Policy and Procedures, Part 2
SECTION 6: PUBLICATION ACTIVITIES
6.1. Protection of Intellectual Property. (approved 8 May 1996)
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 insure 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 Publications Board.
In the case of technical meetings that are jointly sponsored, IEEE recognizes the right of another qualified sponsor to hold and administer the copyright on behalf of IEEE and its authors. Except in the case of a conference that is incorporated and maintains its own permanent administrative office, a conference is not considered a sponsor and may not hold copyright to IEEE material.
Inquiries regarding IEEE copyright shall be referred to the IEEE Copyright Manager.
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.
6.1.3. Requirement for Original Material and Sanctions for Plagiarism and for Duplicate Submission of Manuscripts (amended 23 May 2004).
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 Editor-in-Chief for notification to IEEE.
In addition, authors who make duplicate submissions of a journal manuscript shall be subject to the sanctions of the IEEE Signal Processing Society. Duplicate submission shall be defined as:
- As crossover of 25% or more in the material of two or more manuscripts;
- Submission of the same manuscript to an IEEE SPS journal and one or more IEEE journals; or
- Submission to an IEEE SPS journal and one or more journals inside/outside IEEE.
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 Editor-in-Chief with copies to the SPS Vice President-Publications and the IEEE Vice President-Publication Activities.
6.1.4. Procedures for Investigation of Author Misconduct. (approved 18 October 2008).
- If the Editor-in-Chief (EIC) learns that an author may have acted improperly, which may include the suspicion of plagiarism or self-plagiarism, then 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.
- In considering the allegation, the EIC may appoint an independent ad-hoc committee of experts in the topic to confidentially investigate and make a recommendation on the allegation to the EIC. 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.
- After considering all available evidence in relation to the plagiarism policy of the Signal Processing Society (SPS), the EIC shall communicate the evidence to the authors. The authors may then respond and provide any additional evidence or arguments. Subsequently, the EIC shall make a decision.
- The EIC shall communicate the final decision to the authors, the SPS Office, and the SPS Vice President-Publications. The SPS Office shall then implement the decision and notify the IEEE Staff Executive of Publications 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 EIC may recommend additional IEEE-level corrective actions to the IEEE PSPB Chair.
- Should the authors choose to appeal, they shall be referred to the SPS Vice President-Publications to handle the appeal process. Further appeals shall be referred to the IEEE PSPB Chair.
- If the EIC has a conflict of interest, he/she shall report this to the SPS Vice President-Publications to find a proper substitute to handle the case.
- All co-authors of a paper have responsibility for work submitted under their names. (viz. PSPB Operations Manual 8.2.1.A.6)
6.1.5. 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.
6.2. 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.
6.2.1. 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); 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.
6.2.2. Cooperative Special Issues.
When the opportunity for publication of a special issue cooperatively with one or more IEEE Society or other organization shall arise, and such publication shall provide a significant service to the Society's membership, the following procedures shall obtain:
Proposals for cooperative special issues shall first be endorsed by one or more of the Society's Technical Committees and shall contain the name(s) and contact information of the cooperative special issue editor(s).
Approval of the proposal shall then be sought from the Society's Publications Board as far in advance as possible before the Call for Papers is issued and, in no case, less than one year prior to publication.
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.
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.
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.
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.
6.3. Requirements Imposed by IEEE and/or TAB (approved 10 June 2000)
6.3.1. Time from Submission to Publication (approved 10 June 2000)
As adopted by IEEE TAB in November 1999, manuscripts published in all IEEE transactions/journals shall have printed, 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.
6.4. 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.
6.5. 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 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.
6.6. Advertising in SPS Publications (amended 23 May 2004)
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 IEEE Signal Processing Magazine. One Call for Papers advertisement shall be allotted to the major conferences (ICASSP and ICIP) at no charge.
6.7. Scopes of Society Sponsored Journals (approved 11 September 2003)
6.7.1. 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 to the signal processing community. Coverage ranges from fundamental principles to practical implementation, reflecting the multidimensional facets of interests and concerns of the readership. 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 primary society communication platform addressing important issues concerning the IEEE Signal Processing Society.
