Submitting Your Paper for Review

Detailed Instructions for Submitting Your
HICSS-39 Paper for Review

Author File Submission Process Step-by-Step Instructions:

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Need Help?
icpsupport@redshift.net

1) Author goes to the File Submission Login website
http://www.incontrolproductions.com/icpauthrev/log.asp

2) Author creates an account. Conference ID: HICSS39

3) Author submits paper (New Title).

4) Author is notified via email that file was received.

5) Source file(s) are converted to PDF; author is notified via email when file is available for approval.

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 Submission Login to “set status,” i.e. either to approve, submit a revised version, delete the paper, withdraw the paper, or request a manual conversion.

9) Author is sent confirmation via email of the status set.

10) If needed, source files/paper may be resubmitted with corrections or modifications. (Return to Step 3.)

11) Once paper is approved, it is released to the Minitrack Chair for assignment to reviewers.

LOGGING IN

Step 1.
a. Launch your Internet Browser (recommended: Netscape 6 and higher or Internet Explorer 5.5 and higher)

b. In the Address/Location field, type
http://www.incontrolproductions.com/icpauthrev/log.asp
This will take you to the File Submission Login site.

Step 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. If you do not remember, click “Forgot Your Password?” and it will be sent to you.)

a. Enter the Conference ID: HICSS39

b. Enter your email address.

c. Enter your password.

d. Click the “Login” button.
e. The Create Account screen will show already entered:

i. The Conference ID HICSS39

ii. Your email address

So, you enter:

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 the underscore as a space between two names.)

v. Telephone Number (with area code)

vi. Institution

vii. Address, City, State, Zip Code, Country

viii. The password you typed will appear as ••••

ix. Type your password again to confirm.

f. Click “Submit”

If there are no problems with what you entered in the fields above, the system will confirm on screen and via email that you have successfully created an account. This email message will contain the conference ID, your email address, and your password along with the URL for the submission site. You must not delete this message, as this information will be needed again.

g. Click “Continue”

SUBMITTING YOUR PAPER

Step 3. You are next taken to the File Submission page (see File Status Table).

ø Click “Submit New Title”.

ø Select Minitrack.

Click the blue down arrow on the right hand side of the screen for a pull down list of Minitracks, listed by track in alphabetical order. The first two letters correspond to the Track name (CL - Collaboration and Systems Technology; DM - Digital Media: Content and Communication; DT - Decision Technologies for
Management; EG – E-Government; HC - Information Technology in Health Care; IN - Internet and the Digital Economy; KM – Knowledge Management System; OS - Organizational Systems and Technology; ST - Software Technology; SY - Symposia).

For a list of Minitracks and Symposia, please check the HICSS site http://www.hicss.hawaii.edu/HICSS39/callforpapers.htm#Tracks

Paper Information:

ø Type in the title of your paper and indicate whether you are a Minitrack chair.

ø Click "Continue"

Author Information:
Data based on information you provided when you created the account will appear. If you are an author on the paper, all you must do is

ø Click “Add this author”. If not, please you must replace the data with the correct information and Click “Add this author”.

Additional authors

ø Continue adding all authors in the same manner. This is how the author index will be created, so all authors MUST be added. Please include the email address of every author. Only when all authors have been added:
ø Click "Finished adding authors".

Paper Submission Information

ø Selecting both your platform (i.e., Windows, Mac, Unix, other) and the type of file you will be uploading, use the Browse button to locate the file you will be uploading. Click "Upload File" (You will see the "File Details" screen.)

ø Click "Continue"

You will be brought back to the File Status Table. You will see the paper that you have uploaded listed in the table.

ø Click “Submit New Title” if submitting a second paper. Each paper will be added to your File Status Table. If not adding papers, please logoff (upper left side of screen).

Step 4. You will be sent an e-mail message confirming that your paper has been uploaded.

APPROVING YOUR PAPER

Step 5. In about 30 minutes, you will be sent a second e-mail message with the PDF file attached.

Step 6 & 7. Print the PDF file and read it 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 looks exactly the way you want it to look.
ø Please check to make sure no author information appears on the paper.

Step 8. Click the URL provided in the email message to bring you to the File Submission Login site. After logging in, at the File Status Table you may click the paper title to view the PDF file again, or PID number to verify or update the paper information (title, authors).

Then, must choose from these five (5) options:
Revise Delete Withdraw Request Manual Approve
Paper Paper Paper Conversion Paper

“Revise Paper” means you are rejecting this version of your paper and will submit a revised version of the source files.

ø Click “Revise Paper”
ø You will be taken to the "Select Revised File" page where you will submit the new version following the same instructions as you did submitting the previous paper.

“Delete Paper” means that you wish to delete the submission. (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 it from the system.
ø IF this is correct, Click "Delete Paper"
ø Click “Continue”

“Withdraw Paper” means that you wish to withdraw the paper from publication. Withdrawing this conversion ID will permanently exclude the paper from consideration.

ø Click "Withdraw Paper"
ø Click “Continue”

“Request Manual Conversion” means that you see a problem in the PDF that is not in your source file and you would like your PDF manually re-created.

ø Click "Request Manual Conversion"

You must provide specific reasons detailing the problem in the
box provided. Support is available at icpsupport@redshift.net

“Approve PDF” means that your PDF is as you expected and does not require any changes. Note: Once you have approved your PDF, you cannot submit a revision.

ø Click “Approve PDF” to confirm the approval.
ø It will prompt you that the file has been accepted.

ø Click “Continue” to complete your submission for this paper title.
(Note: Once papers are sent out for review, no changes will be allowed.)

Once you have approved your files, please logoff.

Step 9. You will be sent an e-mail message confirming your choice of status for each paper.

Step 10. To re-submit any file, if needed, please return to step 3.

Step 11. Your paper is released for review.

FREQUENTLY ASKED QUESTIONS

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. Either you can decrease the resolution in your graphics, get a faster internet connection, or comClick (zip, sit, tar, etc.) your file.

Q. How will I know if my electronic manuscript was received?

A. “ICPSupport” e-mails from the System will be sent to the email address you entered when you created your account. You will receive a number of other mail messages, including when a paper is uploaded, and another to notify you that your PDF is ready for review, and a third confirming that you have approved the PDF file for your paper.

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 to confirm:

1) No author name appears on the paper.

2) Your overall layout has been maintained.

2) 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) 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-39 File Submission 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. What if I want to edit my paper?

A. You may edit your paper and upload your revision by logging into your author account and selecting "Revise Paper" link. Only authors can edit their paper.

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. Click and hold the “Control” key on your keyboard and select “Refresh” 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 approved 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. email: icpsupport@redshift.net (include the conference name in the subject line.)

For more FAQ’s see http://incontrolproductions.com/icpauthrev/pr_choose2.asp