ICPS Instructions

General Instructions for Proceedings volumes

ACM will be the publisher; you may arrange for local printing and distribution of the hard copy if you wish. If you decide to print, please mail four (4) copies to ACM for Library of Congress registration. Copies need to be mailed to the following address: 

Barbara Ryan - ACM Intellectual Property Rights Manager
Association for Computing Machinery
1601 Broadway, 10th Floor
New York, NY 10019-7434

The following information will assist you in producing both print and electronic files that conform to ACM standards.

  1. Once your event is approved by the ICPS Editor-in-Chief, an ISBN for your proceedings volume will be generated by ACM. This ISBN will be emailed to the contact(s) on your ICPS application form, along with important links that will help you collect rights from authors and submit materials for publication in the ACM Digital Library. Please set aside this email for easy reference.
  1. Rights capture is the crucial first step – until all your authors have completed rights forms, you will not be able to submit materials to ACM or distribute your publication in any format.

    To generate rights forms, you must upload your proceedings’ paper metadata to ACM’s automated e-Rights system. You can either:

    a. Obtain the ACM formatted XML or CSV metadata file from your Conference Management System (CMT, EasyChair, HotCRP, LinkLings, OpenConf, PCS, OTHER) ;

    b. Create the XML metadata file according to the DTD specifications. It may be easier to modify the sample XML file; or

    c. Create a .csv file which contains a record for each publication entry you wish to have listed separately in the ACM Digital Library. You must list all authors (enter initial letter capitalized and lower all other letters within a name; do not capitalize each letter) for each paper to be published. Failure to do so, will cause delays in publishing. Please be advised that ACM has implemented a new .csv format.

    ACM needs the following information for each author/article in your .csv file (please refer to the field definition and list of accepted paper types)

    proceedingID,event_tracking_number/theirnumber,paper_type,theTitle,prefix,first_name, middle_name,last_name,suffix,author_sequence_no,contact_author,ACM_profile_id, ACM_client_no,orcid,email,department_school_lab,institution/AFFILIATION,city, state_province,country,secondary_department_school_lab,secondary_institution, secondary_city,secondary_state_province,secondary_country,section_title,section_seq_no, published_article_number,start_page,end_page,article_seq_no ,art_submission_date,art_approval_date, source, abstract

    Click here to download the list of fields for the required in the .csv file
    Click here to download a sample .csv file

    Be sure to include the correct section and article sequence information in your .xml or .csv file. This ensures that your papers will be arranged in the ACM Digital Library in your desired sequence and sections (if applicable).

    Both the .csv and .xml upload links are in the email mentioned in #1. When your paper metadata has been uploaded to our system, you may email the e-Rights forms to your authors. A weekly reminder will be sent to authors with outstanding forms until four weeks before your conference/workshop. 

    You will be sent a weekly status report listing the authors that have outstanding forms and a message when all of the forms have been completed/approved. To ensure timely publication of your volume, all e-Rights forms must be submitted and approved four weeks prior to your event.

    In addition to these notifications, you will be provided with an introduction to The ACM Production System (TAPS) after you upload your paper metadata.

    As rights management emails are sent from an automated system, there is a chance that emails sent will wind up in SPAM folders. Please make sure that you and your authors set SPAM settings to allow emails from [email protected]
  2. ICPS fees are based on the number of articles in your .xml or .csv file. In exchange for ACM's commitment to publish your proceedings, you are expected to pay the ICPS invoice in its entirety. ICPS invoices will be issued and sent to the billing contact on record 72 hours after the last .xml or .csv file is loaded. Please note that, as of this time, no refunds can be issued for individual papers subsequently pulled from the proceedings for any reason (e.g. no-shows, fail to present, author requests for withdrawal from the published proceedings, etc.). The charges are described here: https://www.acm.org/publications/icps-series
  3. After completing their e-Rights form, authors will be emailed the complete rights text and bibliographic strip that must be added to their paper. Please be aware that there are different file preparation instructions for Word and LaTeX template users: https://www.acm.org/publications/authors/submissions

    ICPS authors must use the "sigconf" call when using the ACM LaTeX Authoring template: "\documentclass[sigconf, screen, review]{acmart}"

    In addition, please direct your authors to this page for the new proceedings templates: https://www.acm.org/publications/taps/word-template-workflow

    Questions regarding the ACM authoring templates MUST be referred to the ACM TeX support team at Aptara, at [email protected]
  4. Authors who have successfully completed their e-Rights forms will be instructed to upload their source files directly to The ACM Production System (TAPS). TAPS will generate output in PDF and HTML formats, which the authors will need to review and approve.
  5. As the organizer, you will need only to do the following: (1) monitor progress in TAPS, and (2) prod procrastinating authors to complete their ACM e-Rights forms, submit their source files to TAPS, and approve the output.
  1. While a paper may be published in the author's native language, ACM requires the title and abstract to be in English – or, at least, to have the English translations alongside the originals.

    Author names, affiliations, and references must be submitted using the Roman Alphabet (as opposed to Cyrillic, Chinese, Arabic, etc.).
  2. ACM invites authors to submit an image representation of their article. The image must be selected from the article body and can be any of the following: art, graphic, table, figures, etc. (Image files are to be as square as possible, 100x100 ppi and in .jpg format.)

    Authors must supply a caption with the image. It should not be longer than 512 characters.
  3. Supplements and/or auxiliary materials

    ACM calls extra files to be reviewed with the submitted paper “Supplements.” One example is 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 is a program which is the actual subject matter of the paper, such as a supplemental algorithm. Supplements are an integral part of the paper and are published with it as such. Rights management of the paper applies as well to these Supplements. Checking Part I of the e-Rights form transfers rights 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 for 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 e-Rights form and saying YES to the terms grants ACM permission to publish the Auxiliary Materials.

    In the event that an author is supplying both kinds of files, Supplements and Auxiliary Materials, they should be provided as instructed in the TAPS submission email they receive. A short “readme” file the author provides will appear in the ACMDL along with each Supplement and/or Auxiliary Material describing the content and whatever requirements there are for using it.
  4. ACM encourages you to submit an event logo for display in the ACM Digital Library. To view a sample of the a displayed logo, please click here.
  5. You are advised to submit any front and back matter files four (4) weeks before the start of your event. All of these must be in PDF format:
  • 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
Conference Chair: Dr. Beryl Plimmer
Program Chair: Professor Mark Apperly
Sponsor(s): The University of Auckland & the New Zealand Chapter of ACM SIGCHI

  • The Verso of the Title Page should look something like chinz-05.doc

    Here is the standard copyright statement that needs to be added to the Verso:

    "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."
  • Table of Contents and Sponsor/Committee/Reviewer Lists are mandatory components of your front matter, as it is used to confirm that your papers have been sequenced correctly.  We've provided a sample front matter file for you to use as a base for your event.
  • Cover page, Introductions, Prefaces, Acknowledgments, Indexes, etc., are all encouraged but optional.
  1. ACM will need the submitted/accepted counts for research articles. We would appreciate it if you could also describe the review process applied, as we are planning on capturing this kind of qualifying information some time in the future.
  2. It is ACM’s preference that a proceedings be available from the ACM Digital Library on the first day of the conference. To achieve this, authors must complete the TAPS submission and approval process at least four (4) weeks before that date.

    Delays in the author submission and approval process, or additional post-processing work on submitted files, will postpone publication in the ACM Digital Library.

If you have any technical questions regarding this process, please contact Craig Rodkin at [email protected].

Last Revised June 12, 2020 Craig Rodkin

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