IEEE Guidelines

Preparing and Submitting Electronic Files for the HICSS-35 2002 CD-ROM

Congratulations on the acceptance of your paper for publication. Please follow the steps outlined below when formatting your file for submission to the HICSS-35 conference.
Read the following carefully. The quality of the finished product largely depends upon receiving your cooperation and help at this particular stage of the publication process.

Formatting Your Paper

  1. ALL MANUSCRIPTS MUST BE IN ENGLISH. Manuscripts must not exceed 10 pages.

  2. All files must be submitted in one of the following formats: Microsoft Word, WordPerfect, PostScript (fonts embedded please; this is extremely important), Acrobat (i.e., PDF - see Generating PostScript and PDF Files), Page Maker, or RTF. The name of the file containing your paper should be the filename code given to you in your acceptance letter. (e.g., XXYYY##.ps where XX is the Track Code, YYY is the Minitrack Code, and ## is the sequence number). Authors submitting Postscript or PDF files should also include their source (native) file as well.

  3. FORMATTING YOUR PAPER. Please look at the sample in PDF. All text must be in a two-column format.

  4. TYPE-STYLE AND FONTS. Use either Times or Times Roman font only. Please do not use any RYUMIN fonts.

  5. MAIN TITLE.

  6. AUTHOR NAME(s) and AFFILIATION(s) are to be centered beneath the title and printed in Times 12-point, non-boldface type. This information is to be followed by two blank lines.

  7. The ABSTRACT and MAIN TEXT are to be in a two-column format.

  8. The ABSTRACT is to be in fully-justified italicized text, at the top of the left-hand column, below the author and affiliation information.

  9. MAIN TEXT. Type main text in 10-point Times, single-spaced. Do NOT use double-spacing.

  10. FIRST-ORDER HEADINGS. (For example, 1. Introduction) should be Times 12-point boldface, initially capitalized, flush left, with one blank line before, and one blank line after.

  11. SECOND-ORDER HEADINGS. (For example, 1.1. Database elements) should be Times 11-point boldface, initially capitalized, flush left, with one blank line before, and one after. If you require a third-order heading (we discourage it), use 10-point Times, boldface, initially capitalized, flush left, preceded by one blank line, followed by a period and your text on the same line.

  12. FOOTNOTES. Use footnotes sparingly and place them at the bottom of the column on the page on which they are referenced. Use Times 8-point type, single-spaced. To help your readers, try to avoid using footnotes altogether and include necessary peripheral observations in the text (within parentheses, if you prefer, as in this sentence).

  13. REFERENCES. List and number all bibliographical references in 9-point Times, single-spaced, at the end of your paper. When referenced in the text, enclose the citation number in square brackets, for example [1]. Where appropriate, include the name(s) of editors of referenced books.


Producing Your Paper
Acceptable Formats:
Papers can be submitted in

  1. Native form [i.e.: MS Word, WordPerfect], or
  2. PostScript [fonts embedded please; this is extremely important] or
  3. Portable Document Format (PDF)
[see Generating PostScript and PDF Files]. Authors submitting Postscript or PDF files should also include their source (native) file as well.


Using LaTeX
Documents converted from the TeX typesetting language into PostScript or PDF files usually contain fixed-resolution bitmap fonts that do not print or display well on a variety of printer and computer screens. Although Adobe Acrobat Distiller will convert a PostScript language file with bitmapped fonts (level 3) into PDF, these fonts display slowly and do not render well on screen in the resulting PDF file. But, if you use Type 1 versions of the fonts you will get a compact file format that delivers the optimal font quality when used with any display screen, zoom mode, or printer resolution.

Using Type 1 fonts with DVIPS

When using LaTeX, only embedded fonts should be used to ensure a decent conversion to PDF. Use of Times fonts is highly recommended for consistency and readability both on screen and in print.
With LaTeX2e use the command

\usepackage{times}

and with LaTeX 2.09 use the command
\documentstyle[times]{...}

You will need the following packages: times.sty, rawfonts.sty.
For more information, refer to this URL: http://www.adobe.com/support/techdocs/543e.htm

Submissions should include all LaTeX files, the Postscript output, and if possible the PDF. If you are unable to submit your paper in any of the electronic formats, or if we encounter problems converting your electronic submission, your paper will be scanned and converted to PDF for inclusion on the CD. Although a scanned paper looks identical to the original when printed, it is slower and more difficult to view on screen. If you do plan to deliver your paper by hard copy avoid typefaces smaller than 11 points.

If an author does not have Type 1 fonts available, the following instructions should be used :


Generating PostScript and PDF Files
The submission of your document as a PDF file is the preferred method. PDF files are more likely than others to preserve your intended layout. IMPORTANT: When creating a PDF, DO NOT PASSWORD-PROTECT IT. We need access to add page numbers and copyright footers, and to embed the Document Information fields for searching.

