CCN 2018: Author Kit

Part I: General Information

Procedure

The CCN 2018 paper submission and review process is being conducted in a manner similar to previous CCN conferences:

  • Authors who wish to participate in the conference will create documents consisting of a complete description of their ideas and applicable research results in a maximum of 4 pages for technical content including figures and possible references.
  • Submit the paper and copyright form before the submission deadline listed below.
  • Check the CCN 2018 website for the status of your paper.
  • Paper submissions will be reviewed by experts selected by the conference committee for their demonstrated knowledge of particular topics. The progress and results of the review process will be posted on this website, and authors will also be notified of the review results by email.
  • If your paper is accepted, it will be assigned to a session by the program committee.

The review process is being conducted entirely online. To make the review process easy for the reviewers, and to assure that the paper submissions will be readable through the online review system, we ask that authors submit paper documents that are formatted according to the Author Kit instructions included here.

Requirements

Papers may be no longer than 4 pages, including all text, figures, and references. One-page abstracts are entirely acceptable and welcome. For mature projects, a four-page paper may be more appropriate. Quality, not length, will be the main factor in selecting oral presentations.

Papers must be submitted by the deadline date. There will be no exceptions.

Accepted papers MUST be presented at the conference by one of the authors. One of the authors MUST register for the conference, and MUST register before the deadline given for author registration. Failure to register before the deadline will result in automatic withdrawal of your paper from the conference proceedings and program.

CCN 2018 requires that each accepted paper be presented by one of the authors in-person at the conference site according to the schedule published. Any paper accepted into the technical program, but not presented on-site will be withdrawn from the official proceedings.

Deadlines and Important Dates

Submission of Regular Papers May 11, 2018
Notification of Acceptance (by email) June 25, 2018

Correspondence

Please make sure to put the conference name (CCN 2018) and the paper number that is assigned to you on all correspondence.

Additional questions regarding submission of papers should be directed to the following address:

CCN 2018
Conference Management Services, Inc.
3833 Texas Avenue S., Suite 221
Bryan, TX 77802-4015, USA
+1-979-846-6800
+1-979-846-6900 [fax]
papers@ccneuro.org

Frequently Asked Questions

Document Formatting

1) The LaTeX Template, Microsoft Word Template, and PDF Sample files do not have the exact margins or measurements as those described in the Author Kit. What are the correct measurements?

1-Ans) The Author Kit description should be considered the final word. Because of software version differences, installed font differences, and other system-specific issues, the final PDF or Postscript file that you create from the given templates may not exactly match the sample manuscript found in the Author Kit. The measurements given in these templates and in the official Author Kit description are not intended to be followed with extreme precision. However, the general structure and layout of the document should be substantially the same as the templates and sample manuscript. This means: the title should appear at the top of the first page, the author list should appear beneath the title, the first paragraph of the document should be the abstract section, the document should be in two-column format with reasonable margins and column spacing, and the font size should be no smaller than 9pt.

2) I need more time to complete my manuscript; I cannot complete it by the published deadline. Can I have an extension?

2-Ans) The published manuscript submission deadline was selected so that submitted manuscripts may receive sufficient and thorough reviews and so that presenting authors of accepted papers will have sufficient time to arrange for travel to the event site. By granting an extension, the rest of the development of the technical program would be delayed. The deadline for submission of manuscripts is known well in advance, thus, no extension will be granted for any reason.

3) My manuscript has authors from more than 2 affiliations; My manuscript has several authors. But the LaTeX template supports only 2 authors or my list of many authors is too long to fit on one line. How should I list multiple authors in the heading of my manuscript?

