Authors of accepted papers and extended abstracts must follow the steps described below for inclusion of the paper in the conference proceedings.

1) Revise your Paper

Revise your paper carefully following the reviewers’ comments. As indicated in the acceptance notification, you should work closely with your shepherd to address the review comments and particularly any specific concerns raised during the reviewer paper discussion. Please provide a review plan and timeline to your shepherd as soon as possible. You need the confirmation of the shepherd that the paper is ready for your final submission. Ensure the paper is confirmed by the shepherd before the camera-ready deadline on May 23, 2025!

The final version has one extra page. The final submission must not exceed 9 (nine) pages in IEEE 2-column style, 10pt, plus 2 (two) additional pages for references and appendices (3+1 pages for extended abstracts). DO NOT INCLUDE PAGE NUMBERS.

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.

See http://www.ieee.org/conferences_events/conferences/publishing/templates.html for IEEE templates and formatting requirements.

Before submitting the final version, do a thorough proofread to ensure that no further revision will be required.

2) 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: 978-3-903176-74-4 © 2025 Crown
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-3-903176-74-4  © 2025 European Union
  • For all other papers, the copyright notice is: 978-3-903176-74-4  © 2025 IFIP

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

\IEEEoverridecommandlockouts

\IEEEpubid{\makebox[\columnwidth]{978-3-903176-74-4 ~\copyright 2025 IFIP \hfill} \hspace{\columnsep}\makebox[\columnwidth]{ }}

3) Verify IEEE Xplore Compatibility

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 (see below).

  1. Log in to the IEEE PDF eXpress site
  2. Create a new account, using 66427X 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

4) IFIP Copyright Form

Fill in and sign the IFIP copyright transfer form, see http://www.ifip.org/images/stories/ifip/public/publications/dlcopyright.pdf

Create a PDF of the signed copyright form for upload to HotCRP.

5) Upload to HotCRP

Submit the:

(i) IEEE PDF eXpress verified final version of your paper (.pdf),

(ii) the signed copyright form (.pdf)

to the HotCRP instance where you initially submitted your paper.

Submission deadline is May 23, 2025 AoE.

No extensions will be granted, so please plan accordingly.

6) Register to the Conference

To be published in the TMA 2025 Conference Proceedings and to be eligible for publication in IFIP ODL and IEEE Xplore®, an author of an accepted paper must register for the conference at the full rate. Note that this requirement is compulsory, regardless of whether you receive a travel grant. 

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. The TPC Chairs may grant permission to have the paper presented by a substitute presenter 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.