International Conference Proceedings Series

IMPORTANT NOTE: A new publishing model is being introduced for ICPS in 2024. If the formal Call for Papers for your conference will be released on or after January 1, 2024, the production charges described below will not apply, but some authors will be required to pay article processing charges (APCs) to publish in ICPS. Please review the details here. Other details of the production process remain unchanged.

ACM’s International Conference Proceedings Series (ICPS) program offers a low-cost alternative to other publishers and venues. The production charges* for events whose proceedings are accepted for publication in ICPS as of December 2021 are:

• Base rate for volumes with up to 30 papers: US $750
• For volumes with more than 30 papers: base rate of US $750, plus US $20 for each paper above 30

Incidental charges include the following:

• Non-refundable application fee: US $50
• DOI registration fee: US $1 per article published
• iThenticate plagiarism detection fee: US $0.55 per accepted article
• Library of Congress Proceedings Registration fee: US $80 per proceedings volume
• ISBN acquisition and registration Fee US $1.50 per proceedings volume

*ACM offers economic discounts based on The World Bank List of Economies. Economic discounts may be applied to ACM production charges only. Incidental charges are applied as direct costs from 3rd party agencies or as part of the ICPS application submission process and cannot be discounted.

Please note that ACM will NOT begin the TAPS production process for your proceedings until the invoice is paid in full. Invoices are generated approximately 3 days after your last file upload into the ACM eRights system. Please contact Sean Pidgeon [email protected] for all invoice inquiries. Note also that no refunds can be issued for individual papers subsequently pulled from the proceedings for any reason (e.g. no-shows, fail to present, author requests for withdrawal from the published proceedings, etc.). Thank you for your understanding and cooperation.

NOTE: Economic discounts may be applied to ACM production charges only. Incidental charges are applied as direct costs from 3rd party agencies or as part of the ICPS application submission process and cannot be discounted.

ACM will be the publisher of the proceedings; you may arrange for local printing and distribution of the hard copy if you wish.

The following information will assist you in producing electronic files that conform to ACM standards.

 

1. Once your event is approved by the ICPS Editor-in-Chief, an ISBN for your proceedings volume will be generated by ACM. This ISBN will be emailed to the contact(s) on your ICPS application form, along with additional production documentation and important links that will help you manage oversight of ACM eRights collection and TAPS processing of your proceedings materials. Please retain this email for easy reference.
    

2. Rights capture is the crucial first step – until all your authors have completed rights forms, you will not be able to submit materials to TAPS for production processing or distribute your publication in any format.
   
   To generate rights forms, you must upload your approved proceedings’ paper metadata to ACM’s automated e-Rights system. You may either:
   
   a. Obtain the ACM formatted XML or CSV metadata file from your Conference Management System (CMT, EasyChair, EDAS, HotCRP, LinkLings, OpenConf, PCS, OTHER). Please contact your Conference Management System support team for support;
   
   b. Create the XML metadata file according to the DTD specifications; you may find it easier to modify the sample XML file; or
   
   c. Create a .csv file which contains a record for each publication entry you wish to have listed separately in the ACM Digital Library. You must list all authors (enter initial letter capitalized and lower all other letters within a name; do not capitalize each letter) and their affiliations for each paper to be published. Failure to do so, will cause delays in publishing. Please be advised that ACM has implemented a new .csv format.
   
   ACM needs the following information for each author/article in your .csv file (please refer to the field definition and list of accepted paper types)
   
   proceedingID,event_tracking_number/theirnumber,paper_type,theTitle,prefix,first_name, middle_name,last_name,suffix,author_sequence_no,contact_author,ACM_profile_id, ACM_client_no,orcid,email,department_school_lab,institution/AFFILIATION,city, state_province,country,secondary_department_school_lab,secondary_institution, secondary_city,secondary_state_province,secondary_country,section_title,section_seq_no, published_article_number,start_page,end_page,article_seq_no,art_submission_date,art_approval_date, source (submission system), abstract
   
   Click here to download the list of fields for the required in the .csv file
   Click here to download a sample .csv file
   
   If possible, please include the correct section and article sequence information in your .xml or .csv file. This ensures that your papers will be arranged in the ACM Digital Library in your desired sequence and sections (if applicable).
   
   As ACM transitions to Open Access, it is imperative that you assign correct paper types for each article. This will ensure that all ACM Open eligible articles are processed correctly in the eRights system.
   
   Both the .csv and .xml upload links are contained in the email mentioned in #1. After you successfully upload your data to the ACM e-Rights System, send out the rights forms by clicking on the “sends messages to authors” link at the top of the ACM e-Rights Grid.
   
   Authors’ completion of ACM’s e-Rights Form is a crucial step. Until all authors have completed the ACM’s Rights Form, and the forms are reviewed and approved by ACM's intellectual property rights manager, you will not be able to submit materials to ACM for final DL production processing nor distribute your publication in any format. Similarly, authors whose forms are pending will be unable to upload their source files to TAPS for DL processing.
   
   Authors with outstanding forms will receive a weekly reminder until four (4) weeks before your conference/workshop. You will also be sent a weekly status report. To facilitate timely publication of your volume, you must ensure that all e-Rights forms are completed by authors at least four (4) to six (6) weeks prior to your event .
   
   In addition to these notifications, you will be provided with an introduction to The ACM Production System (TAPS) after you upload your paper metadata and production invoice paid (if applicable).
   
   As rights management emails are sent from an automated system, there is a chance that emails sent will wind up in SPAM folders. Please make sure that you and your authors set SPAM settings to allow emails from [email protected].
   
   Should a paper need to be withdrawn, please contact [email protected].
    
