Preparation Instructions & Submission Guidelines for SID 2017 Digest
4 Page Oral Presentation or Poster Papers

POSTED ON 12/1 @ 9:00 AM; revised 12/1 @ 9:15 AM EST NY Timezone

This web page will acquaint you with the formatting and submission instructions for all aspects of the related files needed to include your 4 page paper (poster or oral presentation's paper for the SID 2017 Digest). All submission documents must comply with SID and Palisades Convention management Templates, Formatting, and requirements for the inclusion.

Please read the whole page before beginning the final submission process.

1. Submission Deadline & Page Limits
Your page limit is set by the category your submission has been selected for:

Final Version Due: March 15, 2017
Oral and Poster Presentation Papers = 4 Page Limit

2. Sample Files & Templates to Use to Create/Update your Final Version

(a)

Please download the sample word document and pdf:
Word Document Sample File       SAMPLE FILE in PDF form
We strongly encourage you to review the sample files above so you will be aware of the mandatory sections, formatting requirements, font requirements, font sizes, and spacing required for your final version before submitting.

(b) Click to continue reading and reviewing the formatting requirements of your submission's final version

3. Mandatory Information to be Included in Your Final Version

Please continue reading for additional information on preparing your final version.

Abstract Section

Acknowledgements (how to include)

Author Names & Affiliations

Balanced Last Page

Author Photos (for publicity purposes)

Images & Figures

References (formatting your)

Keywords/Index Terms

Page Limits (see above)

Title & Sub-Title

*Note if your paper has any formatting issues, you will be redirected to these instructions to rectify your submission and re-submit.
Page Size

The page size for this publication is US Letter Portrait (8.5x11 inches). US Letter is a standard option in most applications. Submissions that do not conform to the SID and Palisades Convention management standards, templates, and formats will be returned to the author for corrections and/or alterations.

Title

The formatting for the title is 14 pt. Helvetica or Arial Bold and Initial Caps.

Must be in Initial Caps Meaning First Letter of the Main Words Should be Made Capital Letters. Capitalize the First Letter of Main Words in the Title (Most Nouns), except a, an, the, conjunctions (and, but, or, for,…), & prepositions (of, to, in, on,…)
*Note the Capital Letter "M" in Must, Meaning, and Main
*Note the Capital Letter "C" in Caps and Capital
*Note the Capital Letter "L" in Letter and Letters

NOTE

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1. Please note that the title that appears on your paper must match the title in the SID submission page.
2. Your SID digest papers should not include your Session-Paper ID# like previous years. See the sample image below.

Authors' Complete Names, Email, Affiliation, & Affiliation Location

 

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Be sure to update the final version prior to submitting to include all authors full first/given, middle, and last/family names, and correct affiliation names, location, and other information under the title of the paper. See page 1 of the SID-PCM sample pdf.

Authors' Names: 12 pt. Arial/Helvetica Bold Italic

Affiliation Information: 10 pt. Arial or Helvetica Bold (not talic)

*Full first/given names
are required to ensure proper indexing for authors with multiple papers and combining authors in the Digest and SID databases.

NOTE

1. The authors' names that appear in the submission page must match what appears on the first page of their submission. Including authors full first names is needed.
2. SID does allow author's email addresses, phone numbers, titles, nor suffice. See the red circled items in the image below.
3. It is strongly encouraged to not break an author's name. Meaning, having the first name on one line and their last name on another line. See the blue circled items in the image below.

Abstract

Authors are strongly encouraged to include a brief summary (abstract) of their work in the first section of their submission after the title, authors, and affiliation information on the first page. See page 1 of the SID-PCM sample pdf.

This same summary text should be cut and pasted into the Abstract text field on the PCM submission page.

References

It is mandatory include all works cited in their work/submission in a References section at the end of the paper or extended abstract. See page 3 of the SID-PCM sample pdf.

Forcing References to Create a Balanced Last Page

 

The PCM word template does automatically balance the last page if the last line is not deleted. If this has been removed accidentally, please use returns or use the tools available:
"Insert" → "Break" → "Column Break" to force text or material to the 2nd column.

