Paper and Presentation FAQ
Q1. Who is the corresponding author?
The corresponding author is the author who has the right and access to make abstract and paper submissions and is contacted by, and expected to respond to, the questions/modifications from the conference organizers. Other authors, or even administrative persons, must create login accounts in order to be added as "co-authors" to the paper. All co-authors so added receive notifications of paper status. One of these additional authors could be moved into the position of "corresponding author" by the current corresponding author and could continue to manage the paper on the website when the original corresponding author is away.
To change the corresponding author:
The corresponding author must log in, click "My Submissions", click on the paper title then click "Edit Abstract" button (on the right side of the page). The name at the top of the authors/co-authors list is the "corresponding" author. Only the corresponding author has access to edit the title or abstract, submit and manage papers, or add co-authors on the website. When authors are re-ordered by drag and drop in the list of Authors, and topmost author is replaced, then he/she will no longer be able to edit the abstract/paper and the new (topmost) corresponding author will. All authors in the list will receive all notifications with respect to the abstract/paper. If you enter an author by mistake, any author below the top/corresponding author may be deleted using the X to the right of the Author name.
To add a co-author:
The primary/corresponding author must log in, click "My Submissions", click on the paper title then click "Edit Abstract" button (on the right side of the page). The name at the top of the authors/co-authors list is the "corresponding" author. Only the corresponding author has access to edit the title or abstract, submit and manage papers, or add co-authors on the website.
In the "Author(s)" field, search for the co-author's name. Then click the "Save" button to save the changes. If the co-author's name cannot be found, they may not have an account or their account may be deactivated. Contact the co-author to confirm that they have an active aeroconf.org account.
All co-authors in the list will receive all notifications with respect to the abstract/paper. If you enter an author by mistake, any author below the top/corresponding author may be deleted using the X to the right of the Author name.
Q2. How many authors can a paper have?
All authors involved in creating the paper should be recognized in the author section of the paper itself without limit. This is independent of authors with login accounts.
Q3. Should all authors create login accounts on the Aeroconf website?
Only the corresponding author is required to do so. Additional authors may decline, but we would prefer they create their own account in case we have trouble contacting the corresponding author and/or there is a need for the paper to be managed while the corresponding author is away. Further, for authors that decline creating accounts, the website is unable to include their names in all conference publications such as the Review Day Guide and the final conference Digest and Schedule. Such authors without accounts will be unable to register for the conference and present papers. Only the primary/corresponding author can add authors to the abstract/paper.
Dates and multiple abstracts
Q4. May I submit more than one abstract?
There is a limit of three papers any author may submit and present at the conference. So you are limited to three abstracts, one abstract for each paper you plan to submit. You may also withdraw abstracts (and later papers) and submit others. If there is a problem with your abstract, we may ask you to make some changes. Entering an abstract reserves a paper number for your paper, so you must enter an abstract and the abstract must be accepted by the Conference before you are allowed to enter your paper.
Q5. Is it Ok to submit an abstract earlier than the abstract due date?
Yes, and you should get an internal approval or rejection sooner. If approved early, then you will have more time to comply with all corporate and ITAR reviews for your paper.
Q6. When will I know if my abstract has been accepted?
Status is posted on your "My Submissions" dropdown page, and you will be notified via email.
Q7. When can I submit my paper?
You can post your paper anytime prior to the paper submission deadline date for paper review, but not before your abstract is accepted. Abstract acceptance and paper submission allows your paper to enter the online and review day processes on its way to publication. Budget your time so that all internal and ITAR approvals are obtained prior to the paper submission deadline. Only the primary/corresponding author can submit the paper.
Q8. How long should my title be?
The title should clearly indicate the subject of the paper as briefly as possible. The title must be in headline style title case (no ALL CAPS) (See the definitional tooltip where you enter your title) and the length should be about 10 words (no more than 100 characters) and fit on one and a half lines of text at 20pt bold.
Q9. May I change my title later?
Yes, but only within the context of the original abstract submission. If your paper changes dramatically, withdraw the paper (use your "My Submissions" dropdown link) and then submit a new abstract/title/paper, explaining the circumstances within/above the new abstract. Only the primary/corresponding author can change the title of the abstract/paper.
Q10. How large should the initial Abstract paper proposal be?
It should be about 500 words.
Q11. What should be in the abstract?
Your abstract is a stand-alone statement that briefly conveys the essential information of your paper; presents the objective, methods, results, and conclusions of a research project; has a brief, non-repetitive style.
It should state concisely:
- The work that has been done.
- The methodology (if important).
- The principal results (quantitatively, when possible).
- The significance of the results.
The abstract summarizes the paper and is a justification of the work. It is important that the paper’s abstract be as informative as possible.
Q12. How do you write an abstract?
Writing an abstract involves boiling down the essence of a whole paper into no more than three paragraphs that conveys as much new information as possible. One way of writing an effective abstract is to start with a draft of the complete paper and do the following:
- Highlight the objective and the conclusions that are in the paper's introduction and the discussion.
- Highlight the results from the discussion or results section of the paper.
- Compile the above highlighted information into a single paragraph.
- Delete extra words and phrases.
- Delete any background information.
- Rephrase the first sentence so that it starts off with the new information contained in the paper, rather than with the general topic. One way of doing this is to begin the first sentence with the phrase "this paper" or "this study."
- Revise the paragraph so that the abstract conveys the essential information.
Q13. What should NOT be in the abstract?
Formulae, TOC, Author information, addresses, list of keywords, detail as opposed to summary results.
Q14. What is the process for paper review and acceptance?
All papers are peer-reviewed. After the paper review process, authors are notified of their paper's acceptance or rejection.
Presentation and Publication
Q15. How can I present through the Electronic Presentation Hall (EPH)?
- Prepare and submit your paper in the normal way.
- In your My Submissions Page, click "Presentation Details" and select EPH.
- THEN you can register for the conference (Click on Saturday, even though you won't be there in person) and pay the EPH fee.
- EPH presentations will use zoom. Instructions available. Contact Debbie Minnichelli or Mona Witkowski, the EPH Chairs, for questions.
Q16. When will the published papers be available in IEEE Xplore?
Typically, the published conference papers are available in IEEE Xplore around the June time frame. Some of this timing is not within our control and depends on the IEEE publication department. An email will be sent to all authors letting them know when the papers are available via IEEE Xplore.
Q17. How can an author designate one of their co-authors as the paper presenter?
VISA letters are available after paper submission and after payment of registration. If you expect to need a VISA support letter, see https://aeroconf.org/visa_
Q19. Do we need to complete multiple copyrights if our paper has multiple authors from different institutions?
No, the IEEE only accepts a single copyright for each paper. The first author and their institution will need to complete this copyright.
Q18. I completed my copyright but don't see the status updating when I look at my paper under My Submissions. Was my copyright submitted correctly?
Our aeroconf.org website server synchronizes with the IEEE copyright once per day. As a result, copyright completion status may take up to 24 hours to be reflected under My Submissions.