2013 SoCS Symposium -- AAAI Press Paper Registration and Submission

2013 SoCS Symposium — AAAI Press Paper Registration and Submission

(For Authors with ACCEPTED Papers Only)

Deadline: 31 May 2013 at 11:59 PM, Pacific Daylight Time (UTC/GMT – 7.00 hours).
(You must register on the AAAI Press submission site no later than 30 May 2013.)

Please Read This Entire Document!

Dear Author:

Congratulations on having a paper accepted for publication by AAAI Press! As a reminder, please note the paper deadline and time zone listed above. The site is located in San Francisco, California. It will close shortly before midnight, local time. You must have completed your submission by this time. If your paper is not timestamped by the deadline, it will be automatically withdrawn. (We do not ever guarantee publication of late submissions or replacements, even if there are extenuating circumstances, so please submit on time!)

If you have never used this system before, please allow at least 45 minutes to make your submission (or an hour on the day of the deadline). The system is not complicated, but it takes some time to get used to it. Please be patient, and exercise care, because you are submitting information that will be published just as you typed it. You will also be submitting information that will be used to create the index, the table of contents, the final website, information for the document object identifier (DOI), and metadata that will be used by libraries around the world. In addition, you will be providing information that your colleagues can use. Don't skip any of the fields. Include all your authors. Finally, don't complete multiple submissions of the same paper!

There are seven steps in the submission process. Each step is explained below. The steps are:

Download the Author Kit
Prepare Your Submission Files
Review the Help Files
Open a New Account or Enable an Existing Account
Submit Your PDF and Your Source Files
Sign and Submit Your Distribution License
If Necessary, Correct Your Submission (but don't make a new submission!)

Late Papers

You are entirely responsible for submitting your paper, properly formatted and on time. If we don't receive your paper by the deadline, your paper will most likely NOT be published — you will not be notified if your paper is missing. If you have a problem, please e-mail publications13@aaai.org; include your symposium name and track (do not abbreviate) in the subject line. No extensions will be granted.

First, Download the Author Kit

To begin, please download the AAAI Press Author Kit. This kit contains all the files that you will need to format your paper, including the latest (2013) versions of aaai.sty and aaai.bst. It also contains the AAAI copyright form and distribution license, formatting instructions, a Word "dot" file, extra-page invoice, and, if you use LaTeX, all the required LaTeX files. The kit also contains other files and documents that you may find helpful in preparing your paper.

Download the AAAI Press Author Kit

Second, Prepare Your Submission Files

After reading the formatting instructions and using an approved style file or template, create your submission files. This will consist of three elements:

A PDF File (submitted first)
Your Paper's Metadata (submitted second)
A Word doc file OR a compressed archive (zip, gzip, rar, etc.) containing all your LaTeX source documents (submitted last)

All papers must be formatted using the style files and formatting instructions in the AAAI Press Author Kit. If you format your paper incorrectly, you will be required to reformat it and probably will have to pay a resubmission fee.

If you use LaTeX, you must use aaai.sty and aaai.bst, the times package, and pdfinfo, your paper must compile in pdflatex, and your source must include only a single .tex file that does not use hyperref or natbib. There are brief instructions below. Read the formatting instructions for LaTeX in the AuthorKit for fuller explanations.

If you use the Word, you must use the Word template and apply all the Word style sheets (for text, section and subsection headings, references, title, and so forth). Your paper must contain the proper margins throughout, may not include bookmarks, must not include underlined links in a different color, and the text columns must be justified. Please see the Author Kit for complete instructions.

Third, If You've Never Done This Before, Review the Help Files

For those who are unfamiliar with the submission process, please see the example screens that are similar to those you will see when you use the system. These are generic pages, so you must come back to this page to actually register and submit your paper:

Fourth, Open an Account or Enable an Existing Account for this Event

To submit your paper, you must open an account on the AAAI website or add this event to a previous registration you may have made for an earlier event. This is the only site you may use to submit your paper. (Important! — only the author responsible for the paper should open an account and submit).

To open an account for this symposium, first read this section, then go to the AAAI Press publications submission site for the 2013 SoCS Symposium.

If you have submitted to AAAI Press before, click the link above and then you'll see a link to click for people who already have an account with this or another conference, symposium, or workshop on this site. Click that second link and follow the instructions (Be sure to click the link "Author: Able to submit items to the conference" — if you don't, you won't be able to submit your paper and will have to repeat this process!)

If you don't have an account with us, please proceed as follows.

Choose a username and password.

Next, using mixed case, (upper and lower-case letters), the following information is required:

First Name
Last Name
Affiliation (if you are not affiliated with a company or university, put Independent Researcher) (Affiliations should just be the name of the University or Company — not the department or lab). Please don't abbreviate the affiliation.
Your e-mail address
The Country in which you live

A bio statement would be your title and department, such as

Assistant Professor, Department of Computer Science

Click the boxes
Send me a confirmation email
and
Author: Able to submit items to the conference.

IF YOU DON'T CLICK THE AUTHOR BOX, YOU WON'T BE ABLE TO SUBMIT!

Paper account registration for your symposium is at the following page:

2013 SoCS Symposium Account Registration.

Once you have registered, please come back to this page for instructions on how to submit your paper.