3-Ans) There are several formats commonly used for formatting author lists of 3 or more authors or where there are 3 or more different affiliations for authors. The preferred method is to list the author names with identifying marks (superscript numbers, for example) and then a legend below the name list with the respective affiliation descriptions. Be sure that the author list does not exceed the margins of the page. An example is provided:

\name{Author Name$^{\star \dagger}$ \qquad Author Name$^{\star}$ \qquad Author Name$^{\dagger}$}

    \address{$^{\star}$ Affiliation Number One \\
        $^{\dagger}$}Affiliation Number Two

If your plain author list is too long to fit on one line, and you find that the line-break command

\\ 
does not work in the
\name
block, try wrapping the name list in a
{tabular}
block, as below:

\name{\begin{tabular}{c}Name First, Name Second, Name Third, Name Fourth \\
    Name Fifth, Name Sixth, Name Seventh, Name Eighth\end{tabular}}

Manuscript Submission

4) How will I know if my submission is valid for review?

4-Ans) All submitted manuscripts will be inspected for general adherence to the Author Kit guidelines (i.e. page count limits, page margins, font problems) and submission procedure (i.e. the title on the uploaded file matches the title typed into the web submission form, the author list on the uploaded file matches the author list typed into the web submission form, etc.). Authors designated as "contact author" will be notified by email only if any problems are found. The status of your submission can be checked online at any time using the assigned paper number and an access code.

5) Why did my submission fail document inspection? Can I try again?

5-Ans) There are many reasons why a submitted manuscript might fail the "inspection" process. The inspection failure notification email will contain a description of the problem. The "Revise an already-submitted paper" link on the website will allow for revising of submissions which did not pass inspection. Typically 3-4 days is allowed for corrections to be made in such cases. The most common reasons for inspection failure are:

  • The author list shown on the uploaded document file does not match the author list typed into the online form. These two lists MUST MATCH EXACTLY in author names and the order in which these names appear on the uploaded document.
  • Page numbers appear on the uploaded file. Do not include page numbers in the submitted manuscript.
  • The author list on the uploaded manuscript is blank. Unless explicitly specified otherwise, the review process is not "double-blind". The submitted manuscript should be in publish-ready format.

6) How can I withdraw or cancel my submission?

6-Ans) Send an email to general support email address requesting the withdrawal of the manuscript. This email MUST include the assigned paper ID and should include in the cc: line all of the authors currently listed on the manuscript. If the latter is not done, then a note will be sent to all authors requesting confirmation of the request as withdrawal of a manuscript can only be done on the agreement of all authors.

7) I recently discovered that I am required to acknowledge the sponsor of my research in order to receive funding, but the deadline for submitting the final manuscript has passed. What should I do?

7-Ans) The deadlines for final manuscript submission are firm and are chosen to allow sufficent time for the preparation and production of the conference proceedings in time for distribution at the event. Be sure to check with financial sponsors before the final manuscript submission deadline concerning this potential requirement.

Registration

8) The members of our team have not yet decided who will be the one(s) to attend and present our paper(s), but the author registration deadline is approaching. Can we change the name of the person registered later on?

8-Ans) One substitute is allowed for a registration. Please have the original registered person reply to the registration confirmation email and request to transfer his or her registration to someone else. Be sure to include the full contact information for the substitute. Such requests must be received no later than 2 weeks prior to the start of the event.

Part II: Preparation of the Paper

General Formatting Instructions

The content of a CCN submission (including figures, references, and anything else) can be no longer than four pages. This short summary format is to be used for any submission, talk or poster alike. Prior to the first section of the short summary, there should be the header “Keywords:” followed by a list of descriptive keywords separated by semicolons, all in 9 point font, as shown above.

The text of the paper should be formatted in two columns with an overall width of 7 inches (17.8 cm) and length of 9.25 inches (23.5 cm), with 0.25 inches between the columns. Leave two line spaces between the last author listed and the text of the paper. The left margin should be 0.75 inches, and the top margin should be 1 inch. The right and bottom margins will depend on whether you use U.S. letter or A4 paper, so you must be sure to measure the width of the printed text. Use 10 point Times Roman with 12 point vertical spacing, unless otherwise specified.

The title should be 14 point, bold, and centered. The title should be formatted with initial caps (the first letter of content words capitalized and the rest lower case). Each author’s name should appear on a separate line, 11 point bold, and centered, with the author’s email address in parentheses. Under each author’s name list the author’s affiliation and postal address in ordinary 10 point type.

