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Policy and Procedures, Part 2

SECTION 6: PUBLICATION ACTIVITIES

6.1. Authorship Responsibility and Misconduct. (approved 2 June 2013)

6.1.1. Author Rights and Responsibilities.

Authorship and co-authorship of any publication submitted to the IEEE Signal Processing Society in any form should be based on substantial contributions as defined in the IEEE Publications Operations manual, section 8.2.1.A, which include a significant intellectual input, contributions to drafting the article, and approval of the final version accepted for publications. All co-authors have responsibility for work submitted under their names. Co-authors have the right to withdraw their names before acceptance of the article, but no co-author shall be removed without his/her permission.

Submission of a paper to an IEEE Signal Processing Society journal is taken to mean that all listed authors have agreed to the authorship list and all the contents and confirm that the work is original and that figures, tables and other reported results accurately reflect the experimental work. The use of a co-author’s name in a submission without his/her consent is unacceptable and will result in corrective actions. Fabrication, falsification or intentional misrepresentation of any aspect is considered misconduct and subject to IEEE sanctions for all authors.

Authors may only submit original work that has not appeared elsewhere in a journal publication, nor is under review for another journal publication. Limited overlap with prior journal publications with a common author is allowed only if it is necessary for the readability of the paper and the paper is cited. It is acceptable for conference papers to be used as the basis for a more fully developed journal submission. Still, authors are required to cite related prior work; the papers cannot be identical; and the journal publication must include novel aspects. The question of whether there is sufficient novelty should be determined by the review process and not by a simple measurement of overlap determined by word count. Overlap with an unreviewed technical report or student thesis with the same authors is allowed if the original work is cited.

All manuscripts submitted for publication will be treated as confidential by Editors, Associate Editors and Reviewers.

6.1.2. Author Misconduct.

The IEEE Signal Processing Society recognizes that there are different forms of author misconduct including:

  • Research misconduct: Falsification, fabrication and/or misrepresentation of results, committed intentionally or recklessly; intentional misuse of a co-author’s name in a submission without his/her consent. Research misconduct does not include honest errors.
  • Plagiarism of the work of others: Plagiarism includes copying someone else’s work without appropriate credit, using someone else’s work without clear delineation of citation, and the uncited reuse of an author’s previously published work that also involves other authors. The IEEE PSPB Operations manual section 8.2.4.D provides guidelines on adjudicating five different levels of severity of plagiarism, including uncredited verbatim copying and uncredited improper paraphrasing of different amounts of text, as well as credited verbatim copying of a major portion of an article without clear delineation. These are intended as guidelines; the impact of the plagiarized material on the originality of the paper should be a primary consideration.
  • Self-plagiarism: Self-plagiarism involves the reuse of an author’s own prior work without appropriate citation, including substantial overlap in technical content as well as verbatim copying. Uncredited reuse of material from a previously published journal paper that constitutes more than 35% of the submitted SPS manuscript (not necessarily verbatim) is unacceptable and shall be subject to sanctions. Uncredited reuse of a substantial amount of material from a previously published conference paper is also unacceptable.
  • Multiple submissions: When papers by the same author(s) are being considered for review concurrently and have substantial overlap, as described above for self-plagiarism, they are considered to be multiple submissions. While some societies allow multiple submissions with editorial notice, the IEEE Signal Processing Society does not. If the authors alert the editor that a submitted paper is under review elsewhere (with either an IEEE or non-IEEE publication), they will be asked to withdraw other versions from consideration or withdraw the SPS paper. When the editor is not alerted, a duplicate submission will be considered self-plagiarism.

Uncredited verbatim copying of large amounts of material from another journal paper, whether by other authors or by the same authors, is classified as level 1 or level 2 plagiarism and is reviewed at both the society and the IEEE level.

Plagiarism and self-plagiarism applies to all previously published work, irrespective of whether the other publication is inside or outside of IEEE. All forms of author misconduct are unacceptable and may be subject to corrective actions by the IEEE.

Authors who have questions about whether their paper would violate any of the plagiarism principles should contact the Editor-in-Chief of the journal to which they plan to submit the paper.

6.1.3. Procedures for Investigation of Author Misconduct.

The IEEE process for handling allegations of author misconduct involve an investigation by the organizational unit (Signal Processing Society) and subsequent PSPB review for any cases that are not dismissed at the organization level, as documented in the PSPB Operations Manual, section 8.2.4. The process may be initiated by a formal complaint from a reader, reviewer, author, or editorial staff, referenced here as the complainant. Alternatively, it may be initiated by the automatic plagiarism detection software used by IEEE, in which case there is no formal complainant. The investigation process within the Signal Processing Society is described below. All inquiries shall be handled promptly and fairly. All parties relevant to the allegation shall be given the opportunity to respond.

  • If the Editor-in-Chief (EIC) learns that an author may have acted improperly, which may include the suspicion of plagiarism, self-plagiarism or research misconduct, then he/she shall investigate the alleged misconduct. If the EIC has a conflict of interest, he/she shall report this to the SPS Vice President-Publications who will handle the case. The person handling the case will be referred to as the “investigating officer” in the steps below.
  • The investigating officer should request material from the complainant to document the case, as described in PSPB Operations Manual Section 8.2.4.A If the investigating officer determines that is clearly not a case of misconduct, a letter of dismissal will be sent to the complainant. Otherwise, the SPS Staff will inform the PSPB chair of the investigation, the investigating officer will appoint one or two experts to confidentially investigate the allegation, and the investigating officer will inform the accused authors of the allegation and request a reply within 2 weeks.
  1. The Ad Hoc Committee will review the material from the complainant, seek external help if needed, determine the type of misconduct and level of severity, and recommend corrective actions. The report should typically be prepared within 3 weeks, but extensions of up to a month may be approved for difficult cases. The institutions that funded the work, where the work was performed, or that employ the author(s) are not to be contacted, unless there is explicit information that any such institution has already investigated the issue.
  2. Based on the Ad Hoc Committee report and the author response, the investigating officer shall make a decision within 2 weeks as to whether misconduct has been found and if so at what level. For all decisions, the investigating officer shall notify the SPS Vice President-Publications and the SPS Office.
    1. If no misconduct is found, the investigating officer will notify the authors and the complainant. The SPS Office or the investigating officer will notify the IPR office and the PSPB chair.
    2. If it is determined that there was misconduct, the investigating officer shall communicate the decision to the authors and the complainant and provide the authors with instructions for appeal, if they so choose. The authors may appeal the decision to the SPS Vice President-Publications. If the investigating officer is the SPS Vice President-Publications, they may appeal the decision to the PSPB chair.

      In either case, the investigating officer shall notify the authors of the decision no sooner than 30 days and no later than 90 days after they were first notified of the review.

  3. If there is an appeal to the Vice President-Publications, s/he will consider all previous reports and the author appeal, and s/he shall communicate the decision within 2 weeks to the authors, complainant, and SPS Office.
  4. If there is no appeal or if the Vice President-Publications concurs that there has been misconduct, the implementation of corrective actions will depend on the severity of the misconduct.
    1. For research misconduct or plagiarism level 1 or 2, the SPS Office will inform the PSPB Chair with recommendations of corrective actions, and the PSPB will review the case and determine the corrective actions.
    2. For lower-level plagiarism or self-plagiarism cases, the SPS Office shall then implement the decision.

6.1.4. Corrective Actions for Author Misconduct.

The IEEE Signal Processing Society will consider the following sanctions for manuscripts identified before publication.

