EC Guidelines for RTSS and RTAS organizers

(Following discussion at the TCRTS Executive Committee Meeting in Vienna on December 1 2011 and further email discussions.)

Submission deadline

The submission deadline is firm, in the sense that it will not be postponed. This should be clearly stated in the call for papers.

Article length guidelines (from December 2012)

Submitted papers must describe original work not previously published or concurrently submitted elsewhere.  The main body of each submitted paper is limited to 10 pages. Additionally, each submission may include an optional appendix with supplemental material that will be read at the discretion of the program committee; this appendix is limited to two pages (for 12 pages total).  Authors of accepted papers that exceed 10 pages (due to the inclusion of an optional appendix) will be required to pay a fee of $xxx for each page beyond the tenth. Submissions (including the optional appendix) must be formatted according to IEEE conference paper guidelines.

Authors are advised to format their papers so that the case for acceptance is made clear in the main body of the paper (i.e., within the first 10 pages). The optional appendix can be used (for example) to provide additional performance graphs or to provide more detailed versions of proofs that are sketched in the main body of the paper.

Incremental Papers (from December 2012)

A submission based on previous work presented in a workshop with no digital object identifier (DOI) is eligible for acceptance.  A submission based on a workshop paper published with a DOI is eligible for acceptance, provided it contains at least 30% new material.  As is always the case, the Chair of the Technical Program Committee makes the final determination on acceptance or rejection of acceptable papers.

Reviewing process

  • No double-blind reviews should be planned: that is, author names must appear on the submitted papers.
  • Consult the author black list provided by IEEE to take the appropriate actions before the review process.
  • Make sure to refresh PC members with respect to the previous year, avoiding that the same PC member is selected for more than 2 consecutive years per conference.
  • Decide to have either 3 or 4 reviewers for all the papers, avoiding assigning some papers 3 reviewers and some other paper 4 reviewers.
  • Select the number of PC members so that each member gets 10-12 papers. If N is the number of expected papers, R is the number of reviewers per paper, and P is the number of papers per reviewer, then the number M of PC members should be selected as:

    M = N R/P.

Technical Program

  • Parallel sessions: Parallel sessions should be avoided as much as possible to allow all participants to attend all technical sessions.
  • TC award winner speech: Plan for the TC award winner speech at the beginning of the conference (reserve a slot of 30 minutes).
  • Keynotes talks: Plan for 1 or 2 keynote talks (depending on the number of accepted papers), inviting (quite in advance) people working on some hot topic.
  • Panels: Decide whether to have or not a panel on a hot topic, inviting key people working in that area.
  • Public TC meeting: Coordinate with the TC Chair to allocate a 30 minutes slot in the technical program for the public Technical Committee meeting during the second day of the conference, after the last session.
  • Executive Committee meeting: Coordinate with the TC Chair to reserve a room for 15 people (with projector and screen) for the Executive Committee meeting on the second day of the conference (typically for an hour, during lunch time).

WiP Session

  • WiP presentations should be selected based on 1 page abstract.
  • A small WiP program committee (3-4 people) may be selected by the WiP Chair to help in the selection process.
  • Authors of the accepted abstracts are invited to:
    −    produce an extended abstract (no longer than 4 pages), that will be printed on WiP proceedings, distributed at the conference;
    −    give a 3-5 minutes presentation during the WiP session;
    −    present a poster, and possibly a demo, during the poster session.
  • The Poster (and demo) session should be organized after the WiP session, possibly together with a refreshment.

Social Events

  • Reception: Coordinate with the General Chair and the Finance Chair to decide (based on the available budget) whether to have a Reception at the end of the first day of the conference. In case of positive decision, announce that in the program.
  • Banquet: Coordinate with the General Chair and the Finance Chair to plan for a Banquet at the end of the second day of the conference. Announce that in the program.
  • Closing Toast: If possible, plan for a final Closing Toast after the last session of the conference, announcing that in the program.

Awards

  • Best Paper Award: Before distributing the papers to the PC members plan for a best paper award and instruct the PC members how to select it. Make sure to include the option in the review form.
  • Best Student Paper Award: Plan to give a Best Student Paper Award, but only if the best paper is not a student paper (if the best paper is a student paper, then only one award should be given). A student paper is a paper whose first author is a student. Make sure to include the “student paper” option in the submission form.
  • Advance announcement: Plan to announce a best paper session in advance, with candidates identified in the proceedings.
  • Cash prize: Note that Springer usually offers a $500 check for a single best paper award at RTSS and RTAS, so coordinate with one of the Editors-in-Chief of Real-Time Systems to know the procedure. If both BPA and BSPA are assigned, the cash prize is only for the Best Paper Award. Make sure to acknowledge Springer when giving the Best Paper Award at the banquet.
  • Award ceremony: Coordinate with the TC Chair and General Chair about additional service awards to be given at the conference and organize with them the awards ceremony that typically takes place during the banquet.

Posting Presentations

Plan, if possible, for posting all presentations, including keynotes, in the conference web site (in pdf format).

Sponsors

Coordinate with the General Chair and the Finance Chair on how to handle sponsors (those who give money). Make sure to acknowledge their support in the proceedings, at the opening ceremony, and the banquet award ceremony.