Fifth, Submit Your PDF, Your Paper Metadata, and Your Source Files

Now that you have registered and formatted your paper, it is time to submit your paper. Please do this carefully. The submission process involves five screens:

In screen one (START), you make legal representations about your paper.
In screen two (UPLOAD SUBMISSION), you upload your PDF (be sure to click the upload button!)
In screen three (ENTER METADATA), you enter your metadata (be sure to include all the authors in your paper, their affiliations, and the country in which they reside
In screen four (UPLOAD SUPPLEMENTARY FILES), you upload your compressed archive containing your source files (either all the LaTeX files required to compile your paper on a different computer or your Word doc file in a single compressed archive). Please ensure that your compressed archive decompresses into a directory that is your family name, so that we can readily identify it with you.
In screen five (CONFIRMATION), you confirm your submission and finalize it

Until you click the "finish submission" button in screen five, you can go back to any of the screens and fix anything that is wrong — such as replacing a PDF or supplementary file. Once you click the "Finish Submission" button, you will not be able to change the original submission file; however, you can still submit revised versions by following the instructions below.

To submit, go back to the AAAI Press submission site, log in, choose Author, and click on Step One of the Submission Process

Please note that some items are critically important:

Do not make multiple submissions of the same paper! If you need to fix a paper you've already submitted, review the instructions on "Submitting a Corrected Version" below. If you do submit multiple copies, all your submissions will be deleted and late fees will be assessed.
Use Mixed Case. The information you provide will be used to compile the table of contents, so all the information you provide must be entered carefully and completely, and using Mixed Case. This includes, for example, your paper title. If you registered properly, your personal information will be entered automatically. Please review it, and be sure your country is included.
Include all the authors of your paper, including their affiliations and countries. You'll need to click the Add Author button to do this. Please include their country and affiliation. This information will be included in the index. If you omit an author, they won't get credit for the publication. You can change the author order using the small up and down arrows on the screen. The author order should correspond to the order the names appear on your formatted paper.
Submit your PDF as the submission, and don't forget to include your compressed archive as a Supplementary File (an option to submit a supplementary file appears on a separate screen — if you would like, step-by-step instructions of the submission process are available. The title of this supplementary file should be either LaTeX Source Files or Word File. If you forget to submit your source, your paper can't be published.

Once you have completed your submission (and you are certain it is complete and ready for publication), click on Active Submissions to ensure that your submission is complete. You will receive a confirming e-mail. This acknowledgement e-mail will contain important information about your submission (including brief instructions on how to submit a revised version). Please read them!

Paper submission for this symposium series (for persons who have registered on the site) is at the following page:

2013 SoCS Symposium Submission Page.

Sixth, Submit Your Copyright Form

Next, you must sign the copyright form and mail it back to AAAI:

Association for the Advancement of Artificial Intelligence
2275 East Bayshore Road
Suite 160
Palo Alto, California 94303
USA
Telephone: 650-328-3123
Fax: 650-321-4457

The form is due by the paper-submission deadline. Only the primary author of the paper needs to sign the document. A copy is in the author kit. You may scan and e-mail the form to pubforms13@aaai.org if you like, but we also require the original.

How to Submit a Corrected Version

If, before deadline, you've already clicked the "finish submission" button and later discover an error in your paper that requires revision, do not make a new submission! Follow the instructions on how to submit a revision to a paper already submitted. If you complete multiple submissions of the same paper, you will incur multiple submissions charges. It is likely that both your submissions will be removed and your paper won't be published at all.

Please note that our deadlines are strict. Corrected versions of papers submitted after the paper deadline will NOT be included in the materials distributed at the symposium, nor will they appear in the print form of the publication. Under limited circumstances and for a limited time, we may be able to correct the website version. A replacement paper fee will always apply.

If you make a mistake, do not start a new submission. To change your paper do the following:

Log in to your user account
Select the Author link
Select your paper title
Select Add a Supplementary File
Name this file Revised Archive (and be sure that it contains a new PDF as well as corrected source files — if you neglect to submit new source files, your corrected paper cannot be used.

We will then use the PDF in your new supplementary file archive instead of the original submission. It helps if you indicate the changes that were made in the paper.

If you have questions, please consult the following web page:

How to Submit a Revision to a Paper Already Submitted

Preparing Your LaTeX File for Submission

Use of the 2013 versions of aaai.sty and aaai.bst is required -- no exceptions.
Your source must compile with pdflatex.
(That means, for example, that if you've used .eps files for your figures, you will either have to convert them to pdf or jpg or png, or you will have to use \usepackage{epstopdf}. If you use epstopdf, you need to include the pdf files that package creates in your source archive. If you've used pstricks, you will either have to switch to Tikz or create your figures separately in pstricks and then include them as graphics files.)
Include only one .tex file in your compressed archive (e.g. you may not use \input commands)
You must include the following in your preamble:
\usepackage{times}
\pdfinfo{
/Title ()
/Author () }
Please revise your source to include this information (add the title and all the authors, separated by commas, within the parentheses as indicated above — do not include any LaTeX codes or accents)
Your paper cannot intrude into the margins — if your log includes overfull boxes, most of the time you will need to fix them.
If your paper includes algorithms and you have used one of the many algorithm packages, you must include those style files.
Do not use the hyperref, natbib, geometry, or caption or subcaption packages.
Do not use any other package or command that materially alters aaai.13 style (such as, but not limited to, packages that change the way the captions look or use of \vspace to squeeze your paper into a certain number of pages).
Do not use \tiny or \scriptsize or \footnotesize for your bibliography. (\small is ok if necessary.)
Include only the files necessary to compile your source — nothing else. Don't include the unused figures, or the formatting instructions, or the copyright form, or other extraneous material.

Thank you for reading these instructions and taking care in the submission of your paper.