How to Prepare Your Final Paper

All authors must submit their final version of camera-ready papers electronically in PDF format through the PaperPlaza system no later than October 26, 2021 23:59:59 PST.

The final version of the paper must essentially be the same as the draft we accepted, but it must reflect the advice from the Editorial Board and the reviewers. You may not add or remove material except as requested by the reviewers. It is unethical to shorten or otherwise alter the final version in ways that make it significantly different from what was reviewed and accepted.

For papers to appear in the IEEE Xplore ICAR 2021 Proceedings, 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 100 EUR per page.

At least one author of each paper must be registered for the conference. One registration covers one paper.

Papers in the fields of robotics and of bionics applied to medicine will be considered for publication in a special issue of the IEEE Transactions on Medical Robotics and Bionics.

Step-By-Step Guidelines to Submit Your Final Paper

Step 1

Prepare your final paper using the available Format Guidelines – LaTex Template – MS Word Template and following these paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. If your paper is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper. 

Step 2

Check that the names of all authors and their order is identical in the PaperPlaza submission system, the paper, the summary slide, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, that is, use Firstname Lastname in all instances, and do not use FIRSTNAME LASTNAME anywhere. Please verify that author names are updated in their PaperPlaza accounts before the final submission information is completed. 

Step 3

Please prepare one PowerPoint slide (and only one) that summarizes your paper. You must only use the ICAR2021-Digest.potx. Please do not change the template and keep fonts and font sizes as prepared in the template.

Step 4

If your paper is accompanied by a short video (max. 20 MB), please do not use special codecs (coders/decoders) to provide as much portability across platforms as possible. Accepted video contributions will be included in the conference proceedings and in IEEE Xplore. There, the video will appear as an enhanced object next to the PDF of the summarizing text (a sort of short paper).

Step 4 continued

VIDEO ATTACHMENT – If your paper features a video attachment, please prepare the following two plain text files:
• Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
• ReadMe.txt file (max 10 KB). This file must include the following sections:
– Description: An overall description of the objects and what the audience can expect to gain by downloading them …

Step 4 continued

– Player Information: Provide the minimum version of the player software that is required to play the submitted files. Include the name of the software, the version number, and any special requirements for the player;
– Contact Information: The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both above files should be in plain text format and have a .txt extension. They are needed by IEEE to include the video in IEEE Xplore.

Step 5

Update the final submission information (title, author list, number of pages, abstract, copyright) in PaperPlaza. To process the copyright transfer for each contribution, follow the Transfer Copyright link, and you will be taken to the IEEE copyright transfer site (IEEE eCF) in a new window. Follow the steps as described on IEEE eCF pages and make sure that the paper title and author list are correct before you perform the copyright transfer. Once the copyright has been transferred, you cannot update it via PaperPlaza, instead you must contact IEEE directly by emailing:

Step 6

REGISTER for the conference, indicating the paper number and any extra pages, through the author registration site.

Step 7

Upload the following files in PaperPlaza:
• A PDF file of your paper (max 12 MB);
• A single summary PowerPoint slide (max 10 MB) based on the Step 3 instructions and ICAR2021-Digest.pptx template;
• and if applicable, a video (max 20 MB) plus a Summary.txt and ReadMe.txt files accompanying your paper (cf. Step 4).
Again, congratulations on your submission acceptance! May your final submission go smoothly and we look forward to it.

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