Preparing your Camera-Ready Submission

The instructions below pertain only to Academic Stream submitted via ConfTool that have been accepted for the conference following the peer-review process.
For Practitioner Stream contributions that have been accepted, there is no need to take the steps below to prepare a camera-ready submission. Please refer to the Practitioner Stream instructions for more information.
If you are preparing a submission that has yet to undergo peer review, please follow the instructions in the Academic Stream instructions instead.

 Important Note: Please make sure that you follow all the steps outlined below to prepare and submit your camera-ready paper or extended abstract for the IEEE Xplore® iLRN 2022 conference proceedings, otherwise your paper submission to IEEE will be delayed or removed. 

1. Reinstate any information previously removed for double-blind peer-review

This includes:

  • Author names, affiliations, and email addresses;
  • Citations of and references to the authors’ own publications;
  • Any identifiers appearing within figures that were obscured to conceal the identity of the author(s) and/or their institution(s);
  • Funding sources and other acknowledgements.

IMPORTANT: Please double-check that all the authors are included, that they are in the correct order, and that their names are correctly spelled. After the camera-ready documents are submitted to IEEE Xplore®, it will not be possible to change any of these details.


2. Address the reviewers’ feedback and proofread the paper to eliminate spelling, grammatical, punctuation, and other errors

Please revise your paper in light of the reviewers’ feedback, documenting in a separate document your changes and your response to each point raised by the reviewers and an indication of what action was taken as a result.

In Step 5 (below), you will be required to include the details on changes made as part of the Final Checklist form. The Final Checklist form along with your camera-ready paper is required for your contribution to be included in the proceedings.

Please perform thorough proofreading to ensure that your final paper is free of language and typographical errors prior to submission. Corrections after you submit your paper, won’t be accepted.

If you are an author from a non-English-speaking background, please obtain editorial assistance from a colleague who is a native English speaker and/or engage a commercial language editing service. IEEE has agreements with a number of such services to offer discounted rates to authors, but please note that you may use any service of your choosing.


3. Check the paper for compliance with IEEE style and referencing guidelines

  • If you are using the Microsoft Word® version of the template, please use a fresh copy of the template for reference to the instructions and examples that it contains, even if the original paper submitted for review was already prepared using the above Microsoft Word® template. Compare it side-by-side with your paper to make sure each element is formatted exactly as it should be.
  • If you are using the LaTeX version of the template, you must ensure the template’s “conference” mode is being used. Follow the instructions provided by the IEEE in the LaTeX Template Instructions file.  Also compare the sample conference paper file included in the ZIP LaTeX download (conference_101719.pdf) with the PDF output of your paper and to make sure each element is formatted exactly as it should be.
  • If you are using the Overleaf version of the template, make sure you follow the template as provided. For any doubt on formatting or referencing, follow the recommendations of the LaTeX template version.
Important Notes
  • The use of any other IEEE templates is not acceptable as there are subtle differences between other IEEE templates (e.g. journals, magazines) and the conference template, as that will affect the consistency in the appearance of contributions published in the proceedings.
  • Do not change the paper size (US Letter) or margins in the template. If your text goes beyond the allocated number of pages for your contribution (see page lengths below) please edit the content to fit in. Changing the paper size or margins will only delay the process of submission as you will be asked to restore the margins and edit your content.
  • The headers and footers must remain empty. (They should not contain page numbers or anything else!)
  • Formatting of the paper must be done using the predefined styles in the template, rather than manually. The paper must use all the predefined font styles, sizes, etc. as per the template.
  • Page lengths must fall within the stipulated page ranges for their relevant submission category (inclusive of any tables, figures, references, and appendices) as listed below:
    • Full paper: 6 to 8 pages
    • Short paper: 4 to 5 pages
    • Work-in-Progress paper (Academic poster): 2 to 3 pages
    • Doctoral Colloquium (DC) paper: 2 to 3 pages
    • Workshops/Special Sessions/Panel Sessions: 2 to 3 pages.
  • Basic examples of citations and references are included in the template. For more comprehensive information on citations and references, see the IEEE Reference Guide. Note that where there are conflicts between the template and the IEEE Reference Guide, the Reference Guide prevails.
  • Failure to remove template text from your paper may result in your paper not being published.

NOTE: If the paper does not adhere fully to the style/formatting and referencing/citation requirements, it may be REJECTED by IEEE for inclusion in Xplore®. Please check—and double or triple-check—that you have followed all of the instructions and examples in the template!


4. Add the required copyright notice to the paper

Insert the appropriate copyright clearance code notice in the footer of the first page of the paper only.

Most of the papers should use the copyright notice as follows:

978-1-7348995-2-8/22/$31.00 ©2022 Immersive Learning Research Network

The only exceptions are:

  • For papers in which all authors are employed by the US government, in which case 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:

978-1-7348995-2-8/22/$31.00 ©2022 Crown

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

978-1-7348995-2-8/22/$31.00 ©2022 European Union


5. Complete the camera-ready submission checklist

The Camera-Ready Submission Checklist and the Responses to Reviewers Form will need to be completed and uploaded to our conference submission system along with your camera-ready paper later, in step 6.

