CHAIR HOW-TO: Manage IEEE Copyright

OVERVIEW

CMT has built in support for submitting the IEEE copyright form. If configured, Authors will be redirected to the IEEE eCF site to submit the copyright form. After filling out the IEEE copyright form on eCF site, Authors will need to download the form and upload it into CMT. The copyright forms can later be downloaded by the Chairs/Proceeding Editors.
The eCF is only for the Camera-Ready phase of the conference.

REGISTER WITH IEEE

If the conference is to use the IEEE eCF Copyright transfer, it must be registered with IEEE beforehand.

The Chairs will receive an email which will include the 5-digit ID and Publication Title. This information needs to be entered in the Camera-Ready setting in the CMT conference.

MULTI-TRACK CONFERENCE

In a MULTI-TRACK conference, the information in the email from IEEE must be entered EXACTLY THE SAME in ALL TRACKS.

PUBLICATION TITLE

The Publication Title must be entered EXACTLY as it is on the eCF form that was emailed to the Chairs or there WILL BE errors later.

Note

If this is a multi-track conference, do this for all tracks that are to have the eCF Copyright.

eCF

For example, say the Publication Title is 'My Great Conference 2025'. It must be entered exactly like that:

eCF

If it were entered as '2025 My Great Conference,' there will be errors when authors go to submit their eCF. This is INCORRECT; Authors will get errors when submitting. Click here for more on eCF errors:

eCF

CAMERA-READY SETTINGS

Note

If this is a multi-track conference, a track must be selected first. All information entered must be the same in all tracks.

  • Go to Settings>Features>Camera Ready and scroll to IEEE Copyright Requirement. Enter the Publication title, the 5-digit Conference ID and enable the 'IEEE Copyright Form Registration Required' checkbox.

eCF

CAMERA-READY TIMELINE

When in the Camera-Ready phase of the conference, set the Timeline (Deadline) must to 'enabled' with future dates. Do this for every track.

eCF

Note

Click here for full instructions on enabling Camera-Ready.

WHAT THE AUTHOR SEES

When enabled, the Author will see a link to submit the copyright form.

eCF

The IEEE Copyright Form Submission page opens. You must read the instructions before proceeding:

You need to go to the IEEE Copyright Web Site to submit IEEE Copyright Form. Upon completion, there is an option to download the completed IEEE Copyright Form in PDF. Make sure to download a copy of the completed form. When you are finished, you will be redirected back to Author Console.

Once you have the file, you may either drag and drop the file into the dotted region or click ‘Upload from Computer’ to upload the file that way. Then click ‘Save.’

Note

Click here for full instructions on an Author submitting the Camera-Ready files.

eCF

ERROR CODE

IMPORTANT

If you receive a 4-digit error code, click here for the IEEE support site and enter the 4-digit code to find out how to rectify your issue.

eCF

The IEEE support site gives the contact email and what information is needed.

From the IEEE support site:
If the code is entered correctly, you must contact the IPR Office at
**ecopyright@ieee.org**, and provide the following details:

  1. Publication title
  2. Source code
  3. Submission URL
  4. Error code

CHAIR CONSOLE

  • Download the Copyright FIles from the Chair Console by clicking Actions>Download Copyright FIles

eCF

PROCEEDING EDITOR CONSOLE

Note

This can only be viewed with the role of Proceeding Editor.

The column 'Copyright Form Posted?' has this information at a quick glance. It can also be sorted.

eCF

The Camera-Ready and eCF Cheat Sheet is also a good, quick resource.