Submission Guide

Before you submit your paper for EPEC 2021, here’s what you need to know:

Dear Authors,

As you know, IEEE EPEC 2021 will take place fully virtual (online), however all sessions will be live (whenever possible).  The conference schedule will be posted shortly.


According to the IEEE policy, each paper must be presented by one of the authors to be published in the conference proceedings and appear on IEEE Xplore.

Where possible the authors will present live during the sessions. If you cannot present live you will need to inform the technical committee prior to the conference.

As a backup a pre-recorded video of the paper’s presentation is required for all accepted and registered papers. Please sign the IEEE copyright form to give IEEE the right to publish/distribute the presentation. 


For those who have already opted out of the Consent and Release form in eCF, we kindly ask you to reach out to the IEEE Intellectual Property Rights (IPR) team and change their opt-out to opt-in. (copyrights@ieee.org )

Authors should upload a pre-recorded presentation video of their paper. 

Accepted and presented papers will be submitted for inclusion in IEEE Xplore Digital Library.

Please read the following instructions for submitting a pre-recorded video:

1. Any of the paper’s authors should record a presentation of the paper and then upload it to EDAS.

2. Video Guidelines:

• Duration: 12-15 minutes
• Video file format: mp4 or Quicktime
• Video naming code: “Paper Number.mp4” or “paper number.mov”; this is the code entered in front of your paper title in the program and starts with 1570.
• Deadline for submission: October 15, 2021 is the deadline to submit the videos (firm date).

Please note if files are not a compliant by these guidelines, they may not be uploaded.

3. The presentations will be available during the conference if the author is not able to present live. If the authors cannot be online because of time-zone or any other issues, they should let the technical committee know before the conference time. In this case, the authors should give the technical committee an email address that the audience can send questions about the papers and the authors are expected to answer them.

4. The presentation’s video should include a brief introduction about yourself and the paper (optional with a webcam) and then voice-over slides for your presentation. Please ensure that the video includes the title of the paper, the authors’ names, and a mention of IEEE EPEC 2021. Please do not upload PowerPoint or PDF files.


There are several video conferencing tools that you can use to record a presentation. You can show your face via webcam (if you prefer) and display your slides as you present. You can use any meeting software as long as you have a good quality recording and your final file is in the MP4 format. Here are some common platforms:

• Zoom: Local Recording (https://support.zoom.us/hc/en-us/articles/201362473-Local-Recording)
• WebEx: Video Conferencing – Record a Cisco Webex Meeting
(https://help.webex.com/en-us/n62735y/Record-a-Cisco-Webex-Meeting)
• Google Meet: Record a video meeting – Meet Help
(https://support.google.com/meet/answer/9308681?hl=en)
• Microsoft Teams: Record a meeting in Teams (

https://support.office.com/en-us/article/record-a-meeting-in-teams-34dfbe7f-b07d-4a27-b4c6-de62f1348c24)
• You can also the PowerPoint to record a slide show with narration and convert MP4 (http://support.office.com/en-us/article/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c) and (https://nursing.vanderbilt.edu/knowledge-base/knowledgebase/how-to-save-voppt-to-mp4/)

We recommend using Zoom to record a compatible video from the slides on your computer screen and voice recorded via the computer microphone (https://ieeetv.ieee.org/mobile/video/recording-your-presentation-with-zoom).

When recording, please keep the following in mind:
• Record in a quiet area with no echo
• It is preferable if the room is fairly small
• A strong Wi-Fi connection is recommended
• A good headset with a microphone close to the mouth is recommended.
• Test a short recording and review the sound and picture quality, MP4 format, and bitrate before recording the entire presentation. Make changes as needed.

Instructions to upload to EDAS:
1. Go to EDAS (https://www.edas.info/)
2. Go to My Papers
3. Click on your paper title
4. Upload your MP4 or QuickTime video file to your paper record via the “Presentation” option. If you have any issues with uploading your presentation, please contact cathie.lowell@gmail.com

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  • The format of the paper should follow the IEEE conference paper style. You can download a template and style guide HERE. PLEASE NOTE: DUE TO A SYSTEM LIMITATION, ONLY THE LETTER FORMAT WILL BE ACCEPTED BY EDAS.
  • EPEC 2021 will only accept the electronic submission in PDF format of a full paper in English.
  • Conference papers are limited to six (6) pages, without incurring extra page charges. The paper may be extended to eight (8) pages. In such a case, extra page charges will be applied.
  • EPEC 2021 proceedings will be submitted to IEEE Xplore.
  • The selected top 20% papers published in the EPEC 2021 proceedings will be invited to submit extended versions of their presented conference papers for publication in the IEEE Canadian Journal of Electrical and Computer Engineering (CJECE) special issue within four weeks of the conference final day (i.e. by December 10, 2021). These invitations have already been sent to the select authors. The extended manuscript must be significantly extended (by a minimum of 30 per cent) in its overall technical content and research results beyond the scope of the conference paper published in the EPEC 2021 conference proceedings. The extended manuscript will go through another separate review according to CJECE’s review process. For more details, please visit journal.ieee.ca.

Step-by-Step Guide

Step 1: Submission of full papers (only letter size will be accepted) – (July 15th), July 30th 2021

Ready to submit? Click HERE for the EDAS link. You need to remove the footer from the IEEE template as EDAS will automatically put in the copyright information.

Step 2: Notification of paper acceptance – Sept 01th, 2021 Sept 20th, 2021

Once the technical committee has changed the status of the papers to accepted, authors will be able to register for the conference. After registration is complete, authors can complete the copyright form. Authors that are conditionally accepted will need to make the revisions required and then resubmit their papers. Please note: the only accepted form of copyright form submission is electronically through the link above; failure to follow this step, or duplicate submission through other means may result in the paper not being included in ieeexplore.

Step 3: Submission of final camera-ready papers – Sep 15th, 2021 Sep 30th, 2021

  • Before you can upload your paper, you must: Submit each of your accepted papers via (https://ieee-pdf-express.org/) for format checking and certification. The conference ID is 52095X. 
  • Login to EDAS and select one of your accepted papers.
  • Click on the Register icon that looks like a blue ticket.
  • Register for the conference at one of the author rates offered.
  • Make sure you add all your accepted papers to your basket.
  • Submit the IEEE copyright form for each paper.
  • Upload the final version of each of your papers.

Failure to register before the deadline will result in automatic withdrawal of your paper from the conference proceedings and program and the paper will not be submitted to IEEE Xplore.

Step 4: Presentation of papers at EPEC 2021 – in virtually on October 22-24 and Oct. 30-31, 2021.
Accepted papers must be presented at the conference by one of the authors. Failure to remotely present an accepted paper will result in the paper not being submitted to IEEE Xplore. Presentation time is 12 minutes with 3 minutes for Q&As.

Conference Theme

EPEC 2021 welcomes papers related to the conference theme, “Renewable Energy and Smart Grids for Future Sustainable Cities” please refer to the Call for Papers page.

Contacts

For the registration process, please contact:
Cathie Lowell
Registration & Administration Chair
Email: c.lowell@ieee.org

For paper submission, please contact:
Alireza Siadatan
Conference Publication Chair
Email: a.siadatan@ieee.org

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