Conference Policies

  • Registration Information
  • No-Show Policy
  • Paper Withdrawals
  • Copyright
  • Plagiarism & Material Duplication
  • Paper Awards
  • Oral Presentations, Poster Sessions, and Show & Tell
  • Non-Discrimination

Author Registration

Every regular paper accepted by a technical meeting sponsored by the IEEE Signal Processing Society must have attached to it at least one registration at the full (member or non-member) rate. Thus, for a manuscript for which all authors are students, one student author will be required to register at the full registration rate. For manuscripts where at least one author is already registered at the full rate, this fulfills the obligation for up to three (3) papers.

General Registration

  • The conference registration fees does not include tutorials;
  • The conference registration fee does not include the banquet;
  • Attendance at tutorials requires registration to the conference;
  • One must be an IEEE/SPS Member at the time of registration to receive the IEEE/SPS Member discount. Please visit for details;
  • Each attendee must register separately;
  • Registration payments must be received before the registration deadline for discount rates to apply; otherwise, the next higher rate will apply;
  • Student registration must be accompanied by proof of student status (e.g., student ID card); this proof may be uploaded during the registration process;
  • The complimentary registrations included in the sponsorship packages cannot be used to register authors.

Refund Policy

  • You are allowed to change the name on the registration without penalty at any time at any time up to Saturday, September 26. No changes will be allowed past that date. Further, changes will not be allowed if the change results in a paper not being covered by the registration of at least one of the co-authors of that paper;
  • Refund requests must be made in writing or via email;
  • Before August 1, 2015, cancellations will be subject to a CAD $100 processing fee;
  • Between August 1 and August 15, 2015, cancellations will be subject to a cancellation fee equivalent to 50% of the paid amount;
  • After August 15, 2015: No refund.

No-show papers are defined as papers submitted by authors who subsequently did not present the paper in-person (no videos, no remote cast) at the technical meeting. Presentations by proxies are not allowed, unless explicitly approved before the conference by the technical co-chairs. No-show papers that were not withdrawn and were published in the Proceedings must be identified as "No-Show" in the files submitted to IEEE for further publication (IEEE Xplore). No-shows will not be available on IEEE Xplore or other public access IEEE forums. IEEE will maintain an archive of no-shows.

Exceptions to this policy will be made by the Technical Program Chair of the conference only if there is evidence that the no-show occurred because of unanticipated events beyond the control of the authors, and every option available to the authors to present the paper was exhausted. The no-show authors may appeal the decision of the Technical Program Chair to the Vice President-Conferences.

The IEEE strongly discourages changes and, in particular, withdrawals of papers once submitted and included in the program. To avoid the likelihood of this, the author is strongly encouraged to get all necessary company and/or government approvals prior to submitting his/her paper to the conference.

If under any circumstances it becomes necessary for the author to withdraw or change a paper, IEEE policy dictates that the request to do this must come directly from the author and not from any third party. IEEE policy also states that in this case, the author will be held liable for all costs that are incurred. It would then be up to the author to get reimbursed for the expense from any third party if he/she feels it is justified. The IEEE cannot act as a policing entity on behalf of the author in this regard.

As provided by IEEE Policy and SPS Policy 6.2.1, all technical, educational and professional publications, including Society newsletters, are required to be copyrighted by the IEEE. Copyright is held by the Institute itself and not by the Society.

In further keeping with IEEE policy, the Society shall ensure that, prior to publication, all authors or their employers shall transfer to the IEEE in writing any copyright they hold for their individual papers. Such transfer shall be necessary for publication, except for material in the public domain or reprinted from a copyrighted publication. In return, the IEEE shall grant authors and their employers permission in writing to make copies and otherwise reuse the material under terms approved by the IEEE Publication Services and Products Board, which shall be specified in the PSPB Operations Manual. This includes electronic posting of accepted article preprints, as described in Section 8.1.9

As per SPS Policy 7.17.1, authors are required to submit material that is original and that has not been published, or submitted for consideration, elsewhere. Authors who plagiarize the work of others--who copy the work of another without attribution or appropriate documented permission--shall be subject to sanctions by IEEE. Such behavior not only constitutes a misdeed, but may be actionable by IEEE under the rules of Member Conduct. Instances of suspected or documented plagiarism shall immediately be brought to the attention of the Technical Program Chair of the meeting for notification to IEEE.