  1. Research misconduct and plagiarism level 1 or 2 shall be subject to IEEE PSPB recommendations for corrective actions, which may include:
    1. The manuscript at issue shall be immediately REJECTED.
    2. All authors (that is, any single, paired, or group of authors) of the manuscript shall be prevented from submitting new manuscripts to any IEEE publication for the period of 3-5 years from the date of sanction;
    3. Immediate rejection of all articles currently in review by any of the author(s), regardless of the stage of peer review; and
    4. The author(s) shall be required to write a letter of apology to the plagiarized author(s) and the publication editor.
  2. Other cases of plagiarism involving significant technical content:
    1. The manuscript at issue shall be immediately REJECTED.
    2. All authors (that is, any single, paired, or group of authors) of the manuscript shall be prevented from submitting new manuscripts to any IEEE publication for the period of 1-3 years from the date of sanction;
    3. Immediate rejection or automatic withdrawal of all articles currently in review by any of the author(s), regardless of the stage of peer review; and
    4. The author(s) shall be required to write a letter of apology to the plagiarized author(s) and the publication editor.
  3. Plagiarism of brief sections of background material that does not impact the technical contribution:
    1. For the first offence, the manuscript at issue shall be immediately REJECTED and the author(s) given a warning notice.
    2. For subsequent offences, the case should be handled as for other instances of plagiarism above.
  4. Multiple submissions and self-plagiarism of a journal paper:
    1. The manuscript at issue shall be immediately REJECTED.
    2. All authors (that is, any single, paired, or group of authors) of the manuscript shall be prevented from submitting new manuscripts to any IEEE publication for the period of 1 year from the date of sanction; and,
    3. Automatic withdrawal of all articles currently in review by any of the author(s), regardless of the stage of peer review, except for manuscripts involving innocent co-authors.
  5. Self-plagiarism of a conference paper:
    1. For the first offence, the manuscript at issue shall be immediately REJECTED and the author(s) given a warning notice.
    2. For the second offence, the manuscript at issue shall be immediately REJECTED and the author(s) prohibited from resubmission for 6 months.
    3. For subsequent offences, the case should be handled as for other instances of self-plagiarism above.
  6. Combinations of plagiarism and self-plagiarism shall be considered more severe than either alone.

Papers that have a substantial overlap with another paper by the same authors, where the overlapping paper is appropriately cited, may be rejected without review by the Editor-in-Chief for lack of novelty, but they are not considered self-plagiarism and not subject to sanctions.

For manuscripts identified after publication, the IEEE Signal Processing Society will consider publication of a notice of violation of Publication Principles in the article’s bibliographic record, as specified in the PSPB Operations Manual section 8.2.4.E.

6.2. Protection of Intellectual Property. (amended 2 June 2013)

6.2.1. Copyright.

As provided by IEEE Policy, 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.

For jointly sponsored conferences, which might require special copyright arrangements, those arrangements shall be made in accordance with the procedures which shall be specified in the PSPB Operations Manual. Inquiries regarding IEEE copyright shall be referred to the IEEE Intellectual Property Rights Office.

6.2.2. Property Rights.

No member or other individual may assign to any other organization or individual, ownership, whether in whole or in part, of any Society products, services, or other property, without the express, written consent of the Executive Committee.

6.2.3. Plagiarized Work Published by the Society. (approved 18 October 2008).

When authors plagiarize work published by the Society, whether in its periodicals or conference publications, the Society volunteer leader who is the nominal “publisher” of the periodical or conference publication will contact the publisher of the offending paper to request an investigation of the offense in a specified period. If the publisher of the offending paper does not undertake an investigation, or does not respond timely to the request, then the relevant society leader will undertake an investigation on behalf of the Society and will recommend a sanction to the Society’s Publications Board, if appropriate. In any event, the Society may take action, and also report the outcome of the Society’s decision to IEEE for the sanctioned author list.

6.3. Editor-in-Chief Nomination Procedures.

  1. Nomination. The Vice President-Publications shall make an open solicitation for Editor-in-Chief nominations, which shall stay open for a period of three months. Such solicitation shall occur no later than one year prior to the conclusion of the current Editor-in-Chief’s term.

    Nominations for the Editor-in-Chief shall be restricted to individuals who have previously served as associate editor on an IEEE publication, and who are members in good standing of the IEEE and of the Society. It is strongly recommended that a slate of at least two names be brought forward for each position coming vacant.

  2. Willingness to Serve. The Vice President-Publications shall obtain, in writing, from each individual who has received a nomination, a written assurance of willingness and ability to serve if elected.

    Individuals who agree to be nominated shall be required to provide a brief biography and a statement of candidacy. These shall be circulated to the Executive Committee by the Vice President-Publications, via e-mail, at least two weeks before the meeting at which the slate of names will be discussed.

    The Executive Committee will review the candidates’ biographies and statements of candidacy and shall provide to the Vice President-Publications, at the meeting, their endorsement of the preferred candidate, along with any additional comments. Should the Executive Committee not endorse any of the nominees, the Vice President-Publications shall provide at least two new nominations within one month of the meeting. An e-mail ballot of the Executive Committee shall than be conducted by the Executive Director and the results reported within 15 days.

    Upon endorsement of a nominee by the Executive Committee, the Editor-in-Chief will then be appointed by the Vice President-Publications. The Vice President-Publications will notify all candidates of the final decision. Once the candidates have been notified, the Vice President-Publications will notify the Publications Board and the SPS Publications Office on the outcome of the appointment process.

6.4. Associate Editor and Senior Area Editors (amended 1 October 2015).

Associate Editors and Senior Area Editors for a publication shall be appointed by the Editors-in-Chief and must be a current member of the IEEE and the Signal Processing Society in good standing. However, in special situations where there is an exceptional Associate Editor candidate that is not an IEEE and/or Society member, but whose expertise would be a benefit to the journal that cannot be obtained from other sources, the Vice President-Publications has the authority to grant exceptions for the membership requirement. The Editor-in-Chief would provide his/her rationale for the candidate to the Vice President-Publications. The membership exception is expected to be rare and would be granted only once per candidate for up to a three year term with no option for the one year term extension described below. A list of exceptions will be maintained by the SPS Executive Office.

The role of the Associate Editor is to manage manuscripts through the peer review process, as specifically stated in the Society’s Guide for Associate Editors, and to contribute, as a member of the Editorial Board, to maintaining the health and quality of the publication. Associate Editors shall have an initial term of no more than three years. After their initial term, Associate Editors may be extended up to one additional year or promoted to Senior Area Editor for exemplary service.

The role of the Senior Area Editor is to manage manuscripts through the immediate reject process, advise the Editor-in-Chief in selecting Associate Editors, assist with managing the peer review process for difficult cases, as specifically stated in the Society’s Guide for Senior Area Editors, and to contribute, as a member of the Editorial Board, to maintaining the health and quality of the publication. Senior Area Editors shall have a term of no more than three years. The combined term as Associate Editor and Senior Area Editor shall be no more than six years.

During their formal terms, Associate Editors and Senior Area Editors shall be voting members of the Editorial Board for the publication to which they were appointed. It shall be understood that, regardless of the formal term of service, Associate and Senior Area Editors shall serve until their workload has been completed; however, voting membership on the Editorial Board shall be for the formal term only. Associate and Senior Area Editors may serve more than one term for the same journal; however, such terms shall not be consecutive and shall have a minimum break of two years between service. No time break is required if the Associate Editor is moving to a position of Senior Area Editor, or to an Associate Editor position for a different journal.

The Editor-in-Chief shall have the right to terminate the terms of Associate Editors and Senior Area Editors. Appeals of such action by the Editor-in-Chief shall be to the Signal Processing Society Vice President-Publications, who shall have final authority in the matter.

The Society encourages outgoing and incoming Editors-in-Chief to work in coordination to ensure a smooth transition of responsibilities for their journals. The selection of editorial board members, whose terms start on or after the term of the incoming Editor-in-Chief, is the responsibility of the incoming Editor-in-Chief. Prior to the start of their term, new Editors-in-Chief may submit their recommendations for new members to the Vice President-Publications, who would then seek the consent of the Publications Board on their behalf.

6.5. Overview Papers. (approved 31 March 2012)

Overview articles may be published in the regular SPS Transactions are intended to be of solid technical depth and lasting value and should provide advanced readers with a thorough overview of various fields of interest.

