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

1. Once your event is approved by the ICPS Editor-in-Chief, ACM will have an ISBN generated for your proceedings volume and instructions sent to the contact(s) on the application form.

2.  ACM has an automated rights management form collection system for ACM published proceedings.  Accepted authors will be sent the ACM rights management form and complete instructions.  A weekly reminder will be sent to authors with outstanding forms. Reminders will be sent every week until four weeks before the conference/workshop. 

You will be sent a weekly status report listing the authors that have missing forms and a message when all of the forms have been submitted/approved.   All rights management forms must be submitted and approved four weeks prior to your conference/workshop.

After completing their rights management form, authors will be emailed the correct rights text and bibliographic strip to place within their paper. Please inform authors that they must enter the text into their paper.

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 email SPAM settings to allow emails from "rightsreview@acm.org"

Alongside the camera-ready PDF’s, you will be required to collect and submit the source files for each paper – all files which were used to create the final output (PDF), be they Word, LaTeX, image files, etc.  Submission of source files was always a requirement, albeit one that was hardly enforced in the past. In anticipation of serving both accessibility compliant PDF and responsive HTML5 formatted files from the ACM Digital Library, ACM is now enforcing this requirement.

ACM advises that all viable paper/front matter files be submitted by you three weeks before the first day of the event. This will ensure the timely inclusion of the proceedings in the ACM Digital Library.

The publication must not be distributed in any format until all rights management forms have been approved.

To initiate the automated rights management form system, ACM requires you to upload article metadata to the ACM eRights System. You can either:

  1. Obtain the XML metadata file from the Conference Management System (EasyChair, HotCRP, PCS, or LinkLings);
  2. Create the XML metadata file according to the DTD specifications (http://cms.acm.org/paperLoad/paperLoad.dtd). It might be easier to modify the sample XML file (http://cms.acm.org/paperLoad/paperLoadSAMPLE.xml); or
  3. Create a .csv file which contains a record for each publication entry you wish to have listed separately in the ACM Digital Library. ACM will phase the .csv file deposits out in 2018.

Missing entries in the metadata file or discrepancies in title or author names will delay publication of the materials in the ACM Digital Library. You must include all authors for each paper to be published in the uploaded metadata file.

Please complete the .csv file using the following specifications: 

"Paper Type","Title","Lead Author:Affiliation;Author2:Affiliation;Author3:Affiliation;etc.","Lead Author e-mail",”Author e-mail;Author e-mail"

Sample record:
"Full Paper","This is a Sample Title","Adrienne Griscti:Association for Computing Machinery;Craig Rodkin:Peace University;John Smith:Hunter Corp.","griscti@hq.acm.org",”rodkin@pu.edu;smith@hunter.com

Article titles must be in English.

Make sure to include the quotation marks within the .csv file as listed above.
Click here to download a sample .csv file

"Paper Type" : Please include one of the following paper types (only) for each of the submissions:

Extended Abstract
Full Paper
Invited Talk Abstract
Invited Talk Paper
Poster Paper (poster article that is 5 or more pages) 
Short Paper

"Title": Please include the paper title as it will appear in the proceedings.

"Author": Please list the lead author first, and include all contributing authors, separated by semicolons

"Lead Author email": Please provide the e-mail address for the lead author.  The lead author will be sent the rights management form and be asked to endorse the form on behalf of all contributing authors. 

"Additional Author emails": Please provide the e-mail address for all other authors separated by comma.

Associated links :  authors.acm.org/ 

**Please note that papers of 5 pages in length or longer are considered Full Papers.

By submitting the approved set of articles within the .csv file provided by you or your colleagues, ACM is committing to processing and publishing the proceedings in the ACM Digital Library. In exchange for ACM's commitment to publish, you are expected to pay the ICPS invoice in its entirety. Please note that, as of this time, no adjustments or 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.). Thank you for your understanding and cooperation.    

3. Once all authors have submitted their ACM eRights management forms, they will undergo a formal review process. Once the formal review is complete and all forms are approved, an email will be sent to the proceedings contact on record with instructions on how to upload proceedings materials (front/back matter (including ToC), author source files, and article PDFs collected from authors) for ACM Digital Library processing. Materials loaded prior to acceptance will be deleted from the system.

4.  NOTE: ACM is phasing out the existing authoring templates. All ICPS 
proceedings volumes must use the new ACM Primary Template by Spring 2017.

  • 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 Primary LaTeX or Word or LaTeX template to prepare their articles.
    • ACM has created a new Primary LaTeX and Word (Windows) template which updates and consolidates 8 individual Journal and Proceedings templates. (Mac Word template to be released shortly)

    • We are rolling the Primary templates out slowly to different ACM events. They are to be used in conjunction with the ACM e-Rights System and the ACM CCS 2012 Author Support Tool found in the ACM Digital Library (See instructions under “Generate CCS Codes” top right of http://dl.acm.org/ccs.cfm).

      The 2012 CCS is too deep and rich for authors to manually generate the proper non-printing CCS coding for the database and the coding for the abbreviated display in the finished document. When authors incorporate the code blocks generated by the ACM e-Rights system and by the CCS 2012 Author Support Tool in these the correct ACM Rights Statement and bibliographic strip automatically appear in the author’s paper along with the proper display of the CCS indexing terms chosen. (And a hidden block of XML encoding will also be incorporated in the source file for extraction use in the ACM Digital Library.)

      The new Primary proceedings template and CC2012 guide here: http://www.acm.org/publications/proceedings-template. Please make the necessary adjustments to your CFP and point your authors to this page and make them aware of the new authoring template; they need to use the sigconf format. If your authors have any problems with the templates, please have them contact ACM’s TeX support team at Aptara (acmtexsupport@aptaracorp.com). You will also need to collect the author’s source files and PDFs for ACM to process.

  • While papers may be submitted in the author's native language, ACM requires titles and abstracts be submitted in English; author(s) (including affiliations) submitted using the Roman Alphabet as opposed to Cyrillic, Chinese, or Arabic.
  • Please direct technical questions to: acmtexsupport@aptaracorp.com

5. You should examine the Classification Scheme (ACM CCS 2012 ) 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  for suggestions)

6. Image Representation of Article:

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. The caption length should be no more than 512 characters.

7. Logo for ACM Digital Library:

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

8. Title Page Information to be generated by organizers.

  • 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
    Sponsor(s): 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
  • c. Here is the Standard Copyright Statement that needs to be added to the verso of the title page:

    "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."

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

  • The files should be PDF.
  • They should be optimized for fast web viewing.
  • They should have the rights management statement and bibliographic strip on the bottom of the first page left column.
  • When paginating the volume, paginate sequentially throughout the volume. If you are using article numbering, number the articles sequentially as you wish them to appear in the Digital Library Table-of-Contents.
  • 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.

  • 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. If you provide postscript files, ACM can generate the PDFs for you.

We cannot substitute font types, though. This really must be done in the source files before the postscript or PDF file 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.

Additional post-processing work on submitted files will postpone publishing the material in the ACM Digital Library.

10. Additional files necessary for proper Digital Library listing

We will also need a Table of Contents file with title, authors, and proper sequencing. When paginating the 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.

We will also require PDFs for any front matter (sample) 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.

11. 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. Rights management of the paper applies as well to these integral Supplements. Checking Part I of the 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 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 - aux.zip or suppl.zip. 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.

12. ACM 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 at rodkin@acm.org.

Last Revised October 12, 2018 C. Rodkin

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