouraged. It is our policy that if a paper must be removed after the final approval date for the CD-ROM (4 November 2007), it will be done at the author's and/or the sponsoring organization's expense.
Should you wish to withdraw your Final paper, you will need to return to the Final Paper Submission Site and select “Withdraw a Previous Submission” from the dropdown list and then press the Continue button. You will need to enter your Registration Key (not the Symposium Registration Number) in order to identify your submission. In case you have lost your key, please refer to the confirmation email received when the paper was initially submitted. It is not possible to withdraw your submission without this key.
A withdrawal only becomes official when you see the “Withdrawal of your Submission” screen. You may wish to print this page for your records. An e-mail confirming the successful withdrawal of your submission will be sent to you automatically. At the bottom of the page you should see:

Your withdrawal is complete.
You may now close this window, exit this web site, or quit your browser.

The distinguishing feature of conference papers, compared to journals, is that the author presents the material to the delegates who have an opportunity to ask questions. If it is not possible for an author to attend and present the paper then the paper should be withdrawn.

To assist authors in their preparation for the presentation, the Publications Committee has compiled the following guidance that may be useful.

Oral Presentations at the Symposium.

RWS2008 will be providing PCs with data projectors for all sessions. The preferred file format for the presentations is MS Power Point (or equivalent PDF). Please be sure to bring a copy of your presentation on a CD and/or on a USB drive (memory stick). Do not plan on bringing transparencies or 35mm slides since neither overhead projectors nor 35mm projectors will be available. You may wish to use the PowerPoint Template, located on the Author Information web page, to prepare your slides. Plan ahead, practice your presentation, and adhere strictly to the time constraints of your session. Note that a 20-minute talk should last for 17 minutes with 3 minutes allocated to questions. For 10-minute talk should last only for 8 minutes with 2 minutes allocated to short questions and answers.

Poster Session Presentations at the Symposium.

The Poster Session provides an opportunity for the presenter to engage in discussion with small groups of interested viewers. Be prepared to answer specific questions and to address details of your work. Software or hardware demonstrations are welcomed and encouraged (see below for further information).
Poster Space: A 2.4m wide x 1.2m tall (8 x 4 ft) board is assigned to each Poster Session paper. Pushpins will be provided to attach your material onto the poster boards.
Here are some guidelines to guide you in the preparation of your paper. While we hope that authors will embrace these guidelines, we also encourage everyone to make the best use of the available space as they see fit.

The title of your paper should appear in block letters which are 2.5 to 5 cm high (1-2 in, 110-220 point). The remaining text should be at least 1 to 2 cm high (0.4-0.8 in, 44-88 pt) to be easily legible to viewers who may stand as far as 2 meters (6½ ft) away. Each graph or chart should be at least 28 x 21 cm (11 x 8.5 in) with text that is also readable from 2 meters (6½ ft) away.
Plan on having an Introduction/Outline and a Summary/Conclusion clearly shown on your board. Catch the attention of the attendee with bullet lists, charts, figures, tables, equations, and photographs as applicable to highlight the important technical content of your paper.
The use of color graphics, and headline style phrases in bullet charts will help the audience to quickly see the theme and your intended message.
It is a good idea to sequentially number your posted material, or use arrows to indicate the flow of material. This will indicate to the viewer a logical progression through your presentation.
If applicable, the use of demonstration hardware and software, and audio-visual presentations will make your presentation more interesting to a wider audience. AC power (110V, 60Hz) will not be available unless you ask in advance! Contact the Poster Session Chairs as soon as possible if you required AC power for your presentation.
Strictly follow the above Poster Session schedule so that you can meet the Session Chairperson, find your assigned location and arrange your materials on the poster board. Authors must be available for discussion during the entire session from 3pm-5pm. The material should be removed promptly at the conclusion of the session.
It is very helpful to have paper copies of your written submission to the Symposium Digest available for visitors to take with them. Presenters often provide their business cards and solicit the cards of their visitors so they may correspond in the future.

Additional requests: Additional items required for your presentation (such as AC power) may also be made available at your board. These requests will be addressed on an individial basis. Email your request to either Poster Session Chair by 10 December, 2007
Special Needs: If you have special needs, let us know what your requirements are and we will look into the feasibility of providing these. Email your Special Need request to either Poster Session Chair by 10 December, 2007
For further information, contact the Poster Session Chairs at the email address provided below. We are looking forward to your contribution for a successful Poster Session!

The poster session chairs,
Jenshan Lin, jenshan@ieee.org
Clemens Ruppel, c.c.ruppel@ieee.org

Final Comments

The heart of the Radio and Wireless Week is the technical program where authors and delegates get together to exchange information and ideas. As authors, your contributions are vital and the RWS2008 Conference Committee thanks you for your support. Please follow these instructions carefully and completely to ensure that your submission will be properly included in the Conference CD-ROM and so that your valuable contribution can be presented in a clear and professional manner for the benefit of all.

Afshin S. Daryoush, Ph.D.
The RWS2008 Incorporating WAMICON, TPC Chair

Peter Hill, Ph.D. (Europe) and Abbas Jamalipour, Ph.D. (Asia-Pacific)
The RWS2008 Incorporating WAMICON, TPC Co-Chairs

RWS 2008 Final Manuscript Submission Instruction Detailed Version

Oral Presentations at the Symposium.

Poster Session Presentations at the Symposium.

Final Comments

RWS 2008
Final Manuscript Submission Instruction
Detailed Version