Author Instructions for Contributed Papers – Full


Contributed Papers-Full are presented either as an oral presentation or a poster presentation.  The type of presentation will be determined by the Conference Editorial Board based on factors such as the reviewer’s suggestions and topic of the paper.  All presented and contributed papers will be published in IEEE Xplore and indexed by PubMed and Medline.

Click here for MS-Word template

Click here for LaTeX template

At least one author of the paper must be registered at the appropriate full conference rate (Member, Non-member, Student member, Student non-member) in order to upload the final paper. If complete payment of a registration fee is not received, authors will not be able to proceed with uploading their final manuscript. While any author of the paper may be registered, only the designated “corresponding author” may upload the final paper. Once a manuscript has been uploaded, the registration fees cannot be refunded. Please be sure that the attending author completes payment and uploads the final paper. This means that they must be the “corresponding author”.

Author No Shows

EMBS enforces a “no show” policy. Any accepted paper included in the final program is expected to have at least one author to attend and present the paper at the conference. Authors of the accepted papers included in the final program who do not attend the Conference will be subscribed to a “No Show List”, compiled by the Society. The “no-show” papers will be removed from the Master DVD and noted as “Author unavailable for presentation” prior to submitting to IEEE for inclusion in Xplore. The “No Show List” will also be made available to all EMBS conference organizers, who can reject submissions from these authors in the following two years, based on their past negative impact on an EMBS conference.

The substitution/absentee form must be completed and submitted by the corresponding author of any paper that has been included in the EMBC’18 program but the corresponding author or any co-authors are no longer able to attend and present the paper in the conference. If we do not receive the completed substitution/absentee form, and you do not attend EMBC’18 and present your paper, you will be subscribed to the Society no show list.

Paper Guidelines

To help you prepare your paper for submission, be sure your paper is formatted according to the Conference Paper Requirements (pay special attention to margins, 2-column format, do not put header/footer/page numbers). At the time of submission, the manuscript will be tested for IEEE PDF compliance. It is best that you use the system’s built in PDF conversion tool. If your manuscript is prepared in:

MS-Word, then you can simply upload the doc/docx file, if you are on a slow connection, it may be better if you compress your file into a “zip” file before uploading it.

LaTeX, then you must create a zip archive that includes LaTeX source, all style, bib as well as image files. If there are multiple TeX files in the zip archive that you are uploading, then you must make sure that the main TeX file is called root.tex. Caution, there are very many packages that are built on TeX, we only support the “official” LaTeX release as available on CTAN.

(Note: only zip compression is supported, if you upload the file using other compression techniques such as gz, tar, rar etc., it will not be converted).

At the time of submission, after you have filled in all the required information about title, authors, abstract, etc., you will be asked to upload the manuscript. If you upload a MS-Word or LaTeX file, it will be converted to compliant PDF. If there are margin problems, then you will be asked to download and check the margin problem before you can submit the file. If there are no problems with your file, you can simply click on Submit button to complete the submission.

Each Corresponding Author (the author that submits the paper, will attend the conference to present the paper and is responsible for communicating with the Conference Organizers and the paper’s co-authors) is limited to two (2) submissions for the conference. If an author would like to submit more than 2 final papers to the conference then there is a fee of $100 per additional paper.  Final papers are limited to four (4) pages. Authors wishing to submit an over-length manuscript may do so. There will be an over-length page fee of $200 per page and limited to an additional 3 pages (maximum page submission is seven (7) pages). This payment will be required after author notification of acceptance, at the time of final paper submission.

Authors should only submit originally written, unpublished work to EMBC’18.  All papers must be written in English.

During your initial submission, you will be required to add all the co-authors of your paper. In order to add a co-author, you will be able to search by their name or e-mail address by following the PIN link from submission page. If they are not in the system, you will be able to add them with their name and email address. Please remember, once accepted, you will be required to add any additional co-authors during your final submission.

EMBC’18 has a two-step submission process. The Initial Submission will first be checked for IEEE compliancy and will be for review purposes and stamped for confidentiality. If your paper is accepted, you will be required to complete a Final Submission which will appear in the conference proceedings. If your paper is accepted, you will be required to upload your final paper by the Final Paper Submission Deadline.

Information about Manuscript Preparation for Paper Submission

All submissions must be in US Letter page size format. Please follow the page margins strictly – thus, it is highly recommended that you use the downloadable MS-Word or LaTeX template.

Final submissions must be in 2-column format.

Do not put your own page numbers or running headers/footers on the manuscript.

Written in English

Only the corresponding author can upload the final paper — but any of the co-authors can register for the conference and pay for registration.

The corresponding author is required to complete the registration fee prior to uploading their final paper. If the corresponding author cannot attend the conference BEFORE the final submission is uploaded, then a co-author must arrange to attend and present the paper in their place, update the Papercept system to reflect the change in corresponding author and complete registration payment and final upload. Otherwise the paper should be withdrawn.

The corresponding author will need to complete the IEEE copyright form and confirm the final submission information before being able to upload the final paper.

Paper Upload Instructions

Contributed  Papers-Full (4 pages)    

Go to Papercept System to upload your paper.

Click “Submit a contribution to EMBC’18”.

Click “Submit” next to “Contributed Paper”.

(For Invited Sessions ONLY: An alphanumeric code, provided by the session organizer, is required for paper upload.)