1) Author goes to the File Conversion website (http://216.228.1.34/hicss37/log.asp).
2) Author creates an account.
3) Author submits source file(s) and abstract.
4) Author is notified via email that file was received.
5) Source file(s) are converted to PDF.
6) Author views and prints the .pdf file attached to the message.
7) Author reviews PDF for correct conversion.
8) Author returns to the File Conversion website to set status on the file.
9) Author is sent confirmation via email of the status set.
10) If needed, source files may be resubmitted with corrections or modifications; return to Step 3.
1. Log into site:
a. Launch your Internet Browser
b. In the Address/Location field, type http://216.228.1.34/hicss37/log.asp. This will take you to the File Conversion and Approval Site.
2. Create account (NOTE: if you submitted a paper last year using the same e-mail address, your contact information should still be in the system. You will need to use the same password as you did last year.
a. Click on “First time logging in? Click here”
(Note: After creating the account, to log in again, you will only need to type in the Conference ID; your e-mail address and your password)
b. Enter the Conference ID: HICSS37 (NOTE: type all capital letters)
c. Enter your email address.
d. Click on the “Submit” button.
e. Create Account screen will appear and you enter:
i. The Conference ID should read HICSS37
ii. Your Email Address
iii. Your First Name (note: use underscore as a space if you have two names.)
iv. Your Last Name (your last name is used to create a unique User ID; therefore, the only legitimate characters the system will accept are A-Z, 0-9, (, ), and _ (note: use underscore as a space if you have two names.)
v. Telephone Number (with area code)
vi. Institution
vii. Address, City, State, Zip Code, Country
viii. A password of your choice
ix. Confirm password
f. Click on the “Submit” button.
g. If there are no problems with what you entered in the fields above, the system will confirm that you have successfully created an account. Press Continue
3. You will be taken to the File Conversion Status page. This is where you will submit your paper.
a. Press on Submit New Title. This will take you to "Upload file - Step 1 Collect Paper Information" page.
b. Type in the title of your paper
c. Filename Code NOTE: This is the filename code assigned to you by your minitrack chair and should match the filename of your paper.
d. The next few questions pertain to A/V equipment. THIS is where you order your equipment for your presentation. If the equipment you need is not listed, please e-mail the HICSS office at hicss@hawaii.edu
e. Click "Continue" to go to the "Upload File - Step 2 Collect Author Information"
f. Fill in the information for the first author, indicating if the author listed will be presenting, then press "Add this Author". If you are an author, the information should be there already.
g. Add all additional authors in the same manner. This is how the author index will be created, so all authors MUST be added.
h. When all authors have been added, press "Author Entry Complete - Continue to Step 3" which will take you to "Upload File - Step 3 Select Source File".
i. After selecting the type of file you will be uploading, use the Browse button to locate the file you will be uploading. Please make sure that the filename matches the filename code given to you by your minitrack chair. Press "Upload File" and the page presented to you will list the filename, size in bytes and type of file.
j. Press "Upload Abstract File".
k. Select Word. (NOTE: The abstract MUST be no longer than 300 words. The publisher will return any abstract longer than this). "Browse" to find the file. Remember to name your file using the filename code given to you by your minitrack chair and adding an "A" to the end (i.e., CLALN01A.doc). Upload file.
NOTE: This year, the publisher as requested that ALL abstracts be in Word format. If you are unable to do this, please contact Danielle Martin (dmartin@computer.org)
l. The page presented to you will list the filename, size in bytes and type of file. Press "Continue" to move on to the Copyright Information page.
m. Click "View Copyright Transfer Form". The paper title and the list of authors will appear on the form automatically. Print using your web browser's print button. Sign and fax to Lorretta Palagi (1-360-734-9715) immediately. Use web browser's back button to go back to the Copyright Information page. (Note: you MAY have to press the "Refresh" button on you web browser to return to the Copyright Information page.) Since you have printed out the Copyright Transfer Form, press "Continue".
n. You will be brought back to the File Conversion Status Table. You will see the paper that you have uploaded listed in the table.
m. If you are submitting a second paper, press Submit New Title. If not, you can logoff (upper left side of screen)
4. You will be sent an e-mail message confirming
that you paper has been uploaded.
5. In about 30 minutes, you will be sent a second e-mail message with the .pdf file attached. PLEASE print out the .pdf file and read VERY CAREFULLY. This will be your last chance to check for any errors in the paper. You will be allowed to view the .pdf file that is generated from the file uploaded.
