For Authors

Guidelines to Prepare Your Oral Presentation

Presentation: Each oral presentation slot will be 25 minutes in total: 20 minutes for presentation and 5 minutes for questions. It is critical to limit your presentation to 20 minutes to keep the program on time. Session chairs will indicate to you when your time is up and will limit you to 20 minutes. If you intend to use slides (allowed file formats: pdf, ppt, pptx) in your presentation, please send your presentation slides in advance to the Technical Program Chair (seppo.saarakkala@aalto.fi) no later than on Tuesday, September 11th, 2018. Be sure to include your paper ID number in the subject line, when you send the email.

Presenter biography: Please bring with you a short computer-printed biography of the presenter. This will help the session chair introduce the speaker. You are encouraged to phonetically spell out your name to help the session chair with proper pronunciation.

Before the session: All presenters must check in at the corresponding oral-session room at least 15 minutes prior to their scheduled session. Also the session chair will be present in the room before the session starts. Please check and confirm that your submitted presentation has been uploaded to the presentation computer correctly. We advise to keep a backup copy of your presentation with you.

Final Submission

Follow these steps to prepare and submit your accepted final paper.

  1. Conference Registration: Every accepted paper should be linked to a non-student conference registration by one of the paper authors. Up to two papers can be linked to one full registration; the registrant must be an author on each paper. Use the following link for registration:
    https://eage.aalto.fi/?fs/en/ieeesled
  2. Paper Template and Length: Full papers should strictly follow the IEEE two-column conference paper template (US letter):
    https://www.ieee.org/conferences/publishing/templates.html
    The total length of full papers is a minimum of five (5) and a maximum of six (6) pages, including references and appendices. Papers longer than six pages will be rejected. Take into consideration the reviewers’ comments. Your final submission will be checked to ensure that the comments are addressed and that it meets IEEE’s quality standards. Furthermore, all final papers will be checked using a plagiarism detection system.
  3. Copyright Notice: Add the appropriate copyright notice on the bottom of the first page of each paper:
    • For papers in which all authors are employed by the US government, 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:
      978-1-5386-4455-3/18/$31.00 ©2018 Crown
    • For papers in which all authors are employed by the European Union, the copyright notice is:
      978-1-5386-4455-3/18/$31.00 ©2018 European Union
    • For all other papers the copyright notice is:
      978-1-5386-4455-3/18/$31.00 ©2018 IEEE
  4. IEEE Compliant PDF: Proofread your paper thoroughly to confirm that it will require no revision. Create an IEEE Xplore compliant PDF file using the IEEE PDF eXpress service, using 43568X as the conference ID:
    https://www.pdf-express.org/
    If you have used PDF eXpress before in other conferences, log in using your existing account and verify that your contact information is valid. If you have not used the service before, create a new account as instructed in the site. IMPORTANT: Any changes made to a PDF file after IEEE PDF eXpress conversion or PDF Checking may invalidate Xplore compatibility.
  5. Submit the Final File: Upload the final IEEE compliant PDF file before the deadline of August 15, 2018, using the following link:
    http://vps.ieee-ies.org/submit/sled18
  6. IEEE Copyright Form: Corresponding author must complete and sign the online IEEE Copyright Form on behalf of all authors. This form can only be completed electronically, printed versions are not permitted. Manuscripts without a completed copyright form will not be accepted for publication. After submitting the final paper, the online IEEE Copyright Form is accessible at the online submission system.
  7. All Papers Must Be Presented: The Technical Program Committee (TPC) reserves the rights to exclude a paper from the conference proceeding (removing it from IEEE Xplore) if no author is physically present at the conference during the scheduled time to present the paper. In limited cases (such as due to a visa problem or emergency situation), the TPC may allow a substitute presenter who is not an author. This request must be sent via email to the Technical Program Chair (seppo.saarakkala@aalto.fi) no later than September 9th, 2018.