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Section 6.6 Production and Copyright of Proceedings (for Sponsored Conferences)

Conference Manual Section No. 6.6 Production and Copyrighting of Proceedings from ACM/SIG Sponsored Conferences

Conference Manual

Section No. 6.6


Production and Copyrighting of Proceedings from

ACM/SIG Sponsored Conferences


Author guidelines


Once papers have been accepted for the conference proceedings, the Program Chair must send to the authors, guidelines for preparing papers and an ACM Copyright Form. This can be done electronically. The Program Chair needs to notify Adrienne Griscti of the paper page limit, due date, name, address, e-mail, and telephone of the person collecting the papers. Adrienne will forward an electronic guidelines letter and copyright form with this information included to the Program Chair for distribution. A sample guidelines letter follows.
Please note that the guidelines letter will automatically include the standard ACM proceedings specifications and a pointer to the proceedings templates. These templates, available in Word, WordPerfect, and LaTex, are located at: http://www.acm.org/sigs/pubs/proceed/template.html. They have been created to assist authors with preparing camera-ready copy and to create a consistent look of ACM proceedings. These specifications and templates are not mandatory. Please advise Adrienne if your conference has their own requirements.

Preparation of Proceedings


As papers arrive from the authors, check for those which are not accompanied by a signed copyright form. Although the copyright form is sent electronically, authors must print out the form, sign, and send in with their paper. Faxes are acceptable. In those cases where there is more than one author, an original signature is required of the first named (assumed senior) author only. However, we assume all authors have been advised and have consented to the terms of this form.
The Program Chair is responsible for compiling the papers, typesetting the table of contents, author index, cover (or instructions for cover, including color preference) title page, committee listings, letters, and numbering the pages in pencil on the back of each page to correspond with the table of contents. ACM will typeset the copyright page and copyright strip on the first page of each paper.

The Program Chair must submit the following to Adrienne 8-10 weeks prior to the conference date for the printing and electronic publication of the proceedings.

  • Hardcopy of all front material (i.e. table of contents, title page, committee listings etc.) and papers, excluding copyright page.
  • Number of copies required by the conference.
  • Shipping instructions, including contact, address and telephone.
  • Any special requirements.


The Program Chair should contact Adrienne Griscti (griscti@acm.org) to schedule proceedings of international conferences, since a longer time frame will be needed.

If any art, photographs, or color printing is to be included in the proceedings, the Program Chair should contact Adrienne for further instructions.

Preparation of Electronic Copy for the ACM Digital Library


All ACM/SIG sponsored proceedings will be included in the ACM Digital Library. It is preferable for the conference to provide electronic copy of the proceedings in PDF or Postscript files. Instructions for the preparation of electronic copy for the ACM Digital Library are available from Adrienne. Please note that if your conference does not provide electronic files, the printed volume will be scanned and PDF documents will be created for inclusion in the ACM Digital Library.

Requirements for printing locally


If the proceedings are to be printed locally, the Program Chair is additionally responsible for the following:

  1. Copyright and ordering information on masthead page to appear on back of the title page. The ISBN #, ACM Order #, and number of copies for single copy sales will be determined by headquarters. You must contact Adrienne to obtain these numbers.
  2. Bibliographic strip and copyright paragraph to appear on the bottom of the first page of each paper (instructions follow). Please note the special instructions for government papers.
  1. Sending copies of the following to Adrienne for approval prior to transmitting the camera-ready copy to the local printer and for inclusion into the ACM Digital Library.
    • A. Cover
    • B. Title Page
    • C. Masthead Page (instructions follow)
    • D. Table of Contents
    • E. First page of each paper showing the copyright paragraph and bibliographic strip (instructions follow)
    • F. Copyright release form for each paper
  2. Delivering 6 copies of the published proceedings to ACM Headquarters, 2 of which will be used for copyright registration.


Copyright Page Sample (Back of Title Page)


The Association for Computing Machinery, Inc.
2 Penn Plaza, Suite 701
New York, NY 10121-0701

Copyright © 200X by the Association for Computing Machinery, Inc (ACM). Permission to make digital or hard copies of portions of this work for personal or classroom use is granted without fee provided that the 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. Copyrights for components of this work owned by others than ACM must be honored. Abstracting with credit is permitted.

To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee. Request permission to republish from: Publications Dept. ACM, Inc. Fax +1-212-869-0481 or E-mail permissions@acm.org.

For other copying of articles that carry a code at the bottom of the first or last page, copying is permitted provided that the per-copy fee indicated in the code is paid through the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923.

Notice to Past Authors of ACM-Published Articles
ACM intends to create a complete electronic archive of all articles and/or other material previously published by ACM. If you have written a work that was previously published by ACM in any journal or conference proceedings prior to 1978, or any SIG Newsletter at any time, and you do NOT want this work to appear in the ACM Digital Library, please inform permissions@acm.org, stating the title of the work, the author(s), and where and when published.

ACM ISBN:
Additional copies may be ordered prepaid from:

ACM Order Department
P.O. BOX 11405
Church Street Station
New York, NY 10286-1405
Phone: 1-800-342-6626
(U.S.A. and Canada)
+1-212-626-0500
(All other countries)
Fax: +1-212-944-1318
E-mail: acmhelp@acm.org

ACM Order Number:

Printed in the U.S.A.


*X represents the current year

Copyright Page of Proceedings


Copyright © 200X by the Association for Computing Machinery, Inc (ACM). Permission to make digital or hard copies of portions of this work for personal or classroom use is granted without fee provided that the 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. Copyrights for components of this work owned by others than ACM must be honored. Abstracting with credit is permitted.

