Process Overview

Author File Submission Steps

1)  Author prepares a source file and names it.

2) Author goes to the File Submission and Approval website

( http://www.incontrolproductions.com/icpauthrev/log.asp  ).

3)  Author creates an account.

4)  Author submits source file(s).

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

6)  Source file(s) are converted to PDF.  Author is notified by email

7)  Author views and prints the .pdf file attached to the message.

8)  Author reviews PDF for correct conversion.

9)  Author returns to the File Submission and Approval website to set status.

10)  Author is sent confirmation via email of the status.

11)  If needed, source files may be resubmitted with corrections or modifications; return to Step 3 below.

12)  When approved by the author, the paper is released to the Minitrack Chair for assignment to reviewers

Naming File:

1.  Please name your file using the last name of the first author (i.e., smith.doc)

Logging in:

1. Log into site:
1. Launch your Internet Browser and go to the following website.

http://www.incontrolproductions.com/icpauthrev/log.asp 

2. This will take you to the File Submission 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: HICSS38 (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 HICSS38

                                                             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.  You will be taken to the File Submission page.

Submitting your paper:

    3.  Launch your browser and access the  File Submission page.  This is where you will submit your paper. http://www.incontrolproductions.com/icpauthrev/log.asp 

a.    Press on Submit New Title.  This will take you to "Upload file - Step 1 Collect Paper Information" page.

b.  Next you must select the Track and Minitrack to which you wish to submit your paper.  The Letter codes correspond to the Track name (CL - Collaboration and Systems Technology; CS - Complex Systems; DT - Decision Technologies for Management; DD - Digital Documents and Media; ET - Emerging Technologies; HC - Information Technology in Health Care; IN - Internet and the Digital Economy; OS - Organizational Systems and Technology; ST - Software Technology).  For a list of minitracks please check the HICSS site (http://www.hicss.hawaii.edu/Hicss38/callforpapers.htm#Tracks). 

c.       Click "Continue" to go to the "Upload File - Step 2 Collect Author Information"

d.        Fill in the information for the first author, indicating if the author listed will be presenting, then PRESS "Add this Author".  As the person submitting a file, the system assumes you are an author and will already have filled in some of the information.  Your last and first name should appear below in the section "Current authors entered for this paper"

e.   Add all additional authors in the same manner.  This is how the author index will be created, so all authors MUST be added.

f.   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".

g.    After selecting the type of file you will be uploading, use the Browse button to locate the file you will be uploading.  Press "Upload File"

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

i.     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.  

Approving your paper

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

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.  If there are errors, prepare a revised version of your source file and resubmit as follows.

7.   Click on the URL provided in the message in order to log on again.

8.      You will be at the File Submission 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, you will NOT be able to submit any new versions.)

Ø      Click on Approve PDF, then acknowledge approval

Ø      It will prompte you that the file has been accepted

Ø      Press Continue

b.      Choosing Revise Paper means you are rejecting this version of your paper and will submit a revisedversion of the source file(s). 

Ø      Click on Revised Paper

Ø    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

Ø      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

Ø     You will be warned that deleting the file will permanently remove the file from the system.  IF this is correct, press "Delete File".

Ø      Press Continue

d.      Choosing Withdraw Paper means that you wish to withdraw the paper from review

Ø      Withdrawing this conversion id will permanently exclude it from consideration

Ø      Click on the "Withdraw Paper"

Ø       Press Continue

e.       Choosing Request Manual Conversion means that you see a problem in the PDF which  is not in your source file and you would like your PDF manually re-created.  Ø      Click "Request Manual Conversion". . 

Ø      Please provide specific reasons detailing of the problem in the box provided.   Support is available at mailto:icpsupport@redshift.net
 

f.        Once you have approved your files, click Logoff, found in the left margin.

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

10.  To resubmit any file, if needed, please return to step 3.

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.  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. “Event Services” 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-38 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. How do I send a new version?

A.  Go to the HICSS-38 File Submission 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 “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 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.