  1. Authors interested in submitting overview articles are required to consult first with the Editor-in-Chief (EiC) of their Transactions of choice before submitting a white paper proposal. White papers are limited to 2-pages and should motivate the topic, justify the proposal, and include a list of relevant bibliography including any available tutorial or overview articles related to the subject matter. The authors should also attach IEEE-style bios. White paper proposals should be submitted directly to the EiC.
  2. The EiC solicits input from the Editorial Board on whether to encourage submission of a full paper. The EiC may also consult the leadership of one or more of the Society’s Technical Committees related to the topic of the proposed overview paper. Based on the feedback received from the Editorial Board, the EiC either discourages the author(s) from submitting a full-fledged manuscript or forwards it to the Publication Board for approval. If approved, the EiC encourages submission of a full manuscript within a three-month window through Manuscript Central. As a result of the feedback from the Editorial Board, the EiC may determine that the Overview Article is more suitable to some other Transactions and may contact the EiC of that Transactions.
  3. If approved for submission, the overview article is subject to the same rigorous review process as all other regular submissions. The official submission date of the manuscript is counted from the time the full manuscript is submitted to the Transactions. It is expected that the time from submission to publication of accepted Overview Articles will not to exceed one year.

Overview articles may be up to twice as long as a regular paper.

In order to limit interference with the publication of regular manuscripts in the Transactions, the publication of overview articles is limited to at most one article per issue and averaging four per year in each Transactions.

6.6. Special Issues. (amended 23 May 2004)

The Signal Processing Society encourages the development and publication of special issues of periodicals when: (a) a broad cross-section of the technical community can be served; (b) to call attention to cutting-edge technology; (c) to establish a publication with the community it was designed to serve. The Guidelines for Special Issues are posted on the Society's website.

6.6.1. Approval of Special Issues. (amended 23 May 2004)

Approval of proposals for publication of special issues shall be the responsibility of the Society's Publications Board provided that: (a) the proposal is endorsed by one or more of the Society's Technical Committees; (b) the proposal indicates the name(s) and contact information of the special issue editor(s); (c) page budgets will not be exceeded; (d) expense budgets will not be exceeded; and, (e) publication of the normal queue of submitted papers will not be significantly delayed. The proposal shall follow the Guidelines for Special Issues.

6.6.2. Cooperative Special Issues. (amended 25 July 2012)

When the opportunity for publication of a special issue cooperatively with one or more IEEE Society or other organizations shall arise, and such publication shall provide a significant service to the Society's membership, the following procedures shall obtain:

6.6.2.1.

The steps in the process of creating cooperative special issues are: Step 0) The Editor-in-Chief of the SPS publication involved should alert the Vice President-Publications that the joint proposal is under development and identify the collaborative organization. 1) A proposal and Call for Papers be created by the potential cooperative special issue editors; 2) The proposal and the Call for Papers be approved by the Society's Publications Board; 3) Approval shall be sought by the Publications Board from the Society's Executive Committee to assure that a budget for the activity is established and also reflected in the Society's budget; 4) Call for Papers be issued and publicized by the IEEE Signal Processing Society and other cooperative organization(s); and 5) Usual editorial processes follow as the responsibilities of the cooperative special issue editors and as specified in the Call for Papers.

6.6.2.2.

The Call for Papers shall be disseminated to all Society members whose technical interests would permit their participation in the cooperative special issue. Additionally, appropriate participation by the Society's community of editors and reviewers shall be encouraged.

6.6.2.3.

At the time of dissemination of the Call for Papers, the IEEE Transactions/Journals Department will be notified, so that appropriate planning with that department and vendors can be planned.

6.6.2.4.

For three issues prior to publication, the Society's transactions and magazine shall publicize the special issue and the date of its availability, to call it to the attention of the regular subscribers and others who may choose to purchase the single issue.

6.7. Requirements Imposed by IEEE and/or TAB. (approved 10 June 2000)

6.7.1. Time from Submission to Publication (amended 15 September 2011)

Manuscripts published in all IEEE transactions/journals shall provide, on the first page, the date that the manuscript was initially received and the date on which the manuscript was received in finalized form from the author for publication. These two dates will serve to define the start and end of the review process.

6.8. Publication Activities, Appeal of Editorial Decision. (approved 10 June 2000)

The editorial policy of the journals sponsored by the IEEE Signal Processing Society are determined by the Society, within the framework and policies established by the IEEE Publication Activities Board and the IEEE Board of Directors. Implementation of these policies shall be the responsibility of the Editor-in-Chief of the publication.

The major criteria for publication of manuscripts in the publications sponsored by the IEEE Signal Processing Society shall be novelty and quality, based on the recommendation of the independent reviewers, and determined by the Associate Editor assigned to the manuscript. Authors wishing to appeal the decision of an Associate Editor shall make a request, in writing, to the Editor-in-Chief. If the Editor-in-Chief believes that additional, independent review is warranted, he/she may select independent reviewers, in consultation with the Editorial Board. The results shall be communicated to the author by the Editor-in-Chief. Thus, the Editor-in-Chief shall be, in general, the final authority on matters of content and appropriateness of material in the publication.

In the event the author(s) wishes to pursue the matter further, a decision would be made by the Vice President-Publications, with the advice and consent of the Signal Processing Society Publications Board. This decision shall be communicated to the author by the SPS Vice President-Publications.

In the event of a challenge to review or publishing actions which cannot be resolved at the Society level, the IEEE Vice President of Publication Activities shall be the IEEE officer with cognizance of the appeals process. An appeal of an editorial decision must be submitted within 60 days of final notification of the decision to the IEEE Staff Executive, Publications, who will acknowledge receipt of appeal and inform the IEEE Vice President of Publication Activities within 30 days. The IEEE Vice President of Publication Activities shall, within 30 days of receipt of a written appeal, determine whether the dispute merits a formal arbitration process. For arbitration, the Vice President of Publication Activities shall appoint an individual who shall, in consultation with all the parties to the dispute and with the assistance of knowledgeable members of the professional community, assess the merits of the dispute and recommend a resolution. The recommendation shall be presented to the IEEE Vice President of Publication Activities for review within 120 days of the receipt of the complaint. The decision, which shall be binding on the IEEE entity which is party to the dispute, shall be made within 15 days of the receipt of the recommendation by the IEEE Vice President of Publication Activities, and shall be reported to the IEEE Publication Activities Board.

6.9. Overlength Page Charges. (approved 11 September 2003)

The IEEE Signal Processing Society encourages authors to publish papers within the approved page limit. Papers of excessive length take space that could be used to publish a greater number of manuscripts. Publication values for the Society’s periodicals are high and the expense is significant, so extra pages add extra cost of publication and mailing. To encourage authors to remain, as much as possible, within the approved manuscript length limit, the Society has instituted Overlength Page Charges. Such charges encourage tightly written exposition of ideas and help to defray publication expenses when the manuscript length limit must be exceeded.

As published in the Information for Authors, payment of overlength page charges is the responsibility of the author(s) although, in some cases, his/her/their employer may defray this charge. The overlength page charge fee is set by the Society and approved by IEEE, and may not be suspended.

The author(s), upon submission of a manuscript, affirms by signature on one copy of the manuscript, and by mere submission of the manuscript to the Signal Processing Society, that he/she/they does/do agree to pay any overlength page charges accruing to that manuscript. Any and all authors who refuse, for whatever reason, to meet the obligation of payment of overlength page charges for any paper will be constrained from future publication of any and all manuscripts that are in excess of the approved page limit.

6.10. Advertising in Signal Processing Society Publications. (amended 10 May 2014)

IEEE Signal Processing Magazine shall be the primary venue for advertising Society events, products, and services. Ads shall be arranged, through the IEEE Magazine Advertising Department, at an advantageous Society-only rate.

The Society’s conferences and technical meetings shall be required to run an ad of at least ½ page in size, in an issue of IEEE Signal Processing Magazine to advertise the event. Further, such an ad shall be a prerequisite for free advertising, on a space available basis, in the most appropriate Society transactions or letters.

The Society’s major conferences shall be required to run their Call for Papers in the IEEE Signal Processing Magazine. One Call for Papers advertisement shall be allotted to the major conferences (ICASSP, ICIP and GlobalSIP) at no charge.

6.11. Scopes of Society Sponsored Journals. (approved 11 September 2003)

6.11.1. IEEE Signal Processing Magazine.

IEEE Signal Processing Magazine publishes tutorial-style articles on signal processing research and applications, as well as columns and forums of interest. Its coverage ranges from fundamental principles to practical implementation, reflecting the multidimensional facets of interests and concerns of the community. Its mission is to bring up-to-date, emerging and active technical developments, issues, and events to the research, educational, and professional communities. It is also the main Society communication platform addressing important issues concerning all members.