 

  • On the first page, add your Paper ID (the one you were given by our conference submission system -ConfTool- when you submitted your paper for peer review) and Title, and work your way through the checklist and ensure that each requirement has been fully met.

  • On the second page, complete the table to show how you have addressed each of the issues/concerns raised by the Program Chairs and reviewers in their feedback (which you should have documented in step 2)


6. Generate an IEEE Xplore-compliant PDF of your paper

To do so you must use PDF eXpress®. PDF eXpress® is a free service to IEEE conferences, allowing authors to produce IEEE Xplore-compatible PDFs (Conversion function) or to check PDFs that authors have produced themselves for IEEE Xplore® compatibility (PDF Check function).

 

  • First-time users should click on the link above and do the following:
  1. Select the New Users – Click Here link.
  2. Enter 55037X for the Conference ID, your email address, and a password
  3. Continue to enter information as prompted.
  4. An online confirmation will be displayed and an email confirmation will be sent verifying your account setup.
  • Previous users of PDF eXpress® or IEEE PDF eXpress® Plus need to follow the above steps, but should enter the same password that was used for previous conferences. Verify that your contact information is valid so you receive notifications of the paper conversion/validation process.
 STOP! Please ensure that you have completed all preceding steps, including thoroughly proofreading and checking the layout of manuscript, before proceeding beyond this point. 

Once you are logged in to PDF eXpress®, please upload either your paper source file(s) for conversion and/or PDF(s) for checking IEEE Xplore-compatibility.

  • If you upload a source file, you will receive the eXpress-generated PDF as an email attachment, and through your PDF eXpress® account. Review the PDF carefully to ensure that it displays as you intended.
  • If you upload a PDF file, you will receive an email stating that PDF passed or failed the check. In the case of failure, a PDF Check Report is attached to the email. You can click “Understanding the PDF Check Report” in PDF eXpress® for suggested remedial steps to take. Please correct the errors and resubmit it to the PDF eXpress® for validation. Repeat this process until your document passes the check.
Important Notes
  • When first accessing PDF eXpress®, you may be presented with a deadline for submitting your paper by a certain date. This deadline should be ignored, as is not the conference deadline for uploading your camera-ready submission. Please see the iLRN 2022 Important Dates page for the official conference deadlines.
  • Please go to the IEEE Publication Support Center for help accessing and using PDF eXpress®. Unfortunately, the iLRN Conference Organizing Committee cannot provide support or assistance in this regard as PDF eXpress® is controlled entirely by IEEE.

7. Complete and sign the copyright form

Download the copyright form, complete it and sign it. The copyright form is the document that allows us to publish your paper in the IEEE Xplore® and index it in other places. If you don’t complete this step we won’t be able to publish your paper.

a) Please make sure you add the title of your paper and include all the authors’ names.

b) Sign the document. If you do not work for the US or UK government sign the General Terms section only.

Important Notes
  • Please consider the environment—there is no need to print the copyright form! The form can and should be completed and signed electronically, and it is strongly recommended that you use Adobe Reader (free) for this purpose.
  • Mac users: Please do not use the Preview app since when it opens in a Windows machine signatures cannot be seen and this will delay (or even halt) the publication of your paper.
  • For the iLRN Publication Title section, enter the following: 2022 8th International Conference of the Immersive Learning Research Network (iLRN 2022)

8. Upload your camera-ready paper and accompanying files

Your final submission must be uploaded to our conference submission system (ConfTool), no later than the camera-ready deadline. Please see the iLRN 2022 Important Dates page for the official conference deadlines.

Your submission MUST consist of the following 4 files:

  1. Source version of your camera-ready paper (Microsoft Word®, LaTeX or Overleaf). If you used LaTex or Overleaf, please include all the files and folders used in a .zip file and upload this (include all .tex and .bib files, images used and related files). Failing in doing so will delay submission of your paper to the IEEE Xplore® repository.
  2. Your completed Camera-Ready Submission Checklist and the Responses to Reviewers Form (Step 5 of this list).
  3. PDF version of your camera-ready paper as generated by IEEE PDF eXpress® (Step 6 of this list)
  4. Your completed and signed Copyright Form (Step 7 of this list).

Please save your Camera-Ready Submission Checklist and the Responses to Reviewers Form and your signed Copyright Form together in a .zip file and upload them to the conference submission system (ConfTool).

Please note that camera-ready submissions cannot be accepted via email.

Important Notes
  • Ensure the title, abstract, and keywords entered on the submission form in the conference’s ConfTool submission system are EXACTLY as they appear in the PDF of your camera-ready paper. (Copy and paste from the Microsoft Word® or LaTeX source file—not the PDF—into the web form.) Be aware that if there are discrepancies, there may be problems when we attempt to submit your contribution to IEEE Xplore®.


Contact

  • For any questions related to the camera-ready submission process or any other publications related inquiry please contact [email protected]
  • For any other questions related to the iLRN 2022 conference please contact [email protected] or join our Discord channel to speak directly to our team
  • For general iLRN enquires please contact [email protected]