Part 3: Preparation and Submission of Conference Technical Papers

(Part 3 last revised October 2012)

MOST SUBMISSIONS OF CONFERENCE TECHNICAL PAPERS ARE MADE VIA THE WEB. SEE THE PES WEB SITE FOR DETAILS FOR SPECIFIC CONFERENCES. SEE BELOW FOR ELECTRONIC FILE REQUIREMENTS.

In order for a PES conference technical paper to be reviewed for possible publication, it must be submitted in the appropriate manner. This part of the Author’s Kit will provide submission requirements for the following works submitted for presentation at any PES meeting and publication in any PES Meeting Proceedings (Part 4b of the Author’s Kit will provide formatting requirements):

  • Conference papers (on-line submission)
  • Summaries of Tutorials (mail-in submission).

Deadlines for PES General Meetings will also be provided. Please see specific Calls for Papers for deadlines of meetings other than PES General Meetings.

PES policy allows papers presented at PES conferences to be submitted for its journals after upgrading with new and additional content. The policy requires that for a PES conference paper to be considered for a journal publication it must have at least 40% new content reflecting new data, experimental results, analysis, conclusions, etc. They are expected to comply with the IEEE policy regarding plagiarism as stated below under “Submission Information.”


Technical Work Preparation

Basic guidelines for preparing technical works for Power & Energy Society conferences are provided in Part 4b of the Author’s Kit. Information is given regarding desktop publishing format, type sizes, and typefaces. Style rules are provided that explain how to handle equations, units, figures, tables, references, abbreviations, and acronyms. Sections are also devoted to the preparation of acknowledgments, and references. An example of the desired layout for Conference papers is provided in PDF format and as a Microsoft Word template.

Conference papers are limited to five pages including any references, attributions, figures, tables, etc.

The name and affiliation (including city and country) of each author must appear on the paper.


Electronic File Requirements

1. See the specific conference submission site for a list of acceptable word processing programs to use to compose your paper.

2. DO NOT use any security (including passwords) on your file.

3. Fonts

  • All fonts must be embedded and subsetted. This includes the base fonts. (See your software’s “Help” section if you do not know how to embed fonts.)
  • Use fonts that permit embedding and subsetting in PDF files.
  • Some TrueType fonts do not permit embedding and subsetting. If such a font has been used, substitute a similar font that allows embedding and subsetting. See the specific conference submission site for a list of preferred fonts.
  • If using graphics applications, do not embed the fonts.

4. Graphics

  • The graphics must have the correct resolution. That is, 600 dpi for monochrome, 300 dpi for grayscale, and 300 dpi for color.
  • It is best to insert the graphic rather than paste it in.
  • Links to graphics should be avoided whenever possible.
  • Avoid using the clipboard.

These requirements must be met in order for accepted documents to be archived in IEEE Xplore®.


Submission Information

IEEE Policy Regarding Plagiarism

Authors are expected to comply with the IEEE policy regarding plagiarism as stated below:

6.4 PUBLICATIONS STANDARDS POLICY AND PRINCIPLES FOR AUTHORS, REFEREES, AND EDITORS

6.4.1 PUBLICATION PRINCIPLES

B. Responsibilities of Manuscript Authors

f) IEEE defines plagiarism as the use of someone else’s prior ideas, processes, results, or words without explicitly acknowledging the original author and source. Plagiarism in any form is unacceptable and is considered a serious breach of professional conduct, with potentially severe ethical and legal consequences. The PSPB Operations Manual provides detailed guidelines for 1) handling allegations of plagiarism, 2) applying appropriate corrective actions when findings of plagiarism have been reached, and 3) referencing previously published material.

h) Except as indicated in Section 6.3.4 (Multiple Publication of Original Technical Material in IEEE Periodicals), authors should only submit original work that has neither appeared elsewhere for publication, nor which is under review for another refereed publication. If authors have used their own previously published work(s) as a basis for a new submission, they are required to cite the previous work(s) and very briefly indicate how the new submission offers substantively novel contributions beyond those of the previously published work(s).

In addition to the sanctions applied by IEEE, if an author is found to have committed plagiarism PES imposes the following sanction:

Starting in January 2009, individuals whose names are placed on the IEEE Prohibited Author List will not be allowed to organize or lead any PES sponsored activities such as invited conference sessions, distinguished lectureship, editorship of PES publications, paper reviewer for PES etc.


Submission Requirements for Conference Paper Authors

Please be certain to comply with published submission deadlines. All applicable material must be submitted as a package.

  • See the PES web site for details for specific conferences.
  • You will be required to complete the IEEE Electronic Copyright Form at the time of submission.
  • If your paper is accepted, you will be required to pay the appropriate meeting registration fee (fees are waived or reduced for IEEE Life Members and IEEE Student Members only). Your paper will not be scheduled or printed in the Proceedings unless the fee, if required, is paid.


Submission Deadlines for PES General Meetings

The following deadlines pertain to PES General Meetings only. Please consult the Calls for Papers for specifics about other meetings.

Deadlines for Conference Papers for
Future PES General Meetings

Activity Last Date
Review site opens 38 weeks out
Authors upload papers to designated review site by
date shown
34 weeks out
Authors notified of acceptance or required changes to
their papers
26 weeks out
Authors upload revised papers, if required, by date shown 23 weeks out
Specific session information will be available when the Advance Program
is posted on the PES web site
8 weeks out