   

Sample 1 with an Unbalanced Last Page

Sample 2 showing the result of force balancing

Author Keywords Please note that the Author Keywords section is encouraged to be included on the first page of your paper. These terms must be separated using semi-colons.
The reason for this is there are growing occurrences of technical terms/phrases that have commas, so semi-colons must be used.
Bad Breaks

Bad Breaks: Section Heads

 

Be sure you do not have bad page breaks or bad column breaks. Make sure that Section and Sub-section heads have at least 2 lines of body text below them when they appear at the end of a page or column. See these 2 examples/samples showing specific bad section head breaks.

Sample 1

Sample 2

  To rectify this add extra text or space above the section head to force the head over to the next column or page -- or-- try reducing a line or two of text before.

 

 

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Bad Breaks: Widows

  Be sure you do not have bad page breaks or bad column breaks. One example of a bad column break is a ‘widow.” A “widow” occurs when the last line of a paragraph that begins at the bottom of one column appears by itself at the top of the next column). If this happens, tighten the previous column to bring it back, or force an additional line of text over to the next column. See these 2 examples/samples showing specific widows (bad breaks) within submissions.

Sample 3

Sample 4

 
  To rectify this add or remove some text above --or-- increase the leading between some paragraphs --or-- increase/decrease the size of an image or table on the previous page..

Images & Figures

 

 

 

These are recommendations to ensure good print reproduction of your images, figures, diagrams, charts, and illustrations utilized in your submission.

(a) Colors and Black & White (Gray Scale) Print Testing. If you have any images in color, please print your paper out in black and white to ensure that the tones and screens used in your images or figures reproduce well in black and white, too. However, your images will appear in full color in the distributed electronic proceedings and in the PCM digital library.

(b) Resolution & CMYK: Images in your document should be at least 300 or 600 dpi for quality reproduction and saved as .tif images (or other compatible format that supports print quality resolution). When creating or revising your images for inclusion in the paper, we recommend choosing CMYK (and not RGB) as the color profile.

(c) TIF (EPS) vs JPG (JPEG) images: TIFs are preferred for press applications where quality takes priority over file size. When TIFs are compressed (LZW compression option when saving out of Photoshop, for example), no image data is lost, thus ensuring maximum quality. A JPEG is a compressed image format designed to keep the file size small, which makes it ideal for use in web graphics.To do this, the JPEG format actually deletes image data from the image. The higher the level of compression, the more data is removed. This is referred to as a lossy compression system. On a printout, the removed data tends to show up as blocky areas of a solid color. At higher resolutions (a minimum of 200 dpi), there's usually enough data in the JPEG file for the compression artifacts to be very noticeable.

(d) Rules/Lines: Rules used in your graphs, tables or charts must be at least 0.5+ pt. and black for quality reproduction. Finer lines and points than this will not reproduce well, even if you can see them on your laser printed hardcopy when checked -- your laser printers have a far lower resolution than the imagesetters that will be used.

(e) Fonts: If your figure uses custom or any non-standard font, the characters may appear differently when printed in the proceedings. Remember to check your figure creation to ensure that all fonts are embedded or included in the figure correctly. Be sure that your images do not contain any Type 3 fonts.

(f) Transparencies: If a figure or image is assembled from multiple images, the images must be embedded, layers flattened or grouped together properly in the file, not lined. Transparencies need to be flattened.

No Page Numbering, Headers, & Footers

Your final submission MUST NOT contain any footer or header string information at the top or bottom of each page, nor any page numbering. The submissions will be paginated in a determined order by the chairs and page numbers added to the PDF during the compiling, indexing, and pagination process. See this example image.

Acknowledgements


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It is the contact or submitting author's responsibility to be sure that any funding or special contribution acknowledgements are included in the final version submitted as required by any research, financial, or other grants received (by using the Acknowledgements section before the References section). See page 3 of the SID-PCM sample pdf.

Creating an PCM Compliant PDF (Mandatory)

Your PDF file must be PCM Compliant to include in the Digital Library. The requirements for an PCM Compliant PDF are Outlined Here.
Right Click here to obtain the (pcm.joboptions) to use PCM distiller settings for full versions of Adobe Acrobat and Distiller ONLY. The acm.joboptions has all the settings and requirements to create an PCM compliant PDF with Adobe Acrobat-Distiller.