Almost all applications/systems can produce a suitable PostScript file, which can then be converted to PDF. PS files may be generated in a wide variety of ways. In all cases, the quality of your PostScript file will have a direct impact on the quality of the converted file. A high quality PS file is one that reliably produces pages with the desired look, as efficiently as possible.

Please review the following suggestions for producing your PostScript file. This will ensure it is usable and presented in the manner you wish.


Converting Word Files
You will need either the PDFWriter or any PostScript printer driver installed to create a PDF from a Word document.

  1. Select File | Print
  2. Under Printer Name select the Acrobat PDFWriter driver
  3. Click Properties button to the right of the Printer Name text box
  4. Click Compression
  5. Under the Compatibility drop-down list, choose Acrobat 4.0
  6. Click OK
  7. Click Fonts
  8. Check the Embed All Fonts option in the upper left corner, or check the Always Embed List option and add all fonts (including the “base fonts”) used in your paper to the list.
  9. Deselect any subsetting options (IMPORTANT)
  10. Click OK twice, then either click Close to complete the configuration, or OK to create the PDF.

After the properties are set, you may also create a PDF by choosing File | Create Adobe PDF | Print via PDFWriter.


To generate a PostScript file from a Word document
If you have a PostScript driver you will need to create the PostScript file first, then convert it to PDF:

  1. Select File | Print
  2. Under the Printer Name, choose the PostScript printer
  3. Check the Print To File checkbox
  4. Click OK to output a PostScript file. The extension of this file will be *.prn. This file is recognized as a PostScript file.
  5. Go to the PDF conversion site and follow the simple instructions


Converting LaTeX Files
You will need the program MiKTeX. You can install MiKTeX (basic features) on your PC. It is DOS-based thus works with all versions of Windows.

The only thing left for you is to add the c:\texmf\miktex\bin to your path:
In Windows NT add set PATH=%PATH%;c:\texmf\miktex\bin to your autoexec.bat
In Windows 98 do start\run\sysedit and then add c:\texmf\miktex\bin to the path in autoexec.bat


To generate a PDF file from your LaTeX source:

  1. Copy the IEEE style file to the local texmf tree (if it is c:\localtexmf, you might want to put it in c:\localtexmf\tex\latex\IEEE\*.cls)
  2. Copy all your files (*.tex, *.eps, *.bib to a pc directory, d:\paper for example). If you do not have a local directory, then make sure to put the class file in this directory, too.
  3. Open a DOS prompt and cd to d:\paper.


To generate PostScript use: latex mypaper, bibtex mypaper, dvips mypaper, etc, in the DOS window.


To generate PDF use one of the following options:

  1. Aladdin GSview (try to get at latest version) from http://www.cs.wisc.edu/~ghost/gsview/get40.htm
    Open the PostScript file with Gsview
    Select File | Print, then select the PDFwrite device and Print to File.
  2. Conversion site—Go to http://www.ps2PDF.com/cgi-bin/ps2pdf and follow the simple instructions
  3. You can generate PDF directly from LaTeX using: PDFlatex mypaper - Note that this requires you to change the LaTeX source if you include *.eps figures


FONTS: Please note that New Times Roman is the preferred font. If you must use another, The following fonts are considered base fonts, and you are encouraged to limit your font selections to this list. These fonts are automatically installed with the viewing software and made available to all papers included on the published CD without having to be included within individual PDF files.

Using these fonts will reduce the size of your converted paper as well as speed up the display and printing of your paper for the readers. Additionally using only the specified fonts provides a consistent look across to all material on the published CD. If you decide to use fonts other than “base fonts” you must submit your paper as a PostScript or PDF file with embedded fonts. The embedded fonts will be preserved during the conversion process.


Including Graphics/Images
All images must be embedded in your document. The type of graphics you include will affect the quality and size of your paper on the electronic document disc. In general, the use of vector graphics such as those produced by most presentation and drawing packages can be used without concern and is encouraged.

The use of bitmapped images such as those produced when a photograph is scanned require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image.

If your paper contains many large images they will be down-sampled to reduce their size during the conversion process. However the automated process used will not always produce the best image, and you are encouraged to perform this yourself on an image by image basis.

Suggestions for improving the quality bitmap graphics include:


Delivering Your Submission
Compress your submission. Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:


Naming Convention
The name of the file containing your paper should be the Filename Code Number given to you in your Acceptance Letter. (e.g., XXYYY##.ps where XX is the Track Code, YYY is the Minitrack Code, and ## is the sequence number). Authors submitting Postscript or PDF files should also include their source (native) file as well.