Frequently Asked Questions
|R1. How can I find out the fees and charges for the conference?|
|The conference fees can be found on the Registration and Charges page of the conference web site ...here...|
|R2. I have completed the online registration process. How do I know if I have registered successfully?|
| Once you have completed the online registration process, you can log in to the registration system (which is different to the PROSE review system) and check the status of your registration. |
Please note: If you are making payment by bank transfer you registration may not be confirmed for a while, as it can take some time for bank transfer payments to be received.
|R3. I tried to register as a student but the registration system would only let me register at the full rate. What is going wrong?|
|We can only let 50 delegates register at the student rate. If the registration system will not let you register at the student rate it may be that all the student places have been taken.|
|R4. Are there any scholarships or is there any financial support available to allow deserving students to attend the conference?|
|Unfortunately we have no scholarships. All those attending the conference must pay the appropriate fee. We allow 50 delegates that can provide evidence that they are students to register at the student rates.|
| R5. Who should I contact about a problem or query about registration for the conference? |
What should I do if I do not receive a reply to an email as quickly as I would like?
| For queries about registration please email email@example.com |
You may also telephone +44 (0) 1243 838425 if your query is urgent.
- We receive many emails so it may take several days for you to get a response.
- Please do not send your email again repeatedly, even if you do not receive a reply quickly, as this may delay our response to you.
- Please do not send emails on the same subject to a number of KES email addresses, as this may delay our response to you.
- We may have to give a lower priority to, or even not answer at all, emails where the answer is already available on the conference web site.
- We are working as hard as we can to respond as quickly as we can so please just be patient.
|R6. I am an Invited Session Chair. Do I need to pay the registration fee?|
|We try to keep registration fees low for everyone. Because of this we must ask Invited Session Chairs to pay the registration fee in the same way as other delegates.|
|R7. I have submitted more than one paper. Can I get a discount on the registration fee?|
| As we have publicised on the web site since the start of the conference preparations, we do not encourage multiple submission and delegates must pay full registration for each paper. |
The number of pages in the proceedings is limited. Therefore we reserve the right to restrict multiple registrations.
|R8. I need an invitation letter to apply for a visa or to apply for funding. How do I get it?|
| - If you have had a paper accepted for the conference we can provide you with a letter confirming this once you have registered and made full payment.|
- We will not provide a letter saying that you have registered if you have submitted the online registration form, but we have not received your payment.
- If you need a letter, under the above conditions, please contact firstname.lastname@example.org
|PAPER SUBMISSION AND REVIEW|
|P1. How can I submit my paper?|
| Papers must be submitted using the PROSE publication review and organisation system. |
This allows online submission of papers and supervises the review process.
|P2. Can I submit my paper by post or email?|
| Papers can only be submitted using the PROSE system via the link on the conference web site. |
We cannot accept papers by post or email.
|P3. What format must I use to submit my paper? Can I submit a draft paper in MS Word format?|
| Draft papers for review must be submitted in PDF format via the PROSE system. |
Authors of papers that have been accepted must provide editable files in MS Word or LaTeX to allow the paper to be inclued in the proceedings.
|P4. I have submitted a paper. How can I confirm that it has been received?|
|When a paper is submitted PROSE supplies the author with a User Id and Password on the screen during the submission process. These details are also supplied in an email which is automatically sent to the author by PROSE. The email confirms receipt of the paper. The author can also log in to PROSE to check that the paper is present, and to check progress.|
|P5. I have submitted an incorrect version of my paper, or need to update it. How can I load a new version of my paper?|
| Once a paper has been submitted it is not possible to change it or to accept a revised version until after it has been reviewed.|
Authors get one attempt at submitting their paper, then they are allowed to submit a revised version after the reviews have been received. Please do not ask us to accept a revised paper between submission and when you receive the review.
If it is *essential* to send a revised version, please submit the paper to PROSE as if it was a new submission, but get the permission of the Session Chair first (they may not accept the revised paper if you do not get their permission).
Resubmissions like this cause us a lot of work, so please avoid it if you can.
|P6. How can I check progress of my paper through the review process?|
|Log in to the PROSE review system using the User Id and Password you were supplied with when you submitted the paper. You will be able to see the status of your paper there.|
|P7. I have a query about my paper. Whom should I contact?|
| If you submitted your paper to an Invited Session, you may contact the Invited Session Chair.|
If you submitted your paper to the General Track, you may contact the Track Chair.
Details of Invited Session and Track Chairs are available on the conference web site.
|P8. I do not know my PROSE login details. What can I do?|
| When you receive an email from PROSE it includes a link which you can follow to get your login details emailed to you.|
You can also follow the "Forgotten Password" link on the PROSE login screen, to get your login details.
You will need to enter your User Id (which is the paper number if you are an author) and the email address you provided when you submitted the paper.
|P9. I have entered my PROSE login details, but I cannot log in. What could be wrong?|
| The conference has two PROSE login portals, one for General Track Sessions and the other for Invited Sessions. Make sure you choose the correct one as the login details are different.|
If this is not the problem, try getting a new password - see FAQ P8.
|P10. I have logged in to PROSE but I cannot see the paper, review etc., that I expected. What is wrong?|
| 1. Have you submitted more than one paper? Each paper submitted to PROSE will have its own User Id and Password. Ensure you are using the login details for the paper you are trying to access.|
2. Do you have multiple PROSE logins e.g. are you an Author and a Reviewer? You will have a different set of login details for each role you have e.g. one set of login details for each paper you have submitted and another set for your duties as Reviewer (possibly another set if you are a Track Chair, etc). Make sure you are using the correct login details.
|P11. I have a technical problem with the PROSE review system. What should I do?|
| For TECHNICAL PROBLEMS ONLY, email email@example.com. Please ensure you include the paper id in your email.|
If you have lost your password, please use the Forgotten Password facility on the PROSE login screen.
|P12. Who do I contact about problems with a paper I have submitted?|
| If you wish to know the progress of your paper please use the PROSE system (see FAQ P6). |
Otherwise, contact the Track Chair or Invited Session Chair.
