Conference Guides Authors' Guide Publications Guide Publicity Guide Reviewers' Guide Sponsors' Guide
Authors & Publish
chair page, blog
Paper formatting
page, blog
Initial paper submission
chair, page, blog
Final paper submission
chair, page, blog
Problematic papers - corrections page, blog
Author [PDF,CrossCheck] tests page, blog IEEE PDF eXpress - paper format chair, page, blog IEEE electronic Copyright (eCf) chair, page, blog Attendee downloads of papers page, blog
Conference registration
page, blog
Travel visas to Hungary
page, blog
Conference presentations
page, blog
HELP contacts
WCCI2020, system
Non-Author actions Paper reviews - authors' perspective page, blog IEEE CrossCheck text similarity chair, page, blog IEEE Xplore web-publish chair, page, blog
IEEE Conference Application chair IEEE Letter of Acquisition chair IEEE Publication Form chair Software systems page
Conference Guides for [IEEE-CIS, INNS] conferences : Although this guide was initially set up for IJCNN2019, and was used for IEEE WCCI 2020, hopefully some of the basic information may still help [organising committee members, authors] up to 2023-2025 (assuming a half-life of links and process information of 3-5 years?). The Authors' and Publications menus have been combined, allowing authors to see the Publications Chair perspective as well. I am no longer keeping this up to date. Bill Howell, 11Dec2020

Blog : IEEE electronic Copyright form (eCf)

The "Authors' Guide Blogs" (see links in manu near top of page) are in an early draft form, and are being run on a trial basis. Comments are moderated by the Publications Chair before posting, so expect delays of at least a day or so before they appear. Note that emails have been edited - usually by [omitting salutations, endings], but also by omitting material not relevant to the "theme" under which the emails are placed below.

Table of Contents :

Solutions to upload copyright form

Subject: IJCNN2019 Budapest - IEEE [PDF eXpress, electronic Copyright form (eCf)] problems
Date: Mon, 11 Mar 2019 10:39:42 -0600
From: IJCNN2019_Budapest
To: ijcnn accepted authors list

Authors have been having trouble with the [IEEE PDF eXpress, electronic Copyright form (eCf)] submissions. One trick is to use conference numbers of [46175XP, 46175X] respectively for these submissions. More detail can be found at the links :
Also - Did you log in to the IEEE PDF eXpress site to create your own account? This is suggested in your paper acceptance letter and in the "Authors' Guide : IEEE PDF eXpress Plus" web-page (link above).
Apparently, if you take too long to do the eCf submission it may provide an error.

Many thanks to [Thomasz Cholewo , Gustavo Oliveira <>, Hussein Abbass <>, Hao Li <>] for providing solutions.

If you still have problems with these submissions, please email Chul Sung. Publications Chair. IJCNN2019 Budapest. IBM Watson. USA.
Mr. Bill Howell

Subject: RE: IJCNN2019 IEEE electronic Copyright form (eCf) submissions for papers [19140, 19437, 19631]
Date: Sun, 10 Mar 2019 16:20:16 +0000
From: Hussein Abbass
To: Bill Howell. Hussar. Alberta. Canada, cc others

Hi Bill,

The conference ID on the website is incorrect. The conference ID in the acceptance email is correct.
If you replace the ID on the website (39090X) with the ID on the acceptance email (46175), it should all work fine.

You may need to add a letter at the end of the conference ID (I can’t remember, but PDFxpress suggested adding something like PR or X). I believe the letter(s) to be added would be included in the information in the actual letter of acquisition from IEEE.

I hope it all works out well.

Problem - Can't upload copyright form

Subject: IJCNN2019 IEEE electronic Copyright form (eCf) submissions for papers[19140, 19437, 19631]
Date: Mon, 11 Mar 2019 14:14:38 +0800
From: lihao <>
To: Bill Howell. Hussar. Alberta. Canada

I also get an error page when I take a long time for the electronic completion of the copyright assignment process.
Finally, I successfully finish the process when I complete it quickly.
I guess that it is because of timeout.