6.11.2. IEEE Signal Processing Transactions and Letters.

The scopes of the IEEE Signal Processing Society’s transactions and letters shall be as described in the EDICS for each of those publications.

6.11.3. Amendments to Scope.

6.11.3.1. IEEE Signal Processing Society Magazine.

Any recommendation for change to the scope of the IEEE Signal Processing Magazine shall be forwarded to the Society’s Publications Board for review, deliberation, approval, and recommendation to the Society’s Board of Governors for adoption.

6.11.3.2. IEEE Signal Processing Society Transactions and Letters.

Any recommendation for change to the scope of any of the transactions or the letters published by the IEEE Signal Processing Society shall be made via a recommendation for change of EDICS. Such recommendation(s) may arise from one or more of the Society’s committees or boards, or may be recommended by the Editor-in-Chief of the cognizant transactions or letters. Changes to EDICS shall be reviewed, deliberated, and adopted by the Society’s Publications Board.

6.11.4. Publication of Periodical Scopes.

The scope of the IEEE Signal Processing Magazine shall be published in a prominent location in each issue of the Magazine.

The scope of any transactions or letters, as contained in the EDICS, shall be published in each issue of that publication.

The scopes of all IEEE Signal Processing Society-sponsored periodicals shall be published on the Society’s web site and may also be published on the IEEE web site.

6.12. Publication of Obituaries in IEEE Signal Processing Society Transactions and Journals. (approved 24 March 2005)

An obituary, with photo included, of no more than one page, will be published in IEEE Signal Processing Magazine only for individuals who are considered to be Society “Pioneers”. A “Pioneer” is defined as an individual who was a member of IEEE and of the IEEE Signal Processing Society who is recognizable in the signal processing technical community for the discovery or development of a seminal engineering principle by being awarded an IEEE major medal, and who has, in some way, provided service to the Society. Any questions regarding the credential of “Pioneer” for any individual will be resolved by the Society President and President-Elect, in consultation.

No other Society periodical publication or technical meeting publication (proceedings or program) will publish any obituaries or memorial material.

6.13. Complimentary Membership for Special Guest Editors. (approved 21 April 2007)

In accordance with Society policy, individuals having fiduciary responsibility for Society activities are required to be Members of the Society they serve. This means that all Guest Editors of Special Issues must be a Signal Processing Society Member.

The Signal Processing Society will provide the Guest Editor(s) of a Special Issue of one of the Society’s solely owned journals, a complimentary Affiliate Society membership for their term as Guest Editor. This offer is only available to Guest Editors who are not current Members of the Society.

6.14. Handling of Manuscripts Authored by Publication Volunteers. (approved 25 April 2009)

All IEEE Signal Processing Society volunteers that are involved in the publications process should avoid every perception of conflict of interest. IEEE Signal Processing Society publications have established procedures to ensure that no one can acquire unauthorized access to privileged information. The procedures ensure that the identities of reviewers for papers authored by editors or other publication volunteers are not divulged to the authors and cannot be accessed by them. In particular, manuscripts submitted by publication volunteers are handled by another member of the editorial board; reports and recommendations for volunteer-authored papers, when submitted to the author, omit the names and other identifying information for reviewers; and access restrictions to ensure reviewer privacy from authors are also enforced in the electronic publication management systems used for IEEE Signal Processing Society publications.

When an Editor-in-Chief submits a paper to his/her journal, the Vice President-Publications of the Society should be notified promptly by the journal staff and by the Editor-in-Chief. The Vice President-Publications or another Editor-in-Chief (if the Vice President-Publications has a conflict) will then oversee the review process of the paper. The person overseeing the paper can delegate the handling of the review process to an associate editor, and the Editor-in-Chief is removed completely from the editorial handling of the manuscript.

Editors-in-Chief and the Vice President-Publications should not put forward special issue proposals during their terms. If an Editor-in-Chief has a conflict with a Guest Editor of a special issue, they should recuse themselves from the discussion and decision of the special issue approval during the Publications Board deliberations.

6.15. Publication Queues. (approved 11 November 2009)

The Society shall have a publication zero queue policy for all solely owned Society journals. The Editors-in-Chief are responsible for managing the page budget for their journal so no queues build-up during any calendar year. If a publication queue forms, the Editor-in-Chief should request a queue release from the Vice President-Publications with rationale. Upon approval by the Vice President-Publications, the Vice President-Publications requests the queue release from the Executive Committee. In the event, a queue release is approved by the Executive Committee, the Editor-in-Chief is responsible for managing the queue release for the approved pages, as well as bringing the publication page budget under control for the calendar year for which the queue release has been approved.

6.16. Handling of Rejected Papers. (approved 11 November 2009)

Authors of rejected manuscripts are allowed to resubmit their manuscripts afresh only once. At the time of submission, authors will be asked whether they consider their manuscript to be a new submission or a resubmission of an earlier rejected manuscript. If the authors indicate that their manuscript is a new submission, then the review process will follow the regular procedure.

If authors indicate instead that their manuscript is a resubmission, then they are required to upload a supporting document detailing how the new submission has addressed the concerns raised during the previous review. Authors may also request that the resubmission be handled by the same Associate Editor, if the Associate Editor has not retired from the board. The Editor-in-Chief will do his/her best effort to accommodate the author’s request while taking into consideration the balancing of the workload among the Associate Editors of the editorial board of the journal. A new Associate Editor may also be assigned to the manuscript by the Editor-in-Chief.

Even when the manuscript is flagged by the authors to be a resubmission of an earlier rejected paper, the manuscript will be treated as a new submission with a new submission date; it is not treated as an RQ version.

The assigned Associate Editor can use the previous reviewers or a new set of reviewers, or a mix of old and new reviewers. It is preferable that the Associate Editors use some of the previous reviewers to help ascertain that the revision has addressed the concerns of the earlier review cycle. The selection of the reviewers is left to the discretion of the Associate Editor.

If the authors indicated during the submission process that their manuscript is a new submission and it is found during the review process that the manuscript is very similar to an earlier rejected paper, then the manuscript may be immediately rejected. Authors can still resubmit their manuscript and indicate correctly that it is a resubmission of an earlier rejected manuscript, including uploading of the required supporting document detailing how the new submission has addressed the concerns raised during the previous review.

SECTION 7: CONFERENCE/TECHNICAL MEETING ACTIVITIES

7.1. Organizing Committees.

A technical meeting Organizing Committee shall be appointed to manage any and all aspects of a technical meeting sponsored by the Society. Such Organizing Committee shall be chaired by the technical meeting General Chair and shall typically comprise individuals to serve as chairs of the following:

  1. local arrangements
  2. technical program
  3. finance
  4. publications
  5. publicity
  6. registration

The members of the Organizing Committee shall be appointed by the technical meeting General Chair with the advice and consent of the Society’s Conference Board. Members shall serve a term of office coincident with the planning, execution, and closeout activities for that technical meeting.

Organizing Committee members may make administrative decisions on behalf of the technical meeting, pursuant to the rules and practices of this Society and of the IEEE.

7.2. Finances. (amended 30 September 2010)

Each Conference Organizing Committee shall submit, prior to each Conference Board meeting, a conference status report. In addition, budgets for new conferences shall be submitted to the Vice President-Conferences for review and recommendation to the Conference Board.

The Organizing Committee for a technical meeting shall open an IEEE Concentration Bank account for deposit and disbursement of all funds related to the technical meeting. In turn, the Vice President-Conferences shall be advised of names of signatories, which shall include:

  1. one General Chair;
  2. one Finance Chair or equivalent;
  3. one staff member designated by IEEE as required by IEEE policy, must be included as a signatory on Society technical meeting accounts.

A contractor cannot be a signatory on Society technical meeting accounts.

Technical meetings sponsored with other technical societies may be excluded from the above provisions provided a charter of operations for those organizations is approved by the SPS Board of Governors and the IEEE, and an exclusion is granted by the Society’s Vice President-Conferences.

