Authors of accepted papers and extended abstracts must follow the steps described below for inclusion of the paper in the conference proceedings. Note that the conference proceedings will be published in the IFIP Open Digital Library, with open access, and submitted to IEEE Xplore®.

I – Revise your Paper

Revise your paper following carefully reviewers’ comments and do a thorough proofread to ensure that no further revision will be required. Final versions must not exceed 9 pages (body) + 1 page (references and annexes) in IEEE 2-column style (3+1 pages for extended abstracts). If the paper is typeset in LaTeX, use the preamble \documentclass[10pt, conference, letterpaper]{IEEEtran}. Do not use additional LaTeX commands or packages to override and change the default typesetting choices in the template, including line spacing, font sizes, margins, space between the columns, and font types. DO NOT INCLUDE PAGE NUMBERS.

See for IEEE templates and formatting requirements.

II – Include the ISBN and the IFIP Copyright

The appropriate copyright clearance code notice is to appear on the bottom of the first page of each paper.

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not protected by U.S. copyright

  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is: 978-3-903176-58-4 © 2023 Crown

  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-3-903176-58-4 © 2023 European Union

  • For all other papers, the copyright notice is: 978-3-903176-58-4 © 2023 IFIP

Latex users should add following lines just before \begin{document} for the copyright notice to show up (shown below as an example):


\IEEEpubid{\makebox[\columnwidth]{978-3-903176-58-4~\copyright 2023 IFIP \hfill} \hspace{\columnsep}\makebox[\columnwidth]{ }}

MSWord users can use: ‘Insert’ -> ‘Text box’, insert the appropriate copyright notice in the textbox, and place the box (without border) at the bottom left on the first page.

III – Verify IEEE Xplore Compatibility and Upload to HOTCRP

Use IEEE PDF eXpress to verify and validate that your paper is IEEE Xplore compatible. DO NOT USE THE PAPER COLLECTION OPTION, we use IEEE PDF eXpress to validate compatibility only. We handle paper collection via hotcrp, as well as by email (see below).

  1. Log in to the IEEE PDF eXpress site

  2. Create a new account, using 58422X for the Conference ID

  3. Submit your .pdf file and verify that it passes the PDF check procedure

  4. The approved file is labeled within its document properties as being “Certified by IEEE PDF eXpress”, with an exact date and time stamp. ANY changes made to your PDF at this point will impact Xplore compatibility

  5. Submit the certified .pdf file to the hotcrp instance where you initially submitted your paper

IV – IFIP Copyright Form

Fill in and sign the IFIP copyright transfer form, see

V – Include Paper Sources and Copyright Form for Final Submission

Prepare a .zip file named (X is your paper’s number) or containing the IEEE PDF eXpress verified final version of your paper (pdf), the signed copyright form, and the full sources of the paper, including figures and any additional files needed for paper generation. Please verify that the submitted paper sources are exactly those generating the final pdf version of your paper.

VI – Submit your Files

Submit the corresponding zip file by email to, using “tma2023-full-paperX” or “tma2023-extended-abstract-paperX” as email subject. Note that your attachment size must be limited to 25MB.

Submission deadline is Wednesday, 7 June, 2023 (CEST). No extensions will be granted, so please plan accordingly.

VII – Register to the Conference

To be published in the TMA 2023 Conference Proceedings and to be eligible for publication in IFIP ODL and IEEE Xplore®, an author of an accepted paper/poster (extended-abstract) is required to register for the conference at the full rate. Note that this requirement is compulsory, independently of having received a travel grant.

Click here for registrations to TMA

Policies on Presenters and No-Shows

Each paper must be presented by an author of the paper in person at the conference. Presentations via teleconference or pre-recorded tape are not permitted. Permission to have the paper presented by a substitute presenter may be granted by the TPC Chairs under certain extraordinary circumstances. Authors with travel contingencies should consider arranging a substitute presenter. A substitute presenter must be qualified to answer questions regarding the paper.

A paper not presented or presented by a non-author without prior written approval by the TPC Chairs will be removed from the final conference proceedings.