Subject: Signed IEEE Copyright form for accepted paper ID #194
Date: Tue, 21 Feb 2017 01:18:06 +0000
From: V., Stephen J

I believe that I completed the IEEE copyright for my paper submission (ID #194) accepted for IJCNN 2017, but I was expecting to be able to upload a physically signed copy from our own legal department. Unfortunately, this did not happen. I am attaching a copy of our IEEE copyright form signed by myself as suggested in the IJCNN 2017 Guidelines for Final Paper Submission web-link, where it says if all else fails please email completed forms to you (under 3.3). I hope this does not cause you a great deal of trouble, but could you use the attached copyright form in place of what was entered by me on the online submission for IEEE copyright?

Another author who was having trouble commented that "... The system did not ask for the actual copyright and closed the browser window. ...".

Subject: RE: IEEE copyright for IJCNN 2019 paper PID-5815197
Date: Tue, 12 Mar 2019 11:58:25 +0000
From: Valdes, Julio <>
To: Bill Howell. Hussar. Alberta. Canada
CC: Chul Sung. Publications Chair. IJCNN2019 Budapest. IBM Watson. USA Tapping, Ken Tapping <>, Ljubomir Nikolic. Computational Physicist. Geomag Lab. NRCC. Ottawa <>

It is not possible to submit the IEEE eCf electronically because the submission page gives you only one chance for sending the final version of your accepted paper and the submission of the IEEE eCf is the final step of that process.

In my case, the paper submission step was successful, but the system failed when submitting the IEEE eCf. Since the system allows only one paper submission, there is no way to send the IEEE eCf using the link given within the paper acceptance email. If there is a link to a website where I could send the IEEE eCf, please let me know, as I found none.

What I have done is to follow the indications provided here (, where it reads:

To transfer the copyright of your paper to the IEEE:

4. An approved eCf is one of the REQUIREMENTS before your paper can be finally accepted for the conference. If you DON'T get a confirmation within two weeks from the date you submitted it, or if you have trouble, email to me : Chul Sung, Publications Chair, IBM. USA.

That is, I sent an email to Dr. Sung including the IEEE eCf for my paper PID-5815197.

It is very unfortunate that the IJCNN 2019 has been affected by this problem. It is the first time that I experience anything like this.

Special copyright - US government example #1

Subject: IJCNN Copyright form, Paper Number 395
Date: Tue, 14 Feb 2017 18:36:25 +0000
From: S., Catherine <>

Hi Bill,

I have attached the IEEE copyright form for the IJCNN paper 395. This copyright form has been edited slightly to adhere to the restrictions required by the U.S. Department of Energy and my organization, Oak Ridge National Laboratory. This amended copyright form has been accepted by IEEE in the past.

Please let me know if you need any additional information for this copyright form. ​

Thank you very much!

Best wishes,
Catherine S.

Special copyright - US government example #2

Subject: RE: IJCNN2017 Special copyright terms and conditions
Date: Mon, 20 Feb 2017 09:06:00 -0700
From: Bill Howell. Hussar. Alberta. Canada
To: IEEE Intellectual Property Rights group. Piscataway. NJ. USA

Correcting my email of yesterday (see below), there were TWO papers with Catherine S. as co-author that requested special terms and conditions for the copyright. I am attaching both.

Mr. Bill Howell
P.O. Box 299, Hussar, Alberta, T0J1S0
member - International Neural Network Society (INNS), IEEE Computational Intelligence Society (IEEE-CIS)
IJCNN2017 Anchorage Publications Chair, mass emails,

Subject: IJCNN2017 Special copyright terms and conditions
Date: Sun, 19 Feb 2017 20:35:34 -0700
From: Bill Howell. Hussar. Alberta. Canada
To: IEEE Intellectual Property Rights group. Piscataway. NJ. USA

So far, two papers for have requested special terms & conditions for their copyright forms. I've pasted contact emails below :

These are co-authors of the same paper - the email below specifies the intended changes :
Antonio P. CompanyX. NJ. USA
Robert A M. CompanyX. NJ. . Annandale. NJ. USA

I've attached the pdf copyright form as provided by the co-authors of the second paper :
Catherine S.
Aleksander K.

I assume that these must be handled directly by you, but let me know if I must do anything else.

Mr. Bill Howell

IJCNN2017 Special copyright terms and conditions
Response By Email (Anthony) (02/23/2017 03:30 PM)

Dear Bill,

This form is acceptable. It is typically used by employees who have government contracts, and so have conditions related to the reuse of their work that they want to include in the copyright transfer. This is fine.

