This document was prepared by the IEEE Conference and Custom Publishing Department to facilitate the generation of electronic manuscripts for use in peer review. Please note that this is only the review process. Reminders for final manuscript submission will be sent to each author at a later date. Please check the HOLM 2003 website for updated instructions frequently.

The instructions in this document will guide authors through the process of manuscript submission for peer review

1. Author creates manuscript and uploads to FTP site
2. Instructions for submitting in a compressed archive to FTP site
3. If submission errors have occurred, or if author did not follow formatting directions, author will be contacted and asked to resubmit.

Conference manuscripts should adhere to the standard IEEE two-column format for conferences.

A sample manuscript is available for visual reference, and has examples of most of the format definitions listed.
Templates are available for Word 97 (US letter), Word 97 (A4) and LaTeX (US letter and A4). All templates either contain or have associated documentation containing grammar, spelling and/or special layout instructions, all of which we strongly encourage you to read. For other file formats, use the following layout specifications to format your manuscript. The Conference Manuscript Format Definition Table that follows on page 2 describes the general format. This table is for reference and to be used only as a guide to help you.

Glossary of terms used appears after the table; the first instance of each term is hyperlinked to its definition.
The font used for all text should be Times or Times New Roman. Do not use custom or hacked fonts. See section on fonts for details. Minimum point size for all text (including text in graphics and tables) is 4 points.

Other considerations:

• Margin requirements should be strictly followed. Papers will not be accepted until proper margins are used.
• Using a Biography for the authors is optional. The biography should appear at the end of your manuscript after the references. See sample document.

1 em: Length equal to the width of uppercase M in a particular font + font size. Example: 1 em in 10 point Times New Roman is approximately 0.125 inch.

conference title style: first word always capitalized, and all other words capitalized except for conjunctions (and, but, or, etc.), prepositions/prepositional phrases having six characters or less per word (after, into, based on, etc.), and articles (a, an, the, etc.).

footnote style: refers to standard footnote style defined in The Chicago Manual of Style.

justification: alignment of a text line with regard to margins.

left-justified: aligned along the left side of the column or margin.

left- and right-justified: aligned along both sides of a column, as in a typical conference manuscript column.

parens: parenthesis or parentheses. Left parens ® ( Right parens ® )

pica: unit of length equal to ¹/6 of one inch, typically used to define spacing between lines.

point: unit of length equal to ¹/72 of one inch, typically used to define font size and paragraph spacing.

reference style: refers to standard reference style defined in The Chicago Manual of Style.

regular (type): not bold or italic (type).

right-justified: aligned along the right side of the column or margin.

run-in: paragraph text follows immediately after heading label + colon. Heading 3 & 4 styles are run-in, section heads (1) and heading 2 styles are not (paragraph text starts on next line). See examples in sample manuscript.

standard (style): refers to typical American English capitalization, spelling, and grammar rules.

symbol footnotes: non-numeric symbols commonly used for footnotes. Some examples are ^{† ‡ § # ¤ * a b c}.

Acceptable file types for submission are as follows:

• ASCII
• Rich Text Format
• Freelance
• (La)TeX w/ DVI
• PageMaker
• FrameMaker
• QuarkXpress
• Word Pro
• Microsoft Word
• WordPerfect

You MUST include all graphics files with your submission if they are not embedded in the source file. Programs like Pagemaker and Word allow the embedding of graphics files, while QuarkXpress and LaTeX, for example, do not allow graphics embedding.

The preferred font is Times or Times New Roman and the minimum point size is 4 points. You may also use:

Using only the specified fonts provides a consistent look to all the papers in the proceedings. If you decide to use fonts other than those listed, they must be either Postscript or TrueType. Use of custom-made or hacked fonts is PROHIBITED, for the reason that the encoding may not be standard.

The type of graphics you include will affect the quality and file size of your manuscript. In general, vector graphics, such as those produced by most presentation and drawing packages are electronically efficient.