To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee. Request permission to republish from: Publications Dept. ACM, Inc. Fax +1-212-869-0481 or E-mail permissions@acm.org.

For other copying of articles that carry a code at the bottom of the first or last page, copying is permitted provided that the per-copy fee indicated in the code is paid through the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923.

Copyright Paragraph for First Page of Each Paper


The ACM Copyright Paragraph must appear on the first page of each paper, except those authors who have signed in Box B (work for U.S. Government ) of the copyright form.

"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."

For Government Papers

Exception B: Government papers - ACM Copyright Form
(signed part B). Please check with the signing author to determine which of the following options applies. Note the addition of option #3.

Option #1. Government employee/authors (US and other)

"This paper is authored by an employee(s) of the [U.S.] Government and is in the public domain."

Note: The usual "government" bibliographic strip information applies here without copyright, e.g.

Journal or Conference name, date, city
ISBN 1-58113-xxx-x/yy/mm


Option #2. Government-affiliated authors (funded contractors or co-authors with goverment employees) Note: ACM copyright is evident in this case.

"(c) 200x Association for Computing Machinery. ACM acknowledges that this contribution was authored or co-authored by a contractor or affiliate of the [U.S.] Government. As such, the Government retains a nonexclusive, royalty-free right to publish or reproduce this article, or to allow others to do so, for Government purposes only."


The usual ACM bib strip w/ copyright notice also applies here, e.g.,

Conference name, date, city [state, country] (c) 200x ACM ISBN [or ISSN] /yy/mm...$5.00


Option #3. Foreign Government Holding Copyright

"This paper is co-authored by employees of [agency] and is copyright by the Government of [country]. Non- exclusive permission to copy and publish the paper is granted, provided that the authors and [agency] are clearly identified as its source."

(c) 200x [Govt. agency or Crown of __________]

BIBLIOGRAPHIC STRIP FOR TITLE PAGE OF EACH PAPER


© 200X ACM 0-00000-000-0/ 0X/ 0001 5.00




Fee to be paid by copiers



Month conference starts; Jan. (4 digits)


Year of proceedings (2 digits)


ISBN identification number obtained from ACM HQ


Statement that this paper is copyrighted by ACM and year published




SAMPLE GUIDELINES LETTER


Dear Author:
Enclosed please find the guidelines and pertinent information for submission of your paper(s).

Please note: It is of particular importance that you leave sufficient space in the lower left corner of the first column on the first page for ACM to fill in the copyright information. There is a -------------- page maximum on your paper.

Please submit camera-ready copy (produced on a high-resolution output device) of your manuscript on 8 1/2" x 11" paper following the proceedings format appended below. Proceedings templates to create camera-ready copy are available in Word, WordPerfect, and LaTex. These templates are located at: http://www.acm.org/sigs/pubs/proceed/template.html.

The enclosed ACM copyright form must be signed and returned with your paper. I caution you that ACM will not publish any paper that is not accompanied by a signed copyright form. In those cases where there is more than one author per paper, the first-named (assumed senior) author only must sign.

The full ACM Copyright policy, revised as of December 18, 1998, is available via http://beta.acm.org/publications/copyright_policy

Please Federal Express or mail your paper and signed copyright form so that it is received by (the name of the person who is receiving the papers) by -----------. The paper and signed copyright form should be sent to:

  • (Name of person receiving papers)
  • Full Address including Country
  • Telephone #
  • Fax #
  • Email address:


Please let me know if I can be of further assistance.

Sincerely,

Adrienne Griscti
ACM Program Coordinator

ACM Proceedings Specifications



Title: Centered 18 pt, Bold, Helvetica
Author, ACM Fellow: Centered 12 pt, Helvetica
Affiliation: Centered 10 pt, Helvetica
Email: Centered 12 pt, Helvetica
Abstract: Flush Left 12 pt, Bold, Times Roman
Section (heading 1): Flush Left 12 pt, Bold, Times Roman, numbered-ex: 1
Subsection (heading 2): Flush Left 12 pt, Bold, Times Roman, numbered-ex 1.2
Subsubsection (heading 3): Flush Left 11 pt, Italics, Times Roman, numbered-ex 1.2.3
Subsubsubsection (heading 4): Flush Left 11 pt, Italics, Times Roman, numbered- ex 1.2.3.4
Subsubsubsubsection (heading 5): Flush Left 11 pt, Italics, Times Roman, numbered-ex 1.2.3.4.5
Text: 2 column, justified, size of type 9 pt. space between lines 10 pt
Text Font: Times Roman
Column width: 3.33" (8.45 cm)
2 column gutter: .33"(.83 cm)
Top Margin: 1" (2.54 cm)
Right Margin: From edge .75" (1.9 cm)
Left Margin: From edge .75" (1.9 cm)
Bottom Margin: 1" (2.54 cm)
Copyright space on 1st page: lower left column 1.5" (3.81 cm)
Paragraph indentation: None, flush left, line space between paragraphs
Footnote/Citation: 9 pt, Times Roman
Bibliography/Reference: 9 pt. Use the standard CACM format for references, i.e., a numbered list at the end of the article, ordered alphabetically by first author, and referenced by number in brackets [2]. Reference number in brackets positioned as a negative indent.ext aligned .25" (.63 cm) in from margin, ragged-right margin.
Subsequent pages: For pages other than the first, start at the top margin and continue in double-column format.
Tables/Figures/Images: Placed in text as close to reference as possible. May extend across both columns to a maximum width of 7" (17.78 cm).
Captions:

9 pt, bold, Times Roman, numbered (ex. "Table 1." or "Figure 2."), and centered beneath each table, figure or image.