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

IEEE electronic Copyright form (eCf)

10Mar2019 Problems with "IEEE electronic Copyright form" (eCf) submissions

See the "Final paper submission (page)" link in the Menu at the top of this page for an update of current problems! These are listed towards the top of that linked web-page. Also the "IEEE electronic Copyright form (eCf) blog" link provides problems that authors have reported.

Many thanks to [Thomasz Cholewo < Lexmark USA>, Gustavo Oliveira <>, Hussein Abbass <>, Hao Li <>] for providing solutions for the [PDF eXpress, copyright, final paper] submissions!

Please try the suggested solutions, and if that doesn't work, email Chul Sung. Publications Chair. IJCNN2019 Budapest. IBM Watson. USA.

As stated by the IEEE (webpage inaccessible to public?) :

"...    Please note: If you do not complete a publication agreement with IEEE by means of signing and submitting an IEEE Copyright Form, your paper cannot be published by IEEE.

IEEE policy requires that prior to publication all authors or their employers must transfer to the IEEE in writing any copyright they hold for their individual papers. Transferring copyright is a necessary requirement for publication, except for material in the public domain or which is reprinted with permission from a previously published, copyrighted publication.

Upon transferring copyright to IEEE, authors and/or their companies have the right to post their IEEE-copyrighted material on their own servers without permission, provided that the server displays a prominent notice alerting readers to their obligations with respect to copyrighted material and that the posted work includes an IEEE copyright notice.

Authors are particularly encouraged to note the "Author Responsibilities" section of the IEEE Copyright Form, in which portions of IEEE PSPB Operations Manual, section 8.1.1.B (concerning statements in work published by IEEE are the expression of the authors) appear.    ..."

A [signed, accepted] eCf is one of :
Several pre-requisites are required BEFORE your final paper can be accepted! Check the menu items above for details :

To transfer the copyright of your paper to the IEEE:

  1. Download and print the appropriate online "IEEE electronic Copyright" (eCf) form via the your Paper Acceptance email. This will fill in the [paper ID, author names, paper title]. There are 3 different forms :
    1. normal forms for the vast majority of submissions, including academic institutions, companies
    2. forms where all authors are USA government employees
    3. forms where all authors are Crown government employees
  2. Get your organisational copyright specialist to sign the IEEE-eCf as approval for the transfer of copyright to the IEEE-CIS. For most universities, the co-authors may sign the eCf - but check to make sure that is the case.
  3. Submit the approved eCf form ELECTRONICALLY, as described by the copyright system when you downloaded the form. DO NOT send eCf forms to me by email!!
  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, contact : Chul Sung, Publications Chair, IBM. USA.
  5. See the "REMINDERS" section above for the full set of requirements for paper submissions, registration, etc so that you don't miss anything.

Special cases : Organisations for whom copyrights are non-transferable

In very rare cases (perhaps 2 or 3 for IJCNN conferences), the IEEE has worked out forms for individual corporations, but I don't know what the [qualifications, cost, time] are to do that. I suspect the lawyers don't work for free? Nor do I know if organisations must be "members of some sort" of the IEEE to use special (modified) copyright terms.
  1. Download and print the appropriate online "IEEE electronic Copyright" (eCf) form via the your Paper Acceptance email. This will fill in the [paper ID, author names, paper title].
  2. Forward this to your organisations Intellectual Property specialists for modifications. Typically the "Special Copyrights" are modifications of the standard eCf form as downloaded in the previous step. Your organisation's Intellectual Property lawyers will likely prepare the changes. It must be signed by someone in your organisation who is authorized to sign for your conference paper copyright and its Intellectual Property (IP - eg logos, tradmarks, etc).
  3. DO NOT submit the signed form electronically on via the conference paper submission system. Instead, email it to me, Chul Sung, Publications Chair, IBM. USA.
  4. I will submit your eCf form to an IEEE-Intellectual Property group contact, who should confirm acdeptance by email to you (cc to me). If you have NOT received an email confirmation from the IEEE or me within two weeks from when I forwarded your form to the IEEE IP group, please email me : Chul Sung, Publications Chair, IBM. USA.

Frequently Asked Questions (FAQs) The following selection from the IEEE Support Center FAQs may be of help, and you can click the preceding link for additonal help. Links are as of 01Oct2018, and change occasionally. I don't know if you have to be an IEEE member to access these pages (I haven't checked). As usual, it often is easier to web-search using [Duckduckgo, Google, Bing, etc] "IEEE FAQ and What graphic file formats are supported by the IEEE Graphics Analyzer Tool?" (as an example). Readers may find [better, really useful] IEEE FAQs, or if they have their own advice to add to this, please email your [links,comments] to me.

FAQ on the Electronic IEEE Copyright Form (eCF) - This FAQ document includes comments targeted to the Publications Chair, but authors may find some of the information to be informative. Selected comments appear below.
Open FAQs
Here are some open questions, for which responses have not yet been sought.
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.

REMINDERS : This Authors' Guide is specific to the IEEE conference paper system, and for the most part links to, or repeats, information that is COPYRIGHTED by the IEEE. Keep in mind that the IEEE processes something like 1,800 conferences per year, and delays exceeding a week are to be expected, with longer delays during high-activity parts of the year. So don't wait too long before starting each process!
Author preparations for the conference include (roughly in squence) :
  1. Initial submission of your paper to the IEEE paper review system.
  2. Receipt of an email paper acceptance notification from the Program Co-Chairs via the IEEE paper review system.
  3. Payment of the conference registration fee. At least one of the co-authors must be registered for the conference to present the paper.
  4. IEEE approval of a signed IEEE electronic Copyright form (eCf) (online submission)
  5. Submission and approval of a properly revised final paper.
  6. Travel visa approval, for citizens of countries required to do that by Hungary.
  7. ?What else have I forgotten? ...

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