7.2.1. Merchant Services. (approved 28 May 2011)

An Organizing Committee that hires a professional conference organizer (PCO) for a technical meeting must engage the PCO, as part of the contracting process, to use the IEEE Merchant Services if they are integrated with the IEEE Payment Gateway.

If the PCO is not integrated with the IEEE Payment Gateway, the PCO shall use its own merchant account and open a non-interest-bearing account to receive and process payments. The PCO must record receipt of check and wire payments in a monthly report and a final report to the Society. The PCO shall exert reasonable efforts to collect any and all payments due for the event. The PCO shall submit to the Society a report of transaction details for check, wire transfer, and credit card funds collected each month within 20 days after the end of the calendar month.

The PCO shall remit collected funds to the Society 15 days after the end of the each calendar month.

The PCO may deduct the following from each monthly remittance of collected funds:

  1. A per-transaction rate as specified in the contract statement of work.
  2. Any bank fees paid by the PCO on behalf of the Society (such as wire transfer fees.)
  3. Any credit card charge-backs or refunds owed to attendees or exhibitors. (The monthly report will detail all such fess or refunds.) A processing fee per transactions will be applied for all refunds.
  4. Up to 20% of the total expected revenue of the funds may be collected as a reserve against potential additional charges that may occur after the end of the event. (Additional charges may include credit card charge-backs, attendee or exhibitor disputes, or similar items.) Any reserve funds not used to cover additional charges will be remitted to the Society approximately 30 days after the event or after the final processed transaction; whichever is later.

Note: Following remittance of all funds, the Society is still responsible for paying any additional charges related to the event that may occur after remittance. The Society may select to apply available funds to any outstanding invoices and loans should be repaid no later than last day of the conference. However, a PCO may reserve that right to withhold distribution of surplus funds if the Society has invoices that are outstanding beyond their due date and apply such funds as payment against outstanding invoices.

7.3. Budgets. (amended 10 May 2014)

In the preparation of budgets for Society technical meetings and other activities, it is important to acknowledge their role in the preparation of the Society's operating budget, as well as their contribution to the new and ongoing member services.

Meetings and events that have been convened or approved by the Board of Governors or Executive Committee to occur in conjunction with ICASSP, ICIP, GlobalSIP or other Signal Processing Society technical meetings will be considered part of the administrative series and will be absorbed into the technical meeting budget.

If the Board of Governors will be meeting in conjunction with a Society sponsored technical meeting, the technical meeting organizers are responsible for budgeting and providing wireless internet access for the Board of Governors meeting. It is the responsibility of the technical meetings to assure this service is provided.

7.3.1. Requirement to Balance Budgets. (amended 20 March 1999)

Every technical meeting with sponsorship by the Society will be expected to achieve its budget. The meeting will discharge all of its debts and meet the surplus as committed in the original budget.

7.3.2. Closing of Conference Books. (amended 4 October 2012)

Any technical meeting in which the Society has financial participation that is an “approved” IEEE meeting shall meet the requirements of IEEE for speedy closing, and shall not incur penalties for late closure, except with the express, written permission of the Vice President-Conferences and the President-Elect. (During the transition period, the Vice President-Finance will hold the position instead of the President-Elect until 12/31/2014.)

7.3.3. IEEE Conference Publications Program Revenues--Society Sponsored Meetings. (amended 15 September 2011)

Workshops: Electronic proceedings will be produced by the workshop, to be provided to attendees, in the format required by IEEE. A copy of that electronic proceedings shall be delivered to the Society staff office immediately upon preparation. In the event the IEEE Conference Publications Program purchases copies of the meeting record for a meeting sponsored by the IEEE Signal Processing Society, the Conference Publications Program will arrange for the creation of proceedings to meet the demand for direct sales through IEEE. No other copies will be produced and no monies will be charged against or credited to the workshop for print publications.

Conferences: Attendees will be provided an electronic proceedings, produced in the format required by IEEE. The Conference Publications Program monies will not be transferred to the conferences, nor will the Conference Publications Program revenues be considered repayment of the conference loan or as part of the surplus of the conference. However, the conference, on its final financial report, shall indicate under "Income" an amount equal to the expense of manufacture and shipping of the Conference Publications Program -purchased copies only.

7.3.4. IEEE Conference Publications Program Revenues--Cosponsored and In-Cooperation Meetings. (amended 15 September 2011)

In the event IEEE Conference Publications Program wishes to purchase copies of the technical meeting record for a meeting co-sponsored by the IEEE Signal Processing Society, or any meeting in which the Society's participation is less than that of full financial sponsor, it shall be the decision of the Vice President-Conferences, based on the history of sales of that title, to determine whether to commit the financial resources of the Signal Processing Society to share in the expense of purchasing and servicing the title, either solely by the Society, or in cooperation with other IEEE entities. The purchase price of the proceedings shall not exceed the actual cost for producing the proceedings files.

Should it be the recommendation of the Vice President-Conferences that a new title be purchased by Conference Publications Program, and the Society would be required, alone, to bear the expense to purchase and service the title, the Executive Director is charged with negotiation of the purchase price with the technical meeting to minimize the financial exposure to the Society for products outside its direct control.

7.3.5. IEEE Conference Publications Program Revenues--Ongoing and Repeating Technical Meetings. (amended 15 September 2011)

In the event the IEEE Conference Publications Program wishes to purchase copies of the technical meeting record for a meeting in which the level of sponsorship of the IEEE Signal Processing Society remains the same as previous years, the purchase of such title by the Conference Publications Program shall be automatic, with no additional action by the Vice President-Conferences. The purchase price for the meeting record shall not exceed the actual costs for producing the proceedings files.

In the event such meeting is sponsored by the IEEE Signal Processing Society, the manner of reporting the Conference Publications Program revenues shall be the same as in 7.3.3. of this Policy and Procedure.

In the event that the level of participation of the Signal Processing Society in the technical meeting has changed, the Vice President-Conferences shall determine whether the Society will continue to participate as a "sponsor" of the title, based on the financial history of the title, and the Vice President-Conferences shall advise the Conference Publications Program of the Society's decision.

7.3.6. Administration Services Fee. (amended 28 May 2011)

All conference and workshop budgets shall include as an expense item an administration fee which will be equal to 2% of the total (pre-loan) expense budget.

7.4. Sanction of Technical Meetings. (amended 4 October 2012)

Technical meetings (conferences, workshops, symposia, etc.) shall require the following approvals in order to be held under the auspices of and/or with the support of the Society:

7.4.1. (a) New Conferences
New Conferences in which the Society is the sponsor or co-sponsor shall require the following clearances:

  1. Review by the Technical Directions Board
  2. Approval by the Conference Board, including approval of the proposed budget
  3. Approval by the Board of Governors
  4. Approval by the IEEE

Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE Regional Section Chair.

(b) New Technical Committee Workshops, etc.
New workshops or other new technical meetings sponsored or co-sponsored by one or more of the Society’s Technical Committees or Chapters, or with other organizations shall require the following clearances:

  1. Approval by the cognizant Technical Committee(s)
  2. Approval by the Conference Board, including approval of the proposed budget
  3. Approval by the Society’s Executive Committee.
    Subsequent notification shall be made to the cognizant Society Chapter Chair and IEEE Regional Section Chair.

(c) Meetings Having "Technical Cooperation" or "In Cooperation" Status.
Technical meetings for which the Society provides no direct financial sponsorship shall require the approval of the Vice President-Conferences who subsequently shall notify the President-Elect and the Executive Director. (During the transition period, the Vice President-Finance will hold the position instead of the President-Elect until 12/31/2014.)

7.4.2. Ongoing or Repeating Technical Meetings. (amended 4 October 2012)

Technical meetings of any description in which the Society has previously participated require approval by the Conference Board, which includes approval of the proposed budget. For ongoing or repeating technical meetings having “technical cooperation” or “in cooperation” status, approval of the Vice President-Conferences shall be required for each instance of Society participation.

The Vice President-Conferences shall notify the President-Elect and the Executive Director of such approvals. (During the transition period, the Vice President-Finance will hold the position instead of the President-Elect until 12/31/2014.)

