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Author Information

Final paper submission

Important Information

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 paper. 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, 2021. 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 fill out this registration form, and send to Claire Folkerts ([email protected])




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:
  1. Create your IEEE PDF eXpress account:
  2. Conference ID: 52099X
  3. The first time you access the system, please follow the link to new user. Please note that in order to access the service, you need to allow the use of cookies from the PDF eXpress web site. Once you have registered as a new user:
    1. Upload the source file (containing your paper) for conversion.
  4. Receive by e-mail the IEEE Xplore-compatible PDF of your paper.
**High-quality papers that are 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

  1. Log in at
  2. Select the “My Papers” tab
  3. Select the paper title you wish to upload the manuscript for to be directed to the paper record
  4. Upload your paper
    1. Upload your paper directly to “Final Manuscript” by selecting the upload icon. Submissions are due by May 15, 2021.


We have opted for a format where each contributed presentation will take the form of a live presentation, with a pre-recorded video of your talk available during the original dates of the conference and on-demand after the conference concludes. The video will also serve as a back-up 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 you to prepare and upload a video of your presentation, consisting of a brief introduction with a webcam, if desired, followed by voice-over slides for your presentation. This will be posted within your presentation time slot on the CIVEMSA 2021 on-demand virtual platform. Please note that the file must be a video file in MP4 format (more details below).

Our recommended approach 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:

For Authors located in China who are unable to access Zoom for free, we recommend using the free software OBS (, which allows also to simultaneously capture yourself while speaking and your slides.

Instructions for recording your presentation with OBS:

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 you that you please finalize your video no later than May 28th. This is a HARD DEADLINE. 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.


  • 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 – 250 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 2021.

**Links to upload your videos will be dispersed in the coming weeks. Please start working on your videos now to allow for adequate time when it comes time to upload.

1. Use as quiet an area as possible
2. Avoid areas that have echo:

Rooms should be fairly small.

Sound dampening with carpeting, curtains, furniture.

3. Hardline internet connection recommended, but if unavailable, a strong Wi-Fi connection
4. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on computer.
5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.

Please note that the pre-recorded presentation, together with the participation in the scheduled live session, will be considered as a replacement of 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.

IEEE Copyright Notice

If authors would like to post their papers electronically on any web site, any ftp site, or any other electronic dissemination technique, they must include the IEEE Copyright notice on the initial screen displaying the IEEE-copyrighted material.

IEEE Copyright Form

Each accepted contribution to CIVEMSA 2021 must be accompanied by a signed Copyright Form. The copyright form should be filled out and signed by one author, preferably the primary author.

Problems & Further Information

For any problem or further information, please, contact Claire Folkerts ([email protected]).

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