Final Paper Submission

Authors must submit their final version of camera-ready papers electronically in PDF format through the Papercept system no later than 23:59:59 (Server time in PaperPlaza) on 18 20 Oct. 2015 (no extensions). Before submitting the final version, authors are expected to revise their paper taking into account the feedback from the reviewers. Only final submissions will be included in the conference proceedings and in IEEE Xplore. At least one of the authors listed on the paper contribution must be registered for the conference when the final version is uploaded. A single regular conference registration can be used to upload two contributions. A single student conference registration can be used to upload one contribution.

Quick Summary for Final Paper Submission:

For the final paper submission, you are asked to upload the following files.

  1. A PDF file of your paper (max 2MB)
  2. A single PowerPoint slide for the ROBIO2015 Digest
  3. (Option) A video (max 5 MB) plus a Summary.txt and ReadMe.txt file (cf. Step 5).

Note that a unique key code issued after completing the registration is needed for uploading each contribution. Before uploading, please check your PDF file for IEEE Xplore compliance.
You are recommanded to finish your uploads at least 3 hours before the deadline to avoid the traffie jam in network.

Poster Presentation

The accepted contribution, which were selected as “Poster Presentation” in initial submission will be assigned to poster sessions in the conference program. The conference also provides printing service. The author should upload the Poster PDF as attachment during the final submission and pay the printing service fee during the author registration.


Step 0: To upload your final paper to ROBIO2015 in PaperPlaza, you first need to register for the conference via PaperPlaza. During the registration process, you will be asked to enter the submission number of the papers you want to upload. After completing your registration, you will receive a confirmation email form PaperPlaza.

Step 1: Prepare your final paper using the available LaTeX or Microsoft Word templates while following the given paper preparation instructions. Make sure to have the latest templates and do not change the formatting in any way. IMPORTANT: The required page size for ROBIO 2015 is A4 size, please adjust the needed lines in your LaTeX sources or use the appropriate Word template. If your paper is accompanied by a video, an explicit reference to the accompanying video should be present in the text of the paper.

Step 2: Check that the names of all authors and their order is identical in the PaperPlaza submission system, the paper, the digest page, and the accompanying video (if applicable). Please write author names with only the first letter capitalized, that is, use “Firstname Lastname” in all instances and do not use “FIRSTNAME LASTNAME” anywhere.

Step 3:  ROBIO 2015 subscribes to the PaperCept Compliant PDF Creation service. You can simply upload the Word or LaTeX source file of your submission and the service converts it to a compliant PDF document. Detailed instructions are available on PaperPlaza. Alternatively, you can create a PDF version of your paper using the PDF writer of your choice and perform the IEEE PDF compliance test. Please limit the size of the PDF file to be less than 2MB. If your paper does not pass the test, you cannot continue and may read the PDF Test Help to revise the format of your paper until it passes the test.

Step 4: During the conference, a Digest will be distributed to all participants. Please prepare one (and only one) PowerPoint slide that illustrates your paper. Use the ROBIO 2015 Digest Template. Please do not change the template and keep fonts and font sizes as preset in the template. Please also note that the digest will be printed in black and white.

Step 5: Optional Multimedia/Video Attachment Submissions (limit three minutes) can be added to supplement accepted papers. All video contributions (a self-contained 1.5-3 minutes video connected with a paper accepted to ROBIO 2015 ) must consist of a mpeg file (max. 5 MB), that will be included on the proceedings, as well as a README and a SUMMARY file (see explanation below).
It is mandatory to use the most common media formats (mpg, mpeg 1 or mpeg 4). Any other extensions will be blocked. The video contributions should not have any commercial pitch and the authors of each video must have clear copyright of the audio and visual content. Accepted video contributions will be included in the Conference proceedings and also in IEEE Xplore. There, the video will appear as an enhanced object next to the PDF of the summarizing text (a sort of short paper). If your paper features a video attachment, please prepare the following two plain text files:

  • Summary.txt file (max 1 KB). Describe in five sentences or less the contents or value of the video. This file helps IEEE Xplore users to make downloading decisions.
  • ReadMe.txt file (max 10 KB). IEEE requires a plain text Readme file for multimedia contents. It must contain (1) An overall description of the objects, (2) Multimedia player information and (3) Author contact information. The author should provide contact information in case users have questions regarding the extended material. IEEE will not provide any technical support.

Note that both of the above files should be in plain text format and have a .txt extension. They are needed by IEEE in order to include the video in IEEE Xplore.

Step 6: To process the copyright transfer for each contribution, follow the “Copyright Transfer” link, and you will be taken to the IEEE copyright transfer site (IEEE eCP) in a new window. Follow the steps as described on IEEE eCP pages and make sure that the paper title and author list are correct before your perform the copyright transfer.
You are recommended to use Firefox or Chrome as your browser.

Step 7: Upload the following files:

  • Source of your manuscript or a PDF file of your paper that has passed the IEEE Xplore compliance test,
  • A single PowerPoint slide for the ROBIO 2015 Digest based on the ROBIO 2015 Digest Template, and
  • If applicable, a video plus a Summary.txt and ReadMe.txt file accompanying your paper (cf. Step 5). Unless video/readme/summary are ALL submitted, submission is not complete.

iThenticate Similarity Index

As stated in the submission guidelines, contributed manuscripts will be checked for plagiarism and related violations. For this purpose the iThenticate tool provides the editorial board with a similarity report for each contribution. These reports are merely a tool to facilitate the search for sources containing similar text to other documents. The generated similarity index is calculated out of all scores against documents in the CrossCheck database. A high similarity index does not necessarily imply plagiarism. The decision whether or not a submission violates the rules for plagiarism is made after careful examination of both the submitted manuscript and other sources containing similar text passages.

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