7.5. Hotel Booking Agents. (approved 30 October 1997)

It shall be the policy of the Society not to use booking agents whose specific purpose is to engage hotel sleeping rooms on behalf of conferences, workshops, or other technical meetings, and who derive their income from direct payment or commission. When the meeting organizing committee believes an exception to this policy is warranted, a recommendation from the Conference Board followed by the express, written approval of the Society’s Executive Committee shall be required.

7.6. E-mail and Other Mailing Lists. (amended 10 May 2014)

All e-mail and postal mailing lists generated by technical meetings sponsored solely by the IEEE Signal Processing Society are solely owned by the Society and may be used only in conjunction with normal IEEE Signal Processing Society sponsored activities, as approved in writing by the Society’s Executive Director. Such permissions will be given on a one-time-use-only basis and with the understanding that the technical meeting using the e-mail or postal mailing list will provide any modifications, additions, or deletions back to the Society, or its designated agent for e-mail or postal mailing lists, upon completion of the technical meeting. Further, should a cost be incurred by the Society’s designated agent for e-mail or postal mailing lists to provide said lists, the technical meeting may be charged a fee to cover those costs. When a contractor is used for ICASSP, ICIP, or GlobalSIP it is mandatory that the contractor provide the conference e-mail and postal mailing lists back to the Society, in the proper electronic format, for updating the Society’s master e-mail and postal mailing lists. The contract will specify the information required for Society business. For example, such information might include:

  • List of Attendees, including augmented lists from latest meeting
  • Full list of all authors that submitted papers
  • Full list of all reviewers contacted including those that declined to review

Furthermore, the list must contain the following information in the proper electronic format:

  • name
  • email address
  • postal address
  • EDICS, if the person was an author or reviewer
  • PROFILE (i.e. student, faculty, industry)
  • Meeting name and date where data was collected

This must be part of the contract signed with the conference management company. If a conference management company is not hired, the chair of the SPS event is responsible for providing this information.

7.7. Conference Contractors. (approved 11 September 2003)

7.7.1. (amended 25 April 2009) Approved Society conferences may, upon approval of their budgets, contract professional management for the conference. Such contractor shall be identified via a detailed request for proposal (RFP). Proposals shall be reviewed by the conference team and the Society’s Executive Office prior to selecting a contractor, and before signature of any contract, which shall be reviewed and signed by the IEEE Procurement Department on behalf of the Society.

7.7.2. Payments to Professional Conference Organizers. (amended 28 May 2011)
Professional conference organizers shall submit a detailed, enumerated invoice to the Society Conference Services Department staff and the Organizing Committee. The payments shall be processed by the Society staff after receipt of written approval from the Organizing Committee. The payments will be made from the IEEE Concentration Bank account if funds are available. If funds are not available, the Society shall advance or loan the invoice amount to the conference and process the payment. For financial obligations that are not known until after the surplus has been transferred to the Society, the Society shall be responsible for the payment of the expense charged against the surplus via journal entry.

7.7.3. The Society will not approve, nor will it pay for, the purchase of hardware or the development of software by an approved conference to manage registration, manuscript submission and review, or any other conference-related task, without express action by the Board of Governors. Nor may such expenses be levied against the budgets or any of the Society’s technical meetings.

7.7.4. (amended 25 April 2009) Approved Society workshops may, upon approval of their budgets, contract professional management for the workshop. Such contractor shall be identified via a detailed request for proposal (RFP). Proposals shall be reviewed by the conference team and the Society’s Executive Office prior to selecting a contractor, and before signature of any contract, which shall be reviewed and signed by the IEEE Procurement Department on behalf of the Society.

7.8. Conference/Workshop Publications.

7.8.1. Papers submitted to conferences of the IEEE Signal Processing Society shall be submitted electronically, in a format approved by IEEE to enable inclusion in the online Xplore database. Papers submitted to conferences will be reviewed electronically and the author(s) will be notified of the outcome by electronic means. Finalized manuscripts shall be transmitted electronically to the contracted printer for publication.

7.8.2. Requirement of Original Material. (approved 2 June 2013)

Authors of conference papers have the same rights and responsibilities as authors of journal papers (see Section 6.1.1). Authors are required to submit material that is original and that has not been published, or submitted for consideration, elsewhere. Authors misconduct, including fabrication of results and plagiarism of the work of others (see Section 6.1.2), shall be subject to sanctions by IEEE under the rules of Member Conduct. Instances of suspected or documented plagiarism shall immediately be brought to the attention of the conference/workshop General Chair.

Allegations of misconduct by authors of articles in IEEE Signal Processing Society conference or workshop proceedings shall be investigated by the conference/workshop General Chair or (one of) the Technical Program Chairs. The same process for investigation of misconduct will be used as for journal publications (see Section 6.1.3) with the exception that the appeal of a decision will be to the Vice President-Conferences.

7.8.3. Conference Publications, Publication of Obituaries. (approved 24 March 2005)

No obituaries will be published in any IEEE Signal Processing Society technical meeting proceedings or programs.

7.9. Author Registration. (approved 11 September 2003)

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/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 four papers.

This policy must be clearly stated on the paper submission and call for papers sections of the conference web site so that authors are informed of it before they are notified of the acceptance of their paper. It should also be stated in the correspondence sent to the author advising the acceptance of their paper.

7.10. Recognition at Technical Meetings of the Society Members Who Have Died. (approved 24 March 2005)

No obituaries will be part of any IEEE Signal Processing Society technical meeting or ceremony.

7.11. Presentation of Society Awards and Recognition of SPS Fellows at ICASSP. (amended 4 October 2012)

As per Society bylaw, annual recognition of the Society’s awards is to take place at the Society’s Awards Ceremony, which is held during the Society’s ICASSP flagship conference. At the ceremony, the Society will also recognize its Members who were recently elevated to the grade of IEEE Fellow.

The Awards Board Chair will work directly with the conference organizers to arrange the date, time, location and duration of the Awards Ceremony. The Awards Board Chair will ensure that the Awards Ceremony be held in a location and at a time that is convenient for most attendees of the conference. The Awards Ceremony will be approximately one hour in length and should be scripted in advance by the Awards Board Chair.

7.12. Monetary Gifts to Local Signal Processing Society Chapters. (approved 21 April 2007)

Each Society sponsored conference and workshop has the opportunity to provide a donation to the local Signal Processing Society (SPS) Chapter, where the event is taking place. However, in order for the donation to be executed, the following criteria must first be met:

Society sponsored workshops may budget up to $5,000 per event. The donation must be included as an expense item in the approved budget and the workshop must meet the IEEE required 20% surplus. If the 20% surplus has not been met, the donation amount may be reduced, so the Society meets its projected surplus. If the 20% surplus can not be met, a donation will not be extended to the local SPS Chapter. Donations will not be allowed to be increased due to a workshop acquiring a larger than budgeted surplus. Donations are made with the provision that the local SPS Chapter actively participated in the organization of the meeting.

Society sponsored conferences may budget up to $10,000 per event. The donation must be included as an expense item in the approved budget and the conference must meet the IEEE required 20% surplus. If the 20% surplus has not been met, the donation amount may be reduced, so the Society meets its projected surplus. If the 20% surplus can not be met, a donation will not be extended to the local SPS Chapter. Donations will not be allowed to be increased due to a conference acquiring a larger than budgeted surplus. Donations are made with the provision that the local SPS Chapter actively participated in the organization of the meeting.

7.13. Technical Meeting No-Shows. (amended 11 November 2009)

No-show papers are defined as papers submitted by authors who subsequently did not either themselves or via proxy present the paper at the technical meeting. 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.

Authors of papers submitted to the meeting must be advised in writing that the IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore) if the paper is not presented at the technical meeting.

The technical meeting organizers will be responsible for gathering the no-show information from the sessions and submitting the information to the Conference Executive staff.

7.14. Handling of Manuscripts Authored by Technical Meeting Volunteers. (approved 25 April 2009)

All IEEE Signal Processing Society technical meetings have established procedures to ensure that no one can acquire unauthorized access to privileged information. The procedures ensure that the identities of reviewers for papers authored by editors or other technical meeting volunteers are not divulged to the authors and cannot be accessed by them. In particular, manuscripts submitted by editors and other technical meeting volunteers are handled by another member of the technical meeting; reports and recommendations for volunteer-authored papers, when submitted to the author, omit the names and other identifying information for reviewers; and access restrictions to ensure reviewer privacy from authors are also enforced in the electronic publication management systems used for IEEE Signal Processing Society technical meetings.