6.7.2. 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
6.7.3.1. 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.
6.7.3.2. 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.
6.7.4. 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.
6.8. 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.
6.9. Complimentary Membership for Special Issue 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.
SECTION 7. CONFERENCE/TECHNICAL MEETING ACTIVITIES
7.1. Budgets. (approved 8 May 1996)
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, 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.
7.1.1. 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.
7.1.2. Closing of Conference Books. (amended 20 March 1999)
Any technical meeting in which the Society has a 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 Vice President-Finance.
7.1.3. IEEE Conference Publications Program Revenues--Society Sponsored Meetings. (amended 16 September 2004)
Workshops: Only a CD-ROM proceedings will be produced by the workshop, to be provided to attendees, in the format required by IEEE. A copy of that CD-ROM 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 print proceedings to meet the demand for direct sale through IEEE. No other print copies will be produced and no monies will be charged against or credited to the workshop for print publications.
Conferences: A hard copy proceedings will be produced for sale prior to and at the conference. Attendees will be provided a CD-ROM or DVD-ROM proceedings, produced in the format required by IEEE. The conference will print the number of copies requested by the IEEE Conference Publications Program. The IEEE Conference Publications Program monies will not be transferred to the conferences, nor will the IEEE 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 IEEE Conference Publications Program-purchased copies only.
7.1.4. IEEE Conference Publications Program Revenues--Cosponsored and In-cooperation Meetings. (amended 16 September 2004)
In the event the 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 printing and shipping the copies.
Should it be the recommendation of the Vice President-Conferences that a new title be purchased by the IEEE 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.
7.1.5. IEEE Conference Publications Program Revenues--Ongoing and Repeating Technical Meetings. (amended 16 September 2004)
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 IEEE 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 printing and shipping the copies.
In the event such meeting is sponsored by the IEEE Signal Processing Society, the manner of reporting the IEEE Conference Publications Program revenues shall be the same as in 7.1.3. 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 IEEE Conference Publications Program of the Society's decision.
7.1.6. Administrative Services Fee. (approved 11 September 2003)
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. For joint meetings, the 2% Administration Services fee will come from the SPS share of the surplus for that meeting. This policy will apply to all meeting budgets approved beginning 15 September 03.
7.2. Sanction of Technical Meetings. (approved 30 October 1997)
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:
(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 Conference Board Treasurer, the Vice President-Finance, and the Executive Director.
7.2.2. Ongoing or Repeating Technical Meetings.
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 Conference Board Treasurer, the Vice President-Finance, and the Executive Director of such approvals.
7.3. 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.
7.4. E-Mail and Other Mailing Lists. (approved 26 September 2002)
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 other than the Society’s primary conference management company is used for ICASSP or ICIP, it is mandatory that that contractor provide the conference email and postal mailing lists back to the Society, in ASCII tab-delimited 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 ASCII tab-delimited 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.
7.5. Conference Contractors. (approved 11 September 2003)
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 Director prior to selecting a contractor, and before signature of any contract, which shall be reviewed and signed by the Executive Director on behalf of the Society.
As approved by the Society’s Conference Board, any contractor hired to manage an approved major conference of the IEEE Signal Processing Society must have the capability, within its own organization, to receive manuscript submissions electronically, provide for the review electronically, provide for electronic notification of the authors of the result of the review, have the capacity to receive finalized manuscripts electronically, and transmit, electronically, to the selected printer, the formatted proceedings.
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.
Workshops are constrained from hiring contract management.
7.6. Conference/Workshop Publications
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.
7.6.2. Conference Publications, Publications of Obituaries. (approved 24 March 2005)
No obituaries will be published in any IEEE Signal Processing Society technical meeting proceedings or programs.
7.7. 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.
7.8. 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.
7.9. Presentation of Society Awards and Recognition of SPS Fellows at ICASSP. (approved 11 September 2005)
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 Vice President-Awards and Membership will work directly with the conference organizers to arrange the date, time, location, and duration of the Awards Ceremony. The Vice President-Awards and Membership 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 Vice President-Awards and Membership.