6. PRINT the .pdf file and read VERY CAREFULLY. This will be your last chance to check for any errors in the paper. Check for problems with graphics and spelling errors. This will ensure that the paper does look the way you want it to look.
7. Click on the URL provided in the message in order to log on again then click on the paper title.
8. You will be at the Assigned File Status page. You will have five (5) options as to what to do at this point:
· Approve PDF
· Revise Paper
· Delete Paper
· Withdraw Paper
· Request Manual Conversion
a. Choosing Approve PDF means that your PDF is as you expected and does not require any changes.
This completes your submission for this paper title.Note: If you choose to accept the converted file as
is, no will NOT be able to submit any new versions.)
· Click on Approve PDF, then Approve PDF
· It will prompted you that the file has been accepted
· Press Continue
b. Choosing Revised Paper means you are rejecting this version of your paper and will submit a revised version of the source file(s).
§ Click on Revised Paper
§ You will be taken to the "Upload Revision" page where you will submit the new version following the same instructions as you did submitting the previous paper.
c. Choosing Delete Paper means that you wish to delete the submission
· Click on Delete Paper.
Note: Once you have approved your PDF, you cannot submit a revision. If you must revise an approved PDF, you must delete the title. This can be done at anytime AFTER the first file is converted to PDF
· You will be warned that deleting the file will permanently remove the file from the system. IF this is correct, press "Delete File".
· Press Continue
d. Choosing Withdraw Paper means that you wish to withdraw the paper from publication
· Withdrawing this conversion id will permanently exclude it from consideration
· Click on the "Withdraw Paper"
· Press Continue
e. Choosing Request Manual Conversion means that you see a problem in the PDF is not in your source file and you would like your PDF manually re-created.
· Click "Request Manual Conversion". .
·
Please provide
specific reasons detailing of the problem in the box provided. Support is
available at support@incontrolproductions.com
f. Once you have approved your files, click Logoff, found in the left margin.
9. You will be sent an e-mail message confirming your choice of status for each paper.
10. To resubmit any file, if needed, please return to step 3.
Q. How will I know if my paper was
received?
A. You will receive a confirmation email when your paper is received.
Q. My system keeps timing out when I try to upload my file. What should I do?
A. Your file is too big or your internet connection is too slow or a combination of both. You can either decrease the resolution in your graphics, get a faster internet connection or compress (zip, sit, tar, etc.) your file.
Q. How will I know if my electronic manuscript was received?
A. ăEvent Servicesä e-mails will be sent to the email address you entered when you created your login; one to confirm your directory and another to notify you that your pdf is ready for review.
Q. When I review my PDF, what should I be looking for?
A. All PDFs should be thoroughly reviewed both on screen and in print. Check that
1) Your overall layout has been maintained
2) That all graphics have been included, and that they appear as you intend, especially in print (graphics that look good on screen often will not present well in print)
3) That no font substitution occurred, especially in equations and with other special characters.
Q. I cannot review my PDF online but I have reviewed it on my computer. How do I accept or reject my PDF?
A. Login into the HICSS-37 File Conversion and Approval website (the URL will be e-mailed to you) and click the appropriate status for your paper (Approve, Revise Paper, Withdraw, Delete or Request Manual Conversion).
Q. How do I send a new version?
A. Go to the HICSS-37 File Conversion and Approval website to submit revisions. You are limited to two file conversions (the original and two resubmissions) per paper before you begin to receive a surcharge.
Q. What if I want to edit my paper?
A. Only authors can edit their paper. Edit your paper and upload your revision by logging into your author account and selecting "Revise Paper" link.
Q. I submitted a revised version of my paper but my PDF being displayed online is my old PDF. What can I do?
A. It is likely that your web browser is displaying a cached version of your PDF. To refresh your browser, select “View” from the toolbar. A drop down list will appear. Press and hold the “Control” key on your keyboard and select ăRefreshä from the drop down menu.
Q. I have uploaded two different versions
of my paper. How do you know which one to use?
A. Only the version that has been accepted will be used.
Q. I have two (or more) papers to submit
to the conference. Do I need to create multiple directories?
A. No, you can submit all of your papers to the same account. Be sure to follow
the file-naming convention provided by your minitrack chair.
Q. If I have difficulty creating my
account, uploading my file or assigning file status, what should I do?
A. The InControl Productions, Inc. support staff can help with any uploading
problem. If you have created an account, please provide the email address you
used to create the account.
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