7.15. Criteria for Technical Co-Sponsorship by the Signal Processing Society (approved 25 April 2009)

The criteria for technical co-sponsorship falls into six broad categories: 1) personnel, 2) publicity and history, 3) topical, 4) logistics, 5) outreach, and 6) Proceedings. In this document “conference” is used to broadly refer to conferences and workshops.

  1. Personnel
    1. Familiarity with key conference organizers (including but not limited to the chair and technical program chair), including their research visibility, their volunteer record in the SPS, and their past experience in conference organization. Organizers should submit IEEE-style biographies with the proposal for co-sponsorship.
    2. Participation of a few TC members in the conference TPC. This is a suggestion rather than a requirement; a TPC with many individuals who meet the criteria in the previous bullet but are not current TC members would be viewed favorably.
  2. Publicity and History
    1. Quality and completeness of Call for Papers and web page.
    2. Existence of the web page and conference program on the web, for a period of at least five years, so that a record of past conferences is publicly maintained. This is especially critical for workshops.
    3. Organizers should submit the conference history of co-sponsorships, attendance, and prior programs.
  3. Topical
    1. The conference topic must be a good match to the TC’s interests and will be gauged by the interest shown by TC members during the discussion.
    2. The theme and focus of the conference will be considered, as to whether it fills a topical niche with respect to other events. For workshops, well focused events on emerging topics are preferable to small conferences about a broad variety of topics.
  4. Logistics
    1. The conference should not have time conflicts with other SPS conferences nor with relevant non-SPS conferences.
    2. An argument for the reasonableness of general as well as student registration fees should be made, with special emphasis on student registrations; a small discount for students is unlikely to encourage student participation.
  5. Outreach
    1. The TC will consider what opportunities are provided by the conference to forge links with other societies, both within and outside of the IEEE.
    2. The opportunities to go to under-served areas and to reach hard-to-reach audiences will be considered positively.
  6. Proceedings
    1. IEEE will not purchase proceedings of a conference until after it is held three times. After the conference has been held for the third time, the Proceedings can be purchased for the fourth conference and the previous years can then be backfilled. Once the Proceedings have been purchased, IEEE will not break the cycle. So it is better to insure high quality of the proceedings over time before having them published on IEEE Xplore.

7.16. Logos on Technical Meeting Websites. (approved 11 November 2009)

No logos of institutions of technical meeting volunteers may appear on any Society solely-owned technical meeting material, including websites. The main web page for technical meetings may not have any logos other than that of the approved sponsoring entities for the technical meeting. This would mean IEEE and IEEE Signal Processing Society logos only would appear for technical meetings solely owned by the Society.

7.17. Technical Meeting Paper Plagiarism. (approved 30 September 2010) [This policy only applies to conference papers. SPS Policy 6.1.3. applies to journal papers.]

7.17.1. Requirement for Original Material and Sanctions for Plagiarism and for Duplicate Submission of Technical Meeting Manuscripts.

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:

  • Crossover of 50% or more in the material of two or more manuscripts;
  • Submission of the same manuscript to more than one IEEE Technical Meeting; or
  • 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:

  • All manuscripts submitted to the Signal Processing Society discovered to be duplicate submissions shall be immediately REJECTED.
  • 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
  • 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.

7.17.2. Procedures for Investigation of Author Misconduct.

  1. If the Technical Program Chair (TPC) of the technical meeting learns that an author may have acted improperly, which may include the suspicion of plagiarism or self-plagiarism, he/she shall investigate the alleged misconduct. All inquiries shall be handled promptly and fairly. All parties relevant to the allegation shall be given the opportunity to respond.
  2. In considering the allegation, the TPC shall appoint an independent ad-hoc committee of experts in the topic to confidentially investigate and make a recommendation on the allegation to the TPC. This ad-hoc committee may seek the advice of the IEEE Intellectual Property Rights (IPR) offices. The institution where the work was performed is not to be contacted, unless there is explicit information that such institution has already investigated the issue.
  3. After considering all available evidence in relation to the plagiarism policy of the Signal Processing Society (SPS), the TPC shall communicate the evidence to the authors. The authors may then respond and provide any additional evidence or arguments. Subsequently, the TPC shall make a decision.
  4. The TPC shall communicate the final decision to the authors, the SPS Office, and the SPS Vice President-Conferences.
  5. Should the authors choose to appeal, they shall be referred to the SPS Vice President-Conferences to handle the appeal process. Further appeals shall be referred to the IEEE PSPB Chair.
  6. The SPS Office shall then implement the decision and notify the IEEE Intellectual Property Rights (IPR) office or that person's designee of the inquiry and the decision. In severe cases of misconduct (as specified in the PSPB Operations Manual Section 8.2.4.D and F), the TPC may recommend additional IEEE-level corrective actions to the IEEE PSPB Chair.
  7. If the TPC has a conflict of interest, he/she shall report this to the SPS Vice President-Conferences to find a proper substitute to handle the case.
  8. All co-authors of a paper have responsibility for work submitted under their names. (viz. PSPB Operations Manual 8.2.1.A.6)

7.17.3. Plagiarized Work Published by the Society.

When authors plagiarize work published by the Society, whether in its periodicals or conference publications, the Society volunteer leader who is the nominal “publisher” of the periodical or conference publication will contact the publisher of the offending paper to request an investigation of the offense in a specified period. If the publisher of the offending paper does not undertake an investigation, or does not respond timely to the request, then the relevant society leader will undertake an investigation on behalf of the Society and will recommend a sanction to the Society’s Conference Board, if appropriate. In any event, the Society may take action, and also report the outcome of the Society’s decision to IEEE for the sanctioned author list.

7.18. Meetings and Workshops of Sister Organizations at Conferences. (approved 30 September 2010)

IEEE Signal Processing Society technical meetings may host meetings and workshops sponsored by sister organizations provided; (1) the meeting does not overlap the technical activities of the conference; (2) no cost associated with the meeting is borne by the conference; (3) the Society takes no liability or risk associated with such meetings; and (4) the publicity of such events must be clearly separated from the conference event.

7.19. Logo Usage. (approved 1 May 2012)

Using the IEEE and Signal Processing Society logos achieves "brand recognition" and represents quality. Because the Signal Processing Society support and its logo are marks of quality, the Conference Board must review and approve conference proposals to retain the value and meaning of the brand.

Guidelines for the use of the IEEE logo and accompanying logos can be found in IEEE Policy 6.3.2 at IEEE.org.

7.19.1. Solely Sponsored and Financially Co-Sponsored Conferences and Workshops.

The Signal Processing Society logo is reserved only for conferences and workshops solely sponsored or financially co-sponsored by the Signal Processing Society per Policy 7.4. The Signal Processing Society logo must not be used until the Signal Processing Society has formally approved the conference. In addition (even though permission is anticipated), words or expressions such as "IEEE Signal Processing Society sponsorship requested" may not be used.

The sponsored and co-sponsored conference may only use the Society’s logo in one of the following forms:


[Electric Blue PMS 2728]
or


[Black]


7.19.2. Chapter or Section Sponsored Conference or Workshops.

When a Signal Processing Society chapter organizes/supports an event, it is the IEEE logo that must be used (not the Signal Processing Society logo), since the event normally belongs to an IEEE Section.

The chapter shall follow IEEE Policy 6.3.2 Guidelines on the Use of the IEEE Logo and "IEEE".

7.19.3. Technical Co-Sponsored Conferences.

When Signal Processing Society is a technical co-sponsor of a conference for a particular year, the support cannot be assumed for future years. Approval must be obtained from Conference Board for every event, unless multiples years have been approved.

Technical Co-Sponsored conferences may use the IEEE logo as prescribed in IEEE Policy 10.1.17.

Technical Co-Sponsored conferences may use the Signal Processing Society logo for Technical Co-Sponsorship as shown below, and only after the MOU has been signed by an authorized Society representative.