Indent the first line of each paragraph by 1/8 inch (except for the first paragraph of a new section). Do not add extra vertical space between paragraphs.

First Level Headings

First level headings should be 12 point, initial caps, bold and centered. Leave one line space above the heading and 1/4 line space below the heading.

Second Level Headings

Second level headings should be 11 point, initial caps, bold, and flush left. Leave one line space above the heading and 1/4 line space below the heading.

Third Level Headings

Third level headings should be 10 point, initial caps, bold, and flush left. Leave one line space above the heading, but no space after the heading.

Formalities, Footnotes, and Floats

Use standard APA citation format. Citations within the text should include the author's last name and year. If the authors' names are included in the sentence, place only the year in parentheses, as in Newell and Simon (1972), but otherwise place the entire reference in parentheses with the authors and year separated by a comma (Newell & Simon, 1972). List multiple references alphabetically and separate them by semicolons (Chalnick & Billman, 1988; Newell & Simon, 1972). Use the “et al.” construction only after listing all the authors to a publication in an earlier reference and for citations with four or more authors.

Footnotes

Indicate footnotes with a number in the text. Place them in 9 point type at the bottom of the column on which they appear. Precede the footnote with a horizontal rule.

Tables

Number tables consecutively. Place the table number and title (in 10 point) above the table with one line space above the caption and one line space below it, as in Table 1. You may float tables to the top or bottom of a column, or set wide tables across both columns.

Table 1: Sample table title.
Error typeExample
Take smaller63 - 44 = 21
Always borrow96 - 42 = 34
0 - N = N70 - 47 = 37
0 - N = 070 - 47 = 30

Figures

Ideally, the figures should make it easy for readers and reviewers to follow the paper. Number figures sequentially, placing the figure number and caption, in 10 point, after the figure with one line space above the caption and one line space below it, as in Figure 1. If necessary, leave extra white space at the bottom of the page to avoid splitting the figure and figure caption. You may float figures to the top or bottom of a column, or set figures across both columns.

CCN

Figure 1: This is a figure.

Acknowledgments

Place acknowledgments (including funding information) in a section at the end of the paper.

References Instructions

Follow the APA Publication Manual for citation format, both within the text and in the reference list, with the following exceptions: (a) do not cite the page numbers of any book, including chapters in edited volumes; (b) use the same format for unpublished references as for published ones. Alphabetize references by the surnames of the authors, with single author entries preceding multiple author entries. Order references by the same authors by the year of publication, with the earliest first.

Use a first level section heading, “References”, as shown in the templates. Use a hanging indent style, with the first line of the reference flush against the left margin and subsequent lines indented by 1/8 inch. Below are example references for a conference paper, book chapter, journal article, dissertation, book, technical report, and edited volume, respectively.

Templates

The following style files and templates are available for users of LaTeX and Microsoft Word:

We recommend that you use the Word file or LaTeX files to produce your document, since they have been set up to meet the formatting guidelines listed above. When using these files, double-check the paper size in your page setup to make sure you are using the letter-size paper layout (8.5" X 11") or A4 paper layout (210mm X 297mm). The LaTeX environment files specify suitable margins, page layout, text, and a bibliography style.

Part III: Submission and Review of the Paper

The review process will be performed from the electronic submission of your paper. To ensure that your document is compatible with the review system, please adhere to the following compatibility requirements:

File Format

Papers must be submitted in Adobe's Portable Document Format (PDF) format.

PDF and Postscript files:

  • must not have Adobe Document Protection or Document Security enabled,
  • must have either 'US Letter' or 'A4' sized pages,
  • must be in first-page-first order, and
  • must have ALL FONTS embedded and subset.

ALL FONTS MUST be embedded in the PDF file. There is no guarantee that the viewers of the paper (reviewers and those who view the electronic proceedings after publication) have the same fonts used in the document. If fonts are not embedded in the submission, you will be contacted by CMS and asked to submit a file that has all fonts embedded. Please refer to your PDF file generation utility's user guide to find out how to embed all fonts.