Best regards
(IEEE Intellectual Property group)

From: Bill Howell. Hussar. Alberta. Canada []
Sent: Thursday, February 23, 2017 5:20 PM
To: Catherine S. ; Aleksander K. ; S., Michael Reed ; V., Stephen J
Subject: [EXTERNAL] RE: IJCNN2017 papers #395,896 and 194,818 Special copyright terms and conditions [Reference #: 170219-000263]

Below is the confirmation from Anthony venGraitis of IEEE Intellectual Property Rights group, that your copyright forms are fine, although he did not make specific references to the Sandia pdfs (Anthony's response was to my first or second support request only). I have the files and will include them with others that [would,could] not be submitted electronically, the whole package going to IEEE IPR.

Papers #194,818 : There is one issue that I should have commented on before - Your form is missing the [paper title, list of authors, Publication title = "2017 International Joint Conference on Neural Networks (IJCNN)"] . It should be easy to write those on the signed forms (by hand is sufficient), scan and send to me. Other than that - your changes are very similar to the Oak Ridge changes.

Note that for reasons of confidentiality, I have removed references from the emails below to the other papers with special terms and conditions.

You may still get warnings from the IJCNN2017 General Co-Chairs about not having submitted your copyright form - this will be a result of the current limitations with the eCf data access that I have, and the "blanket emailing" that results.

Mr. Bill Howell

Special copyright issue - corporate example #1

Subject: IEEE Copyright Form and IEEE CrossCheck Notification: 2019 International Joint Conference on Neural Networks (IJCNN) - #46175
Date: Fri, 28 Sep 2018 15:38:02 -0400
CC: IJCNN2019 General Co-Chairs,

Dear Bill Howell:

Thank you for successfully submitting the IEEE Conference Publication Form for your conference.

As you begin your work on the creation of your conference publication, we would like to highlight two important aspects of this process. IEEE policy requires that all accepted papers must be checked for plagiarism. This can be accomplished through the IEEE CrossCheck Portal if copyright is owned by IEEE. As a reminder, all authors of accepted papers must transfer copyright to IEEE by utilizing the electronic IEEE Copyright Form(eCF) (see IEEE Copyright Policy). You will be contacted concerning next steps in the copyright registration process.

These two independent tools effectively and efficiently transfer copyright and provide plagiarism checking for your conference papers.

IEEE is ready to help! If there is anything you need at any point during your conference lifecycle, IEEE MCE is available to assist you. Please be sure to include your Conference Title and Conference Record Number in any communications. If you have any questions or problems related to the eCF or CrossCheck, please contact the IPR Office at the address below.

Best regards,
IEEE Intellectual Property Rights
445 Hoes Lane
Piscataway, NJ 08855
(732) 562-3966

Special copyright - corporate#2

Subject: RESPONSE REQUIRED: about copyright release form for IJCNN paper 598
Date: Fri, 17 Feb 2017 20:41:14 +0000
From: P., Antonio
CC: M., Robert A


I am the author for paper 598 accepted for publication at the 2017 IJCNN (International Joint Conference on Neural Networks) in Anchorage, AK. Our company requires two changes to the standard IEEE copyright release form prior to signing.

1. Removal of the indemnity provision. (Second item under the general terms: "The undersigned agrees to indemnify…")
2. Acceptance of the following addendum.

Addendum A

* Retained Rights - Notwithstanding anything to the contrary, "EMRE" retains the non-exclusive rights to reproduce all copyrighted material covered by this Transfer and to include said material in publications distributed by or on behalf of EMRE, but not for resale to non-affiliated companies. In addition, EMRE retains the non-exclusive rights to prepare derivative works based upon said material, to reproduce such derivative works, and to authorize the publication of such derivative works provided all such use does not imply the endorsement of your organization, and provided that credit is given to the Journal. EMRE may extend such retained rights to its affiliated company, CompanyY, a corporation of zzz, and to each company that said xxx now or hereafter owns or controls, directly or indirectly, fifty percent (50%) or more of the stock having the right to vote for or appoint directors thereof. In the event that there is any conflict between the provisions of the exclusive journal publishing agreement and the retained rights as set forth in this Addendum, this Addendum shall govern.

As the conference publications chair, please reply to this email to let us know if these changes are acceptable. Thank you.

Antonio P.
Data Analytics and Optimization
Corporate Strategic Research