7.10. 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 a 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.
7.11. Technical Meeting No-Shows. (approved 20 September 2007)
Every paper accepted by a technical meeting sponsored by the IEEE Signal Processing Society must have an author present at the technical meeting to present their paper. If the author(s) do not plan to attend the technical meeting, the author(s) will be requested to withdraw their paper. If the author(s) do not withdraw their paper, the technical meeting organizers will withdraw the paper on the authors’ behalf.
If the Proceedings disk has already been prepared for the technical meeting, an alternate presenter MUST be present at the technical meeting to present the paper. If no one is present at the technical meeting to present the paper, all the authors of the paper will be placed on a blacklist and will be banned from submitting to future IEEE Signal Processing Society technical meetings for a period of 2 years. The technical meeting organizers will be responsible for gathering the no-show information from the sessions and submitting the information to the Conference Executive Office staff. The Conference Executive Office will maintain the technical meeting no-show blacklist and provide it to the technical meeting organizers each year.
The technical meeting organizers are encouraged to work with the author(s) to resolve matters within policy and without being punitive. The blacklist sanction should only be applied if all other possibilities have been exhausted.
SECTION 8. FINANCIAL/LEGAL/MISCELLANEOUS
8.1. Contracts. (approved 8 May 1996)
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 the Executive Director prior to execution.
Whenever possible, contracts for review should be submitted by fax or mail to the Executive Director at least four weeks prior to the signature deadline date, to allow the Executive Director time for thorough review and, if necessary, the further engagement of legal or other appropriate advice. The Executive Director shall provide a written summary of the contract review to the individual requesting that review.
Following completion of the review as detailed above, and upon agreement between the Executive Director and the cognizant member of the Executive Committee, contracts may be executed either by the Executive Director or by the volunteer requesting the review.
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 23 May 2004)
Upon request and submission of appropriate documentation, the Society will reimburse the full expense, within IEEE guidelines, of member travel in the following categories:
Travel of the President and President-Elect to meetings of the IEEE Technical Activities Board and its associated councils and committees.
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.
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.
Travel of the Vice President-Technical Directions to meetings of the Society's Technical Committees not held in the conjunction with ICASSP. Travel and budget approval is needed in advance of the trip by the Society President with a copy to the Vice President-Finance and Executive Office.
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 and ICIP meeting series. The Society will cover the hotel charge from the night before the Board Member’s first major Board meeting through the night of the Board of Governors meeting; all other nights must be paid by the Board Member. Major Boards include: Awards, Conferences, Publications and Technical Directions Boards, as well as the Executive Committee and Board of Governors. 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.
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 $1700 intercontinental travel per year in travel assistance to only one Publications Board meeting, either at ICASSP or ICIP. Members of the Publications Board may choose which Publications Board meeting they would like to seek travel reimbursement for. 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.
Members of the Conference Board shall qualify for up to $1200 continental or $1700 intercontinental travel per year in travel assistance to only one Conference Board meeting, either at ICASSP or ICIP. Members of the Conference Board may choose which Conference Board meeting they would like to seek travel reimbursement for. 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.
SECTION 9. AMENDMENTS (approved 8 May 1996)
9.1. Recommendations for Amendments.
Recommendations for amendments to the Signal Processing Society Policy and Procedures Manual may be brought forward by any member of the Board of Governors, or the chair of any of the major boards or standing committees of the Board of Governors.
Such recommendations shall be provided to the Society's Executive Director at least six weeks prior to the next scheduled Board of Governors meeting to permit time for inclusion in the Board agenda book to permit appropriate review and consideration by the Board prior to action.
9.2. Dissemination and Review of Recommended Amendments.
The Executive Director, upon receipt of recommendations for amendment to the SPS Policy and Procedures Manual shall circulate the recommendation(s) as part of the next Board of Governors meeting agenda book, indicating the name of the individual recommending the amendment and a brief background on the recommendation.
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.
Unless specified in the action of the Board of Governors, amendments to this manual shall become effective immediately upon approval by the Board as provided in Section 9.3. above.