File Size Limit

Authors will be permitted to submit a document file up to 5 MB (megabytes) in size. To request an exception, contact the paper submission technical support at: papers@ccneuro.org.

File Name

The filename of the document file should be the first author's last name, followed by the appropriate extension (.pdf). For example, if the first author's name is Johan Smith, you would submit your file as "smith.pdf". The paper submission process will append the filename with a unique identifier when it is stored on our system, so multiple submissions with the same name will not overwrite each other and will be distinguishable.

Electronic Paper Submission

When you have your document file ready, gather the following information before entering the submission system:

  • Document file in PDF format
  • Affiliation, email address, and mailing address for each author
  • Paper title
  • Text file containing paper abstract text, in ASCII text format (for copying and pasting into web page form)

To submit your document and author information, go to the 'Paper Submission' link on the CCN 2018 homepage:

http://ccneuro.org/

The submission system will present an entry form to allow you to enter the paper title, abstract text, review category, and author contact information.

ALL authors must be entered in the online form, and must appear in the online form in the same order in which the authors appear on the PDF.

After you submit this information, the system will display a page with the data that you entered so that you may verify its accuracy. If you need to change the data to fix a mistake, you may use the back button on your browser to return to the information entry form. Once you approve of the data that you have entered, you may choose your document file for upload at the bottom of the verification page. When you click on the button labeled 'Continue' at the bottom of this page, the page will check the filename extension to make sure it matches the submission criteria, then your browser will upload your file to our server. Depending on the size of your file and your internet connection speed, this upload may take a few minutes. At the end of a successful upload, you will see a confirmation page displaying the paper number that is assigned to you, and and email message will be sent to the corresponding authors' email addresses to confirm that the file has been uploaded. If you do not see the confirmation page after uploading your file, we may not have successfully received your file upload. If you encounter trouble, contact the paper submission support at: papers@ccneuro.org.

CCN Publication Agreement

All submissions must have an CCN Publication Agreement submitted before the manuscript is allowed to be delivered to reviewers. If the submission is not accepted, the CCN Publication Agreement becomes null and void.

The CCN Publication Agreement is digitally linked to your submission; if you revise/update your paper's title or author list, the agreement will still apply. There is no need to submit a new CCN Publication Agreement.

Accepted papers will be permanently archived on the CCN web site and will be assigned a DOI.

Online Review Process

Your submitted paper will be visually inspected by our submission system staff to assure that the document is readable and meets all formatting requirements to be included in a visually pleasing and consistant proceedings publication for CCN 2018. If our submission inspectors encounter errors with your submitted file, they will contact you to resolve the issue. If your paper passes inspection, it will be entered into the review process. A committee of reviewers selected by the conference committee will review the documents and rate them according to quality, relevence, and correctness. The conference technical committee will use these reviews to determine which papers will be accepted for presentation in the conference. The result of the technical committee's decision will be communicated to the submitting authors by email, along with any reviewer comments, if any.

Monitor Your Submission Status

After you submit your document, you may monitor the status of your paper as it progresses through the submission and review process by using the Paper Status website available at:

http://ccneuro.org/

Notification of Acceptance

Authors will be notified of paper acceptance or non-acceptance by email as close as possible to the published author notification date. The email notification will include the presentation format chosen for your paper (oral or poster) and may also include the presentation date and time, if available.

The notification email may include comments from the reviewers. The conference cannot guarantee that all of the reviewers will provide the level of comment desired by you. However, reviewers are encouraged to submit as detailed comments as possible.

Because of the short amount of time between paper acceptance decisions and the beginning of the publication process, CCN 2018 is not able to allow for a two-way discourse between the authors and the reviewers of a paper. If there appears to be a logistical error in the reviewer comments, such as the reviewer commenting on the wrong paper, etc., please contact CCN 2018 at papers@ccneuro.org.

Required Author Registration

Be sure that at least one author registers to attend the conference using the online registration system available through the conference website. Each paper must have at least one author registered, with the payment received by the author registration deadline (see above) to avoid being withdrawn from the conference.

http://ccneuro.org/