4. PCM Submission Page & Submitting the Files Necessary

Please continue reading for additional information on submitting all the related material for your final version.
Note:
If your submission is not PCM & SID compliant, entered incorrect information in fields, or you missed fields on the PCM submission page, you will be referred to the following to fix your submission and resubmit.

Submission Deadline The submission deadline is March 15th, 2017
Author's submissions not submitted on time will NOT appear in the digest.
Submission Page When your final version is ready, you need to complete the speaker's information page and update the submission page fields. These include: title, contact, contact email, all authors information, abstract, keywords, and then proceed to upload your submission. Continue following the information and directions below.
 
Oral Papers Click Here       Poster Submissions Click Here
Review these fields and continue below (Strongly Encouraged)
Title

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Double check the title field:
1. Does your present title exist in the Palisades submission page title field? If not, Cut and Paste the Title from your Source File into this Field on the Submission Page (not from your pdf).
2. Be sure that the title is in Initial Caps -- Initial Caps Meaning First Letter of the Main Words Should be Made Capital Letters. Capitalize the First Letter of Main Words in the Title (Most Nouns), except a, an, the, conjunctions (and, but, or, for,…), & prepositions (of, to, in, on,…)
*Note the Capital Letter "M" in Must, Meaning, and Main
*Note the Capital Letter "C" in Caps and Capital
*Note the Capital Letter "L" in Letter and Letters

Authors' Complete Names, Email, Affiliation, & Affiliation Location

 

This information will automatically be filled in from your initial submission page. Kindly review that all your and your co-authors' information is correct and current. As this is the location that the indexing for the publication will be pulled from.
Items to check:
1. That all authors have their FULL first name included on the submission page and the first page of the paper
2. That all authors names (including any middle initials or names) are correct.

3. That all authors affiliation, emails, phone, and affiliation locations are correct
4. On the submission page, this is where you enter your and your co-authors' current and valid email addresses, work url's, and contact phone numbers.

Author Photos

This year, all authors are requested to submit a photo for online (website) publicity purposes only.
Please follow the suggested format:

  • JPG format only
  • RGB color (not CMYK color)
  • These author photos will not be used in print promotions or printed within the digest.
See for Example how the author photos (images SID & Palisades are requesting) will be used for online promotions. On this page, see how the course presenters photos display. We will use in a similar way to promote the paper and poster presentations.

PDF File

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Browse and attach the Final Version PDF of your Submission. Double check that your pdf is PCM compliant, all fonts are embedded, and that your pdf is US letter (8.5x11 inches).
Double check that your pdf is PCM compliant and US letter page size.

Non-compliant files may be returned to the authors to fix or an Palisades/SID compliant pdf will be created by Sheridan Communications.
Source File Browse and attach the Final Version of your Submission's Source File (.doc, .docx, .tex, etc).
Then
Once you've filled out the submission page complete and attached the correct and final versions of your paper, press the submit button at the bottom of the page. A window will pop up to show the progress of your transmission.
Click Submit
  Oral Papers Click Here       Poster Submissions Click Here

After You Submit (What to Expect)

Confirmation
You will receive a confirmation screen from the submission system.

OK or Fixes Needed

The contact author(s) will be contacted by Sheridan Communications, and will inform you of the following:
(i) That everything is in order with your submission
--AND/OR--
(ii) That you must revise or repair the issues that exist with your submission. Included in this email message will be specific information about how to revise/fix your submission to meet PCM & SID requirements. The authors are required to attend to the fixes in a timely fashion (by the deadline provided in the email message).

Questions & Other Information                                             (Return to Top)

About Formatting & Sample Files
If you still have questions or problems about the PCM & SID formatting requirements, please contact us at Sheridan Printing via telephone at +1-908-213-8988 or via email with the conference acronym (SID 2017) in the subject line.
Poster Board Presentation
See this webpage for information on preparing your poster board presentation.
Oral Presentation Information
See this webpage for information on preparing your your paper's oral presentation.