Details of Track Chairs can be found here ... .
Details of Invited Session Chairs cane be found here ... .
|P13. I am an Invited Session Chair. How do I find out how to use the PROSE system?|
|A tutorial on the use of PROSE is available ...here...|
|P14. The status of my paper is 'Accepted Subject to Revision' - what does this mean?|
|You need to revise the paper according to the reviewers comments, then upload a PDF copy of the revised paper, with any remarks you wish to make about the reviewers comments appended as a final page to the paper. At this point the status goes to 'Revised Paper Received Awaiting Decision'. If the Track/Session chair accepts the revised paper, the status goes to 'Accepted Awaiting Publication Files' and you must upload the final camera-ready paper (the publication files). See other FAQs for details of the publication files.|
|P15. The status of my paper is 'Accepted Without Change' - what does this mean?|
|This means that your paper has been accepted without the need for you to make any major changes. However, you are asked to check the paper one last time for typos and other errors, then upload a PDF copy of the final paper. At this point the status goes to 'Final Paper Recieved Awaiting Decision'. If the Track/Session Chair accepts the paper, the status goes to 'Accepted Awaiting Publication Files', and you will need to upload and editable final version of the paper (the publication files). See other FAQs for details of the publication files.|
|P16. The status of my paper is 'Accepted Awaiting Publication Files' - what does this mean?|
|You need to upload an editable copy of the final paper (the publication files), exactly as it should appear in the proceedings, onto PROSE. See FAQs F1-F5 for information about the publication files.|
|P17. The Status of my paper is 'Accepted Publication Files Received' - what does this mean?|
| This means you have uploaded the publication files that make up the final paper to be included in the proceedings and indicated that you are finished by clicking on 'Done-...'. You do not need to do anything more at this stage, but look out for any more emails you may receive from PROSE or the Track/Session Chair. Your paper will be checked and if any more files are needed you will receive an email containing instructions. Otherwise, just get ready to register for the conference when registration opens.|
Note that if your paper has this status, you cannot upload any more files, as clicking on 'Done-...' is taken to mean that we can send the papers to Springer. It may be possible for PROSE to be unlocked by the Programme Committee Chair, if we have not sent the papers to Springer.
|UPLOADING FINAL PAPERS|
|F1. The conference web site say that 'Final Papers must be received by.......' What are these Final Papers, how do I send them, and where to?|
| The Final Papers are the publication files that PROSE will request when the review process is complete. They are uploaded onto PROSE. |
The Final Paper (contained in the publication files) must be absolutely perfect and exactly as it is to appear in the proceedings. It must not contain comments to the Track/Session chairs, or a response to the reviewers comment.
Please see the other FAQs in this section below.
|F2. What is meant by 'Publication Files'?|
|The review process takes place using PDF copies of the submitted papers. When the review process is complete and a decision has been made that the paper may be published, PROSE will request that the authors submit a PDF of the paper and all the editable source files that were used to produce it. These are known as the 'publication files'. This may be in MS Word or LaTeX format. In the case of LaTeX, you should upload also the figures in eps format, bib file, if the case, and all associated style files, and special fonts. The files that make up the editable version of the paper are referred to as the Publication Files. The instructions on the Springer web site ...here... must be strictly followed.|
|F3. How do I upload the Publication Files?|
| - Log in to PROSE. Click on the 'Upload Publication Files' link. You may now upload the individual source files and the final PDF.|
- When you have uploaded all the publication files, click on the 'Done - All Files Uploaded' link. If you want to log out and upload some more files later, click on the 'Upload More Files Later' link.
- NOTE: Once you have clicked on 'Done - All Files Uploaded' the upload system is locked and you cannot upload any more files.
|F4. PROSE will not let me upload the publication files - why?|
| When you click on 'Done - All Files Uploaded' PROSE locks the upload system and it is not possible to upload any more files.|
If the status of the paper is 'Accepted Awaiting Publication Files', then files may be uploaded.
If the status of the paper is 'Accepted Publication Files Received', you have locked the upload system and no further files can be uploaded.
To get the upload system unlocked, contact firstname.lastname@example.org in the case of a General Track paper, and email@example.com in the case of an Invited Session paper.
|F5. My paper was written using LaTeX and so the editable version consists of a number of files. How can I upload this onto PROSE?|
|PROSE allows multiple files to be uploaded at the time when the publication files are requested. Please upload these separately and do not zip them into a single file.|
|F6. Can I upload the publication files as a single zipped file?|
|No, please do not upload a single zipped file. Please upload the files individually.|
|F7. How do I know if my final camera-ready paper has been received?|
| The final camera-ready paper must be in the form of the 'publication files' (see previous FAQs to find out what this means). To find out whether these have been revieved log in to the PROSE review system. If the status of your paper is 'Accepted Publication Files Revieved', then the publication files have been received. |
If the status is 'Accepted Awaiting Publication Files', then you need to upload the publication files.
If the status is anything else, then the review process is not yet complete.
Please DO NOT email KES asking whether your publication files have been received - we will just look on PROSE and get the same information you can see for yourself.
|F8. Do I need to submit a copyright form? If so, where do I send it to?|
|Yes. Please download a blank copyright form from the Springer web site, complete and sign it, then fax it to +39 02 50 31 62 53 for the attention of Prof B. Apolloni.|
|F9. Who are the editors of the conference proceedings? (For copyright form purposes)|
|B. Apolloni, R.J.Howlett and L.C.Jain|