3. ICPS fees are based on the number of articles in your .xml or .csv file. In exchange for ACM's commitment to publish your proceedings, you are expected to pay the ICPS invoice in its entirety. ICPS invoices will be issued and sent to the ICPS application billing contact on record 72 hours after the last .xml or .csv file is loaded. Please note that, as of this time, no refunds will be issued for individual papers subsequently pulled from the proceedings for any reason (e.g. no-shows, fail to present, author requests for withdrawal from the published proceedings, etc.). The charges are described here: https://www.acm.org/publications/icps-series
     
4. After completing their e-Rights form, authors will be emailed the complete rights text and bibliographic strip that must be added to their paper. Please be aware that there are different file preparation instructions for Word and LaTeX template users: https://authors.acm.org/proceedings/production-information/taps-production-workflow
   
   ICPS authors must use the "sigconf" call when using the ACM LaTeX Authoring template: "\documentclass[sigconf, screen, review]{acmart}"
   
   Questions regarding the ACM authoring templates MUST be referred to the ACM TeX support team at Aptara, at [email protected] 
    
5. Approximately 12 hours after authors successfully complete their e-Rights form will receive an email instructing them to upload their source files directly to The ACM Production System (TAPS). TAPS will generate output in PDF and HTML formats, which the authors will need to review and approve.
    
6. As the organizer, you will need only to do the following: (1) monitor progress in TAPS, and (2) prod procrastinating authors to complete their ACM e-Rights forms, submit their source files to TAPS, and approve the output 4 weeks prior to the start date of your event. Should you wish to publish a post conferene proceedings, all author processing must be completed 4 weeks prior to the date you wish to publish the proceedings in the ACM Digital Library.
    

7. While a paper may be published in the author's native language, ACM requires the title and abstract to be in English – or, at least, to have the English translations alongside the originals.
   
   Author names, affiliations, and references must be submitted using the Roman Alphabet (as opposed to Cyrillic, Chinese, Arabic, etc.).
    
8. ACM invites authors to submit an image representation of their article. The image must be selected from the article body and can be any of the following: art, graphic, table, figures, etc. (Image files are to be as square as possible, 100x100 ppi, in .jpg format, and have the necessary permissions to publish from the owner.)
   
   Authors must supply a caption with the image. It should not be longer than 512 characters. ACM recommends you add alt-text to your source files for all images you intend to publish. Including alt-text will ensure the widest readability of your article.
    
9. Supplements and/or auxiliary materials
   
   ACM calls extra files to be reviewed with the submitted paper “Supplements.” One example is a proof that is too long to be included within the allotted number of pages but which is supplied as an online-only Appendix. Another example is a program which is the actual subject matter of the paper, such as a supplemental algorithm. Supplements are an integral part of the paper and are published with it as such. Rights management of the paper applies as well to these Supplements. Checking Part I of the e-Rights form transfers rights on the paper and its Supplements.
   
   ACM calls extra files which are not reviewed as part of the submitted paper, but which an author supplies as an additional resource for the reader, “Auxiliary Materials.” An example might be an extensive data set used in the research for the paper, or programs that were run on that data to derive the results. ACM will not take copyright for Auxiliary Material which is not reviewed and is not part of the formally published work. But ACM still needs permission from the owner to serve Auxiliary Materials and an agreement that the author is abiding by ACM terms when supplying the non-reviewed Auxiliary Material. Checking Part II of the e-Rights form and saying YES to the terms grants ACM permission to publish the Auxiliary Materials.
   
   In the event that an author is supplying both kinds of files, Supplements and Auxiliary Materials, they should be provided as instructed in the TAPS submission email they receive. A short “readme” file the author provides will appear in the ACMDL along with each Supplement and/or Auxiliary Material describing the content and whatever requirements there are for using it.
    
10. You are advised to submit any front and back matter files four (4) weeks before the start of your event. All of these must be in PDF format:

• The Title Page holds the normal citation information, displayed as you wish, such as:

Proceedings of the 6th ACM SIGCHI New Zealand Chapter Annual
International Conference on Computer-Human Interaction: Making CHI Natural
2005, Auckland, New Zealand
CHINZ ‘05
Conference Chair: Dr. Beryl Plimmer
Program Chair: Professor Mark Apperly
Sponsor(s): The University of Auckland & the New Zealand Chapter of ACM SIGCHI
 

• The Verso of the Title Page should look something like chinz-05.doc. Make sure to add the correct year and ISBN number.
  
  Here is the standard copyright statement that needs to be added to the Verso:
  
  "Permission to make digital or hard copies of all or part of this work for personal or classroom use is granted without fee provided that copies are not made or distributed for profit or commercial advantage and that copies bear this notice and the full citation on the first page. To copy otherwise, to republish, to post on servers or to redistribute to lists, requires prior specific permission and/or a fee."
   
• Table of Contents and Sponsor/Committee/Reviewer Lists are mandatory components of your front matter, as it is used to confirm that your papers have been sequenced correctly.  We've provided a sample front matter file for you to use as a base for your event.

• Cover page, Introductions, Prefaces, Acknowledgments, Indexes, etc., are all encouraged but optional.
   

12. ACM will need the submitted/accepted counts for research articles. We would appreciate it if you could also describe the review process applied, as we are planning on capturing this kind of qualifying information some time in the future.
     
13. It is ACM’s preference that a proceedings be available from the ACM Digital Library on the first day of the conference. To achieve this, authors must complete the TAPS submission and approval process at least four (4) weeks before that date.
    
    Delays in the author submission and approval process, or additional post-processing work on submitted files, will postpone publication in the ACM Digital Library.
     

If you have any technical questions regarding this process, please contact the ICPS Production Team.

Last Revised June 5, 2024 Craig Rodkin