In addition, authors who make duplicate submissions of a Technical Meeting manuscript shall be subject to the sanctions of the IEEE Signal Processing Society. Duplicate submission shall be defined as:

  • 1. Crossover of 50% or more in the material of two or more manuscripts;
  • 2. Submission of the same manuscript to more than one IEEE Technical Meeting; or
  • 3. Submission to an IEEE SPS Technical Meeting and one or more Technical Meetings inside/outside IEEE.

Authors may expand and develop technical meeting papers into journal submissions. However, the authors must cite the technical meeting submission(s) and describe the enhancements made in the journal submission from the technical meeting paper.

The sanctions of the IEEE Signal Processing Society for duplicate submissions are:

  • 1. All manuscripts submitted to the Signal Processing Society discovered to be duplicate submissions shall be immediately REJECTED;
  • 2. All authors (that is, any single, paired, or group of authors) of the duplicate submission(s) shall be prevented from submitting new manuscripts for the period of one year from the date of sanction; and
  • 3. Any author(s) of duplicate submission(s) with papers in review by the Society will have his/her/their manuscripts returned to them immediately, regardless of the stage of peer review. In this way, innocent co-authors will not be harmed by having their manuscript rejected; but the manuscript(s) will automatically be classified as withdrawn from consideration by the Society.

Notification of sanction for duplicate submission shall be to the author(s) from the Technical Program Chair with copies to the SPS Vice President-Conferences.

The awards given to authors’ conference papers shall be judged with impartiality and great care to avoid any appearance of a conflict of interest. Therefore the following rules apply:

  • 1. Papers by key conference organizers (Conference Chairs, TPC Chairs) are not eligible to receive an award because of their close role in leading the review process and their ability to influence the awards selection process.
  • 2. The criteria for selecting the paper awards shall follow the same general feeling as described the policy Signal Processing Society Awards (Policy 2.16).
    • a. Self-nominations are not accepted or considered.
      b. Judging shall be based on exceptional merit and quality.
  • 3. Prizes shall be equally divided among all authors and each shall receive a certificate.

Poster Sessions and Show & Tell demonstrations are aimed at strengthening the interactions between researchers and practitioners. They offer an opportunity for participants to demonstrate their state-of-the-art results to a wide audience of professionals in the area of signal processing.

Poster Papers

In the IEEE Signal Processing Society, no differentiation is made between the paper quality of poster and oral sessions. Papers are assigned primarily to ensure consistency among the sessions, at the discretion of the conference organizers. Some organizers elect to use poster sessions to provide the opportunity for attendees to meet authors personally and to discuss their papers in depth. The poster session papers must be vetted together with the oral session papers, to ensure the same standard of quality.

Show and Tell Session Papers

Papers accepted in the Show & Tell Sessions should have the same quality as the Oral and Poster sessions, and those papers will be submitted to Xplore with the same conditions as oral and poster papers. We expect papers in Show & Tell Sessions to have novelty coming from practical realization techniques, interesting/new applications and advanced system structures, especially suitable for industrial applications. The paper vetting process should be the same as those in the Oral and Lecture sessions to ensure the same high quality.

Note: Show & Tell papers, poster papers and oral papers are all considered equal for review, selection, and posting procedures in Xplore.

Show and Tell Demonstrations without regular paper

There may be cases where Show & Tell Demonstrations are made without an accompanying paper, or with a paper that has not undergone the same review process as the above papers. Such papers or other documentation of the demonstration will not be included in Xplore. It is the discretion of the conference organizers to determine whether these materials are to be included as supplements of the proceedings.

IEEE is committed to the principle that all persons shall have equal access to programs, facilities, services, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by IEEE policy and/or applicable laws. Any person who believes that he or she has been the victim of illegal discrimination or harassment should contact IEEE Staff Director — Human Resources, at or +1 732 465 6434. The mailing address is IEEE Human Resources, 445 Hoes Lane, Piscataway, NJ, USA.

Photo: Luc-Antoine Couturier