• Make sure that any text in the graphic has a minimum point size of 4 points. Text below the minimum point size will not be readable in print.
• Do not use custom halftones (photographs) and pattern fills. Instead, use solid-color or grayscale fills to produce a more readable document on-screen that will also load and print significantly faster. This is especially important for charts and graphs.
• Do not select "Smooth Graphics". This option often produces extremely large files that will take a long time to display and print. The Smooth Graphics option is usually found in the Page Setup Dialog box in Macintosh applications and some Windows applications.

Bitmapped images, such as those produced when a photograph is scanned, require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image. To improve the quality of bitmap graphics:

• Bitmapped images should be as small as possible: no more than 256 (8 bit) color/grayscale, 300 dots per inch.
• Reduce the number of display colors before making screen shots. The majority of computer applications use fewer than 16 colors for their menus, dialogs etc.
• Select higher resolutions only for images that a reader will magnify. Image resolution of bitmapped images does not increase when readers zoom in on an image.

Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:

• Pkzip (.zip)
• Tar (.tar)
• StuffIt (.sit)
• GNU Zip (.gz)
• GNU Zip Tar (.tgz)
• Compress (.z)
• Compress Tar (.taz)
• LHA (.lhz)
• ARJ (.arj)
• Naming Convention
• The name of your file should be your paper ID# followed by the appropriate extension. For example, if your paper is a Microsoft Word document whose ID# is 123, you would name your file 123.doc. If you choose to compress your submission, name the compressed file the same name, i.e. 123.zip, etc.

Revisions of your electronic manuscript cannot have the same name. To submit a revision, add a letter to the end of the paper ID#. For example, the first revision of 123.doc should be 123a.doc.

Send your manuscript to the Holm 2003 FTP site (see below for detailed instructions) by 11 April 2003.

When transferring files to the FTP site, if you have a choice between ASCII and binary modes, use binary. Although ASCII mode works well most of the time, binary mode incurs fewer problems.

What you will need to upload your file:

• A computer with Internet access and an Internet browser. Netscape is available free at www.netscape.com. Internet Explorer is available free at www.microsoft.com. (This program requires an ftp plug-in that also can be found on the Microsoft website.)
• FTP software (Optional). There are many free FTP software programs available for the PC and Mac at www.shareware.com

Uploading your file(s) is a simple process. You may either

• Upload to your conference's FTP directory via your Internet browser:

1. Launch your browser
2. In the Address/Location field, type ftp://ftp.ieee.org/uploads/pubconf/holm
3. Drag and drop your file(s) onto the browser window

or

• Upload to your conference's FTP directory via your FTP software:

1. Launch your FTP software application
2. In the Address field (this is sometimes called Location or Site), type ftp.ieee.org
3. In the User Name or User ID field, type anonymous
4. In the Password field, you may type anything
5. Click through the folders to the following directory: /uploads/pubconf/holm
6. Transfer your file(s) into that directory

After a successful upload, you should see your file in the FTP directory, and the file size should be the same as your original file. Please do not request a confirmation of receipt.

Q. How will I know if my electronic manuscript was received?

A. You can check the file size displayed on the webpage after your submission is complete. If it matches the file size of your original file, then you have successfully uploaded your file.

Q. What if I need to send a new version?

A. Use the same FTP instructions, and add a letter to the original filename. A revision to an original submission named 123.qxd would be 123a.qxd.

Q. I have uploaded two different versions of my paper. How do you know which one to use?

A. The filename will indicate a new version (123a, 123b, etc.). In addition, the FTP server tracks the time of upload, so that the version last uploaded will be considered the current version.

Q. My system keeps timing out when I try to upload my file. What should I do?

A. You can try two things:

• If your file is large, you may want to compress it before uploading it. (*.zip, *.sit, *.tar, etc.)
• Sometimes your specific Internet route may experience heavy Internet traffic, slowing down your connection and resulting in time-outs and/or painfully slow transmissions. Try to upload your file during periods of low Internet usage.