In addition (even though permission is anticipated), words or expressions such as "IEEE Signal Processing Society technical co-sponsorship requested" may not be used. Misuse of the Society’s logo may be grounds for revoking a technical co-sponsorship and future applications for technical co-sponsorship may be refused.

SECTION 8: FINANCIAL/LEGAL/MISCELLANEOUS

8.1. Contracts. (amended 15 September 2011)

All contracts for goods and services on behalf of the Society, whether in the name of the Society or one or more of its boards, committees, conferences, etc., shall be reviewed by IEEE prior to execution.

Whenever possible, contracts for review should be submitted by fax or mail to the IEEE at least four weeks prior to the signature deadline date, to allow the appropriate IEEE office time for thorough review and, if necessary, the further engagement of legal or other appropriate advice.

Following completion of the review as detailed above, and upon IEEE approval, contracts may be executed by an appropriate IEEE signatory.

8.2. Budgeting for Society Activities. (amended 30 March 1999)

The Signal Processing Society shall not, as a rule, adopt budgets for Society activities that provide for a deficit. The Society's policy shall be for break-even or better budgets. In the event that deficit budgeting may be necessary to initiate a new activity or preserve ongoing activities, the express permission of the Board of Governors is required.

8.3. Travel Support for Volunteer Leaders. (amended 30 September 2010)
The Society may provide volunteer travel support to specific Boards and representatives as mentioned in these policies. Additional travel support may be provided to other Boards and Committees, as detailed below. The additional support will be reviewed annually by the Executive Committee on behalf of the Board of Governors.

The Board of Governors gives the Executive Committee the authority to modify volunteer travel support levels as necessary due to the Society’s financial situation.

8.3.1. Upon request and submission of appropriate documentation, the Society will reimburse the full expense, within IEEE guidelines, of member travel in the following categories:

8.3.1.1. Travel of the President and President-Elect to meetings of the IEEE Technical Activities Board and its associated councils and committees.

8.3.1.2. Travel of members in connection with their services as Society representatives to IEEE-level committees and activities, when such representation has been requested by the Board of Governors or the Executive Committee.

8.3.1.3. Travel of members of the Executive Committee to meetings of that group that are not held in conjunction with a Society conference, workshop, or Board of Governors meeting.

8.3.1.4. (amended 4 October 2012) Travel of the Vice President-Technical Directions to meetings of the Society’s Technical Committees not held in conjunction with ICASSP. Travel and budget approval is needed in advance of the trip by the Society President with a copy to the President-Elect and Executive Office. (During the transition period, the Vice President-Finance will hold the position instead of the President-Elect until 12/31/2014.)

8.3.2. (amended 10 May 2014) Members of the Board of Governors shall qualify to have their hotel room, at the “host” conference hotel, direct billed to the Society for the ICASSP meeting in the Spring and ICIP or GlobalSIP meeting series in the Fall. The Society will cover the hotel charge from the night before the Board Member-at-Large’s and Regional Director-at-Large’s first Board or Standing Committee meeting through the night of the Board of Governors meeting; all other nights must be paid by the Board Member-at-Large. For the Awards Board Chair, the Society will cover the hotel charge from the night before the Awards Ceremony through the night of the Board of Governors meeting. The Officers of the Society are expected to attend the ICASSP and ICIP or GlobalSIP meeting series in their official capacity and will have their hotel room nights at the “host” hotel covered for the duration of the meeting series. Board Members will also be reimbursed for travel expenses associated with the ICASSP and ICIP meeting series provided they adhere to IEEE travel policy. Travel funds may not be used for conference registration. All reimbursement requests must be made on the IEEE reimbursement form and original receipts must accompany the request to the Society's Executive Office.

8.3.3. (amended 6 December 2014) Members of the Publications Board, upon completion and submission of an IEEE reimbursement form and appropriate documentation, shall qualify for reimbursement of travel expense to attend the IEEE Panel of Editors meeting. Should the Publications Board meet in conjunction with the Panel of Editors, Publications Board members shall qualify for one day additional reimbursement. Publications Board members are required to adhere to IEEE travel Policy.

Members of the Publications Board shall also qualify for up to $1200 continental or $2100 intercontinental travel per year in travel assistance to only one Publications Board meeting, either at ICASSP, ICIP or GlobalSIP. Members of the Publications Board may choose which Publications Board meeting they would like to seek travel reimbursement for. Additional travel support up to the same level may be provided to the members of the Publications Board to support the second Board meeting. This support will be determined annually by the Executive Committee after review of the Society’s financial situation. Publications Board members must adhere to IEEE travel policy. Such funds may not be used for conference registration. Such travel funds shall be reimbursed upon submission of appropriate documentation and a completed and signed IEEE reimbursement form.

8.3.4. (amended 6 December 2014) Members of the Conference Board shall qualify for up to $1200 continental or $2100 intercontinental travel per year in travel assistance to only one Conference Board meeting, either at ICASSP, ICIP or GlobalSIP. Members of the Conference Board may choose which Conference Board meeting they would like to seek travel reimbursement for. Additional travel support up to the same level may be provided to the members of the Conference Board to support the second Board meeting. This support will be determined annually by the Executive Committee after review of the Society’s financial situation. Conference Board members must adhere to IEEE travel policy. Such funds may not be used for conference registration. Such travel funds shall be reimbursed upon submission of appropriate documentation and a completed and signed IEEE reimbursement form.

8.3.5 (approved 6 December 2014) Members of the Membership Board shall qualify for up to $1200 continental or $2100 intercontinental travel per year in travel assistance to the Membership Board meeting at ICASSP. Membership Board members must adhere to IEEE travel policy. Such funds may not be used for conference registration. Such travel funds shall be reimbursed upon submission of appropriate documentation and a completed and signed IEEE reimbursement form.

8.3.6 (approved 6 December 2014) Travel support up to $1200 continental or $2100 intercontinental per person may be provided to voting members of the Technical Directions Board to attend the Board meeting at ICASSP. Travel support will be determined annually by the Executive Committee after review of the Society’s financial situation. Such funds may not be used for conference registration. Such travel funds shall be reimbursed upon submission of appropriate documentation and a completed and signed IEEE reimbursement form.

8.3.7 (approved 6 December 2014) Travel support up to $1200 continental or $2100 intercontinental per person may be provided to voting members of the Awards Board to attend the Board meeting at ICASSP. Travel support will be determined annually by the Executive Committee after review of the Society’s financial situation. Such funds may not be used for conference registration. Such travel funds shall be reimbursed upon submission of appropriate documentation and a completed and signed IEEE reimbursement form.

8.3.8 (amended 4 October 2012) Other Volunteers Leaders seeking travel assistance to attend a Society meeting series should submit their requests to the Society President with a copy to the President-Elect and to the Executive Office. (During the transition period, the Vice President-Finance will hold the position instead of the President-Elect until 12/31/2014.)

SECTION 9: AMENDMENTS (amended 15 September 2011)

9.1. Amendments to a section of the Society’s Policy & Procedures Manual is the prerogative of the Board of Governors. The Board of Governors may delegate approval to the Executive Committee between meetings. Notice of the proposed policy or amendment must be transmitted to each Board member at least one week prior to the Board meeting.

9.2.These amendments may be initiated by a particular board by a two-thirds vote of the members of that Board, followed by a two-thirds vote of the Executive Committee. Both the corresponding board and the Executive Committee may conduct the voting either at a face-to-face meeting or by email, provided a seven-day period is allowed for such responses.

9.3. Amendments to a section of the Society’s Policy & Procedures Manual that does not pertain to a particular Board of the Society may be adopted by a two-thirds vote of the Executive Committee. The Executive Committee may conduct the voting either at a face-to-face meeting or by email, provided a seven-day period is allowed for such responses.

9.4. Board of Governors Approval of Amendment.

Amendment to this Policy and Procedures Manual shall be by majority affirmative vote of the members of the Board of Governors present at the meeting for which the amendment appears on the agenda and has properly been circulated in advance of the meeting as part of the agenda book or by email, provided a seven day period is allowed for such responses.

9.5. Effective Date.

Unless specified in the action of the Board of Governors, amendments to this manual shall become effective immediately upon approval by the Board of Governors.

Part 1, Sections 1 – 5