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General Instructions for Proceedings Volumes

General Instructions for Proceedings volumes

(If your volume has different requirements, contact Adrienne Gristci [email protected])

ACM will be the publisher; you may arrange for local printing and distribution of the hard copy if you wish it.

The following information should help you produce both print and electronic files conforming to ACM standards.

1. Any commercial quality printing you want is fine. Unless ACM is putting print copies into inventory for post-conference sales, the number of copies and the particular quality of paper is your call. But, if you do print, you should send four (4) copies of the printed proceedings to Adrienne Griscti as well.

2. Completion of copyright/release forms is required for all ACM Digital Library material. Copyright forms need to be reviewed and approved by ACM before you print. Contact Adrienne Griscti [email protected] (Craig Rodkin [email protected] for ICPS volumes) if you have any questions.

3. To help you produce the print in a familiar ACM style while at the same time providing us the files we need for the Digital Library, you can have the authors use the ACM Word or LaTeX style templates to prepare their articles. See:

Your authors should apply ACM Computing Classification categories and terms. The templates provide space for this indexing and point authors to the Computing Classification Scheme at:

You should examine the Classification Scheme yourself in some detail in order to give specific direction to your authors, suggesting which areas of the Scheme they should look at closely to find appropriate categories. (If you are having trouble finding appropriate categories and subject descriptors, contact Craig Rodkin [email protected]  for suggestions)

4. ACM will have an ISBN generated for your proceedings volume. Here is the Standard Copyright Statement. Together with a bibliographic strip containing the specific ISBN for your volume, it should appear at the bottom first page left column of each article:

"Permission to make digital or hard copies of all or part of this work for personal or classroom use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page. To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee.

Conference acronym 'YY, date, city [state, country]

Copyright © 200X ACM ISBN[or ISSN]/YY/MM... $10.00"


CHINZ '05, July 6-8, 2005 Auckland, NZ

Copyright © 2005 ACM 1-59593-036-1/05/07... $10.00"

5. Title Page Information.

  • a. The Title Page holds the normal citation information, displayed as you wish, such as:

    Proceedings of the 6th ACM SIGCHI New Zealand Chapter annual

    international conference on Computer-Human Interaction: Making CHI Natural

    2005, Auckland, New Zealand

    CHINZ ‘05

    Conference Chair: Dr. Beryl Plimmer

    Program Chair: Professor Mark Apperly

    Sponsors: The University of Auckland & the New Zealand Chapter of ACM SIGCHI

  • b. the verso of the Title Page should look something like chinz-05.doc

6. Once copyright forms are approved, an email will be sent to the conference organizers with the procedures for uploading the proceedings PDF files for Digital Library processing.

ACM wants the material to appear in the Digital Library on the day your conference begins. To accomplish this, we must have the files no later than three weeks before the conference, and preferable sooner, as we will need to have the metadata generated.

  • a. The files should be PDF.
  • b. They should have thumbnails and they should be optimized for fast web viewing.
  • c. They should have the copyright statement and bibliographic strip on the bottom of the first page left column.
  • d. If you are paginating the volume, paginate sequentially throughout the volume. If you are using article numbering, please contact Adrienne Griscti for details.
  • e. They should have Type 1 fonts (scalable), not Type 3 (bit-mapped).
    All fonts MUST be embedded within the PDF file.
    Any PDF that is not deposited with fonts embedded will need to be corrected. In order to help you through this process, we have created documentation on how to embed your fonts. Please download the ACM Digital Library optimal distiller settings file, ACM.joboptions.

    ACM cannot substitute font types, though. This really must be done in the source files before the Postscript or PDF is generated. If bit-mapped fonts are used, they will not necessarily display legibly in all PDF readers on all platforms, though they will print out fine.

  • f. They should be named using the ACM convention: sequence-firstauthorlastname.pdf

    For example, if you paginate the whole volume, use starting page number of each article. If not, then use the article number sequence of appearance in the Table of Contents.

    Example: if John Smith were the first author of the second article and it began on page 14, the file name would be: p14-smith.pdf. If the volume is not paginated, the file name would be a2-smith.pdf.

If you cannot provide the PDFs this way, we can take care of b and d for you, and also c, provided the authors have left the proper blank space. And if you provide Postscript, we can generate the PDFs for you.

Whatever additional post-processing work we have to do here on the files will add time.

7. We will also need a Table of Contents file with title, authors, and proper sequencing. If you are paginating the entire volume, we should have the page range for each article in the Table of Contents. If you are not paginating the entire volume, then we only need the proper sequence, Article 1, Article 2, ...Article N.

8. We will also need PDFs for any front matter or back matter you wish to appear in the Digital Library. If you print any Introduction or Preface or Acknowledgments, we can mount this in the Digital Library only if you supply a file containing this front matter. Back matter is usually less important. Occasionally there are indexes which cannot be readily duplicated with a Search. Supply a back matter file if you wish.

9. Supplements and/or Auxiliary Material

ACM calls extra files to be reviewed with the submitted paper “Supplements.” An example might be a proof that is too long to be included within the allotted number of pages but which is supplied as an online-only Appendix. Another example might be a program which is the actual subject matter of the paper, such as a TOMS paper and its supplemental algorithm. Supplements are an integral part of the paper and are published with it as such. Copyright Transfer of the paper applies as well to these integral Supplements. Checking Part I of the form transfers copyright on the paper and its Supplements.

ACM calls extra files which are not reviewed as part of the submitted paper but which an author supplies as an additional resource for the reader “Auxiliary Materials.” An example might be an extensive data set used in the research for the paper, or programs that were run on that data to derive the results. ACM will not take copyright to Auxiliary Material which is not reviewed and is not part of the formally published work. But ACM still needs permission from the owner to serve Auxiliary Materials and an agreement that the author is abiding by ACM terms when supplying the non-reviewed Auxiliary Material. Checking Part II of the form and saying YES to the terms grants ACM permission to serve the Auxiliary Materials.

In the event that an author is supplying both kinds of files, Supplements and Auxiliary Materials, they should be provided in separate zips and labeled as such - or A short readme file the author provides will appear in the DL along with each Supplement and/or Auxiliary Material describing the content and whatever requirements there are for using it.

10. Finally, we will need the number of articles submitted and the number accepted. We would also appreciate it if you could describe the review process applied as we are planning on capturing this kind of qualifying information some time in the future.

If you have any technical questions regarding this process, please contact Craig Rodkin

(mailto:[email protected]).