The Conference Proceedings will be included in the IEEE Interactive Electronic Library (IEL) as part of IEEE Xplore. All authors who have been accepted must register for the conference and attend the conference to present their papers. Authors who do not attend the conference to present their papers, or arrange for a co-author or knowledgeable colleague to present their paper in the absence of the primary author, will not have their paper published in the IEEE IEL and IEEE Xplore, per IEEE policy.

IEEE reserves the right to exclude a submission from distribution after the conference, including exclusion from IEEE Xplore, if the submission does not meet IEEE standards for scope and/or quality. Articles excluded from further distribution shall be archived by IEEE but shall not be indexed or appear on IEEE Xplore.

1. Register Online

You MUST register before uploading your final paper. Papers will be included in the proceedings only if at least one author has registered and paid the registration fee by May 15, 2023. One full IEEE member or non-member registration (student registrations do not apply for this) covers only one (1) paper. To guarantee inclusion in the proceedings of more than one (1) paper, the author must pay a $50 surcharge for each paper in excess. If an author has more than 3 accepted papers, an additional full registration will be required for the 4th paper (5th and 6th papers would then each incur the $50 surcharge). You will be required to enter your registration code prior to uploading your paper. If you need to register by bank transfer, please contact Katie Mack (kmack@conferencecatalysts.com), CIVEMSA 2023 Conference Manager.

We recommend that the designated speaker register the paper, otherwise, another non-author registration will be needed for them to present.

NO PAPER WILL BE PUBLISHED WITHOUT THE AUTHOR’S COMPLETED REGISTRATION AND PAYMENT.

2. Generate an IEEE Xplore-compatible manuscript using PDF Xpress

All final manuscripts must be generated using the PDF Xpress tool.

To generate the IEEE Xplore-compatible PDF file of your paper, follow these steps:

• Create your IEEE PDF eXpress account: https://ieee-pdf-express.org/
• Conference ID: 57781X
• The first time you access the system, please follow the link “new user”. Please note that in order to access the service, you need to allow the use of cookies from the PDF eXpress website. Once registered as a new user, upload the source file (containing your paper) for conversion.
• Receive by e-mail the IEEE Xplore-compatible PDF of your paper.

**High-quality papers that have been accepted and presented will be submitted for inclusion in the IEEE Xplore digital library and indexed by EI/Compendex.

3. Upload your Xplore-compatible PDF manuscript to EDAS

• Log in at http://edas.info
• Select the “My Papers” tab
• Select the paper title you wish to upload the manuscript for to be directed to the paper record
• Specify the presenter and complete the presenter’s biography form

We have opted for a format where each contributed presentation will be a live presentation, with a pre-recorded video of your talk available during the conference and on-demand after the conference concludes. The video will also serve as a backup in case of technical difficulties during your live presentation.

As a basis for the live programming, please be available and prepared for your live presentation and be ready to present and answer a live Q&A with attendees following your talk. We request a pre-recorded version of your presentation in case of technical difficulties and for on-demand viewing.

We request you prepare and upload a video of your presentation, consisting of a brief introduction with a webcam, if desired, followed by voice-over slides. This will be posted within your presentation time slot on the CIVEMSA 2022 on-demand virtual platform. Please note that the file must be a video file in MP4 format (more details below). Please do not try to upload PowerPoint or PDF files for the video portion.

Our recommended approach is to record a compatible video from the content displayed on your computer screen and voice recording via the computer microphone is to record the presentation using Zoom, available to users on most platforms and in most countries. (in this method, you can show your face via webcam (if you’d like).

Instructions for recording your presentation with Zoom: https://ieeetv.ieee.org/ieeetv-specials/recording-your-presentation-with-zoom .

For Authors located in China who cannot access Zoom for free, we recommend using the free software OBS (https://obsproject.com/), which allows you to capture yourself while speaking simultaneously and your slides.

Instructions for recording your presentation with OBS: https://youtu.be/GXEsSC7rTWw .

In order for videos to be verified by the technical program committee, there is considerable urgency in preparing and uploading your video. Accordingly, we ask that you please finalize your video no later than May 29th. Presentations will not be accepted after this date.

Guidelines for preparing your video:

Please use the following guidelines for preparing your video. Final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Duration:
• Lecture: 15 min.

NOTE: The above duration is for pre-recording your presentation video, excluding the Q&A time during the real-time presentation.

Recommended Encoding Settings:

• Format: MP4
• Dimensions: Minimum height 720 pixels, aspect ratio: 16:9
• File Size: 15 minutes – 350 MB or less
• File Naming Convention: Video should be named “(last 5 digits of PaperID#).mp4″

Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Please be sure the video includes the title of the paper, the authors, and a mention of CIVEMSA 2023.

**Links to upload your videos will be dispersed by Monday, May 21st. Please start working on your videos now to allow for adequate time when it comes time to upload.

TIPS FOR RECORDING:
1. Use as quiet an area as possible.
2. Avoid areas that have echo:
      – Rooms should be fairly small.
      – Sound dampening with carpeting, curtains, and furniture.
3. Hardline internet connection is recommended, but if unavailable, a strong Wi-Fi connection.
4. Good headset with a microphone close to mouth BUT away from the direct line of mouth to reduce “pops”. Avoid using the default built-in microphone on the computer.
5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bitrate before recording the entire presentation. Make adjustments if needed.

Please note that the pre-recorded presentation, together with participation in the scheduled live session, will be considered as a replacement for your attendance at the conference and is a requirement for your paper to remain in IEEE Xplore®.

As a reminder, videos that are not received by the deadline will be considered no-shows in accordance with the non-presented paper policy.1