Conference Norms

IEEE India Council – Technical Co-sponsorship – Conference Norms

Following procedure to be followed to obtain approval of India Council in order to get ‘Technical Co-sponsorship’ of India Council.

The procedure shall also be followed by India Council Chapters for providing ‘Technical Cosponsorship’, where MOU is to be approved by India Council as ‘concurring section’.

i) All the communication related to the conference technical co-sponsorship approval shall be routed through the Chair of India Council.

ii) The organizing institute or the proposer of the conference shall approach India Council at least 12 months before the conference date if it is an international conference and 08 months before the conference date if it is a National/Regional conference. In case of no financial implication to the Council, the organizer should seek consent of the Council at least 12 months before the conference date.

iii) If the Technical Co-sponsorship is being provided by any of the India Council Chapter, India Council shall be informed before submitting online application.

The above mentioned criteria shall be strictly followed.

iv) India Council shall approve MOU of any conference, which is Technically Co-sponsored by the India Council chapter(s), on written confirmation from the Chapter Chair confirming the quality of the conference as per the IEEE standards.

v) The conference organizing institute shall fill up the online application for the conference on the IEEE website ONLY AFTER getting the written approval of the Chair of India Council. India Council shall nominate members from the Council to the conference committees, if required.

vi) India Council shall not approve any conference supported by India Council Chapter(s) who are not complying with their reporting to the IEEE Headquarters, especially ‘financial reporting’.

viii) IEEE members including IEEE student members should be given 15% discount (at least) in registration fees in the conferences technically co-sponsored by IEEE India Council.

ix) There are two categories of conferences for which IEEE India Council would approve for technical co-sponsorship for

Category 1: Conference with only technical co-sponsorship

Category 2: Conference with technical co-sponsorship and paper uploading in IEEEXplore.

The following conditions apply in addition to the others stated before.

x) Category 1: For only Technical Co-sponsorship:

a. For First Time Applicants: There should be at least 3 faculty members, who are IEEE members, in the applicant institute at the time of application.

b. For Applicants who have received technical co-sponsorship earlier: There should be more than 3 faculty members, who are IEEE members, in the applicant institute at the time of application.

c. For a particular institute, technical co-sponsorship will be given to only one conference in one calendar year under category 1. This is subject to the condition that this institute has successfully organized the conference in the past. The organizing institute shall submit complete report (both technical and financial) of the previous conference to IEEE India Council while submitting the new conference request.

xi) Category 2: For Technical Co-sponsorship and paper uploading in IEEE Xplore:

The applicant institute must declare in writing that they will scrutinize the papers for plagiarism by reputed anti-plagiarism software. If their request is approved, IEEE India Council will help the organizing committee in this process before sending the papers for review.

a. For First Time Applicants:

i. International Conference: There should be at least five faculty members, in the applicant institute who are IEEE members at the time of application. National Conference: There should be at least three faculty members in the applicant institute, who are IEEE members at the time of application.

ii. The technical program committee should have three members who will look after the technical activities of the conference. One of them would serve as technical program chair for the conference. These members (three) should have published at least 6 papers in IEEE journals or SCI indexed journals in the three years immediately preceding the year of application. These three members need not be from the organizing institute, though desirable. India Council would write to these three members to get a concurrence with regard to the application. In case of International conference, one of these three members shall be from outside India.

b. For Applicants who have received technical co-sponsorship earlier:

i. International Conference: There should be at least 5 faculty members in the applicant institute, who are IEEE members at the time of application.

ii. National Conference: There should be at least 3, faculty members in the applicant institute, who are IEEE members at the time of application.

iii. The technical program committee should have four people who will look after the technical activities of the conference. One of them would serve as technical program chair for the conference. These four members should have published at least 6 papers in IEEE journals or SCI indexed journals in the three years immediately preceding the year of application. These four members need not be from the organizing institute, though desirable. IEEE India Council would write to these four members to get a concurrence with regard to the application. In case of International conference, two these four members shall be from outside India.

xii) For a particular institute technical co-sponsorship with IEEE Xplore uploading will be given to only one conference in two years. This is subject to the condition that this institute has successfully organized the conference in the past. The organizing institute shall submit complete report of the previous conference (both technical and financial) to IEEE India Council while submitting the conference request.

xii) Technical Co-sponsorship shall not guarantee approval to indexing of accepted technically cosponsored conference papers to IEEEXplore and it shall be organisers’ responsibility to adhere to IEEE and IEEEXplore Policies for listing of papers in digital library. They shall sign a separate MOU with IEEEXplore for the purpose, as required by IEEE. (Discussed and finalized in the India Council meeting held on 24th July 2016 at Pune. Effective from 1 January 2017)