Final Submission Instructions

Please note the following important dates:

  • Camera Ready/Final paper submission: October 18, 2019

Note: If after reading all instructions, you still have questions, please contact

1. Formatting Instructions

Please format your final paper as a PDF file in the following formats which include the copyright notice:



(same as the submission format but include now information about authors and affiliations). Papers can be up to 6 pages in length. Use the A4 format. DO NOT use the US Letter format and do not paginate your paper.

You have already received the comments by the reviewers in the notification email. Please take them carefully into account when preparing your camera-ready paper for the proceedings.

2. Copyright Notice

Before submitting your paper, make sure you have added the correct copyright notice at the bottom of the first page of your source document. PLEASE ADD the appropriate copyright notice to your paper.

Note that the copyright notice may differ depending on the authorship. Please select the appropriate copyright notice to add to your manuscript based on the criteria below:

For papers in which all authors are employed by the US government, the copyright notice is:

U.S. Government work not protected by U.S. copyright

For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is:

978-1-7281-3764-3/19/$31.00 ©2019 Crown

For papers in which all authors are employed by the European Union, the copyright notice is:

978-1-7281-3764-3/19/$31.00 ©2019 European Union

For all other papers the copyright notice is:

978-1-7281-3764-3/19/$31.00 ©2019 IEEE

Please, use the  appropriate copyright notice to add to your manuscript according to these instructions. If necessary contact Omar Aguirre at

3. PDF eXpress Plus Online File Conversion/PDF Validation Tool

All papers submitted for publication must meet the IEEE standards. Access to PDF eXpress Plus site, the IEEE’s online file conversion/PDF validation tool, will assist authors in preparing suitable electronic files of their final papers. PDF eXpress Plus helps authors convert their papers into IEEEXplore compatible PDF files (conversion function) or to check their own PDF files for IEEEXplore compatibility (PDF validation function).

Important: After using PDF eXpress Plus, you will still need to submit the IEEEXplore compatible PDF file of your final paper later in this publication submission process.

Go to and follow the instructions.
Conference ID: 48019XP

If you create your own PDF file, please change the setting on your PDF distiller to ensure your paper meets IEEE PDF specifications. Basic PDF distiller settings MUST be changed to:

o Optimized,
o Acrobat 5.0 compatibility,
o ALL graphics at least 300 dpi resolution (higher if preferred),
o ALL fonts MUST be embedded and subset,
o Postscript settings DO NOT override distiller settings

IMPORTANT: Authors must check their final PDF files before submission to verify that all fonts have been properly embedded and subset. Some font manufacturers now flag their fonts to not embed. These fonts must be avoided.

If you would like to submit your source file to PDF eXpress Plus for conversion and validation, PDF eXpress Plus converts the following file types to PDF:
o Postscript
o Microsoft Word
o Freelance
o PageMaker
o FrameMaker
o Word Pro
o WordPerfect
o QuarkXpress*
o Rich Text Format
o (La)TeX (DVI and all support files required)*

* For documents created in formats that do not embed source files, include all support files with the final manuscript in a compressed archive for submission. If it is possible to embed images in the source document, you should do so to avoid potential issues, such as missing graphics.

You will receive an email with your checked pdf or IEEE pdf eXpress-converted PDF attached. If you submitted a pdf for checking, the email will show if your file passed or failed. In case you submitted a pdf file that failed the check, please address the required issue and submit a new file for checking

IMPORTANT: Any changes made to a PDF after IEEE PDF eXpress Plus conversion or PDF checking may invalidate Xplore compatibility. This includes headers, page numbers, copyright notice, watermarks, etc. If any of these elements are desired, they should be added to the document before a PDF is created.

All PDFs to be included in IEEE Xplore (e.g. title page, copyright page, author index, etc.) should be validated through PDF eXpress for Xplore compatibility.

4. Final Paper PDF File Submission

Submit your paper through PDF eXpress Plus:  when you are happy with the PDF file, click on the “approve for collection” link.

The certified acceptable file you receive from PDF eXpress will be given a filename in the form PID123456.pdf. You should rename this exact file to conform to the following naming convention: lastname-paperID.pdf, where lastname is the last name of the first author, and paperID is the ETCM 2019 paper ID assigned to the submission.

Deadline for Revised Paper Submission: Friday 18th of October. This is a hard deadline for revised papers to be included in the ETCM 2019 Proceedings on ieeeXplore.

5. Submitting a Copyright Release Form

All authors must to submit the copyright of their papers to IEEE in order to have their papers included in the ETCM 2019 program and conference proceedings. The authors must obtain all clearances related to the publication.

IEEE ETCM 2019 will handle electronic copyright release forms, please follow this link to submit your Copyright

6. Register for the Conference

To be published in the ETCM 2019 Conference Proceedings, an author of an accepted paper is required to register at the regular registration rate and must present the paper at the conference.

ETCM 2019 Registration Link