XIV IACME: Guide for Authors

Version 1.0 Last actualization: May 2th, 2013

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Table of Contents

1. Introduction ......................................................................................................................... 3

2. General Instructions for Submission of Proposals ................................................ 5

3. Process for Submitting Proposals ................................................................................ 6 3.1 Entering the User’s Page ........................................................................................................ 6 3.2 Begin the Submission of Proposals .................................................................................... 7 3.3 Attach the Blind Version for Review ................................................................................. 9 3.4 Entering the Metadata for the Submission ....................................................................10

Change language (avoid error in the submission)...................................................................... 10 Author information ................................................................................................................................. 11 Enter title and summary of the proposal ....................................................................................... 13 Enter Key Words and Additional Information ............................................................................. 14

3.5 Attach the Complete Vedrsion of the Proposal ............................................................15 3.6 Confirm the Submission .......................................................................................................17 Confirm the submission ..............................................................................................................17 3.7 See the Status of the Proposal ............................................................................................19

4. Response to Proposal Submissions .......................................................................... 20 4.1 Incomplete Submission ........................................................................................................20 4.3 Acceptance of the Submission ............................................................................................20 4.4 Rejection of a Submission....................................................................................................20 4.5 Acceptance with Modifications ..........................................................................................20

a) Revise the file (complete version) ........................................................................................... 20 b) Enter the User’s Page ........................................................................................................................ 21 c) Enter the Corresponding Submission ......................................................................................... 21 d) Update the Submission File ............................................................................................................ 22 e) Await response..................................................................................................................................... 23

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1. Introduction IACME XIV is an excellent opportunity for academics and students to present the results of research and experiences, and to formulate proposals for innovations, in the different modalities that are open to the public: communications, workshops and posters. To achieve the highest scientific quality we have implemented a structure for scientific review coordinated by the International Program Committee with more than 130 reviewers. Below you will find a description of the steps to follow to submit a proposal to IACME XIV. We recommend that you download this Guide and print for ease of reading and to facilitate submission. This Guide describes 2 phases in the process of submission and approval of proposals: the Submission Process and the Response to the Submission of Proposals. The Submission Process There are 5 steps in the submission process which are described in detail in the pages that follow in this Guide. Before initiating the submission process you should have two files ready (a blind version and a complete version) which should use the IACME Style format described in the document called General Guide for the Process of Submission-Revision of Proposals which is available in the “Downloads” of the Conference website: http://xiv.ciaem-iacme.org. i) The first step initiates the submission, where the author(s) should indicate the theme and modality of the proposal, as well as accept the requisites for submission and copyright of this Conference. ii) In the second step, the author should submit the blind version of the proposal for review. This step is critical, because this is what will be reviewed. iii) In step 3 the author should enter the “metadata” on the proposal where it is requested: title of the proposal, summary, information about the author(s), key words, and additional information, if appropriate. iv) Step 4 is where the author should adjust the complete version of the proposal, that is, the version the has the names of the authors, as well as their institutional affiliations. v) Finally, the last step is the confirmation of the submission: An email will be sent to authors thanking them for their participation in the event.

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Response to Proposal Submission The Guide shows the actions that author(s) should take, depending on the decision taken with respect to the proposal:

The submission was incomplete. Acceptance Rejection Acceptance with modifications

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2. General Instructions for Submission of Proposals

Proposals should be submitted only if related to the IACME XIV themes.

Reviewers will evaluate proposals based on the Review Template that you may

download if you would like to see the elements that are used. This document is found in

the “Downloads” section of the event’s website.

All proposals will be evaluated by the International Program Committee. Authors submitting proposals will receive information on the status of their proposals. The International Program Committee will be organized by the Conference themes and each theme will have a Director. An author can appear on at most 2 proposals.

All proposals must be complete (no summaries) and should be submitted via the platform Open Conferences System on this web page and following the IACME Style described in this page. To assure that the proposed presentation is included in the Conference program at least one of authors needs to register and pay the registration fee before March 15, 2015. A Certificate, including the names of all the authors, will be awarded for every

presentation that is actually presented. A Certificate of Participation will be given to all

those attending the Conference.

Accepted papers will be included in the online Proceedings once registration fees have been paid.

Ingreso a la página de usuario

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3. Process for Submitting Proposals

3.1 Entering the User’s Page The author enters the IACME XIV site:

Then click on the “LOG IN” option on the main menu:

The system requests Username and Password (if you have an account for this site). If you don’t have a User’s account you should create one:

http://xiv.ciaem-iacme.org

Click on LOG IN

Click here to enter.

Click here to create an account.

Ingreso a la página de usuario

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Upon entering the system with an author Username you will be shown the following options:

3.2 Begin the Submission of Proposals After entering the author’s user account and beginning the submission process the system will show the first step of proposal submission.

Next select from the following option indicating that your work is ready to be submitted and that you have also complied with all the requests.

Click here to select a theme.

Select the type of proposal.

Click here to start a new Submission.

Adjuntar versión ciega de la revisión

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Once you have selected the previous options you should indicate you acceptance of the Conference copyright terms.

Finally, you can add additional comments to your submission:

Select all the indicated options.

Select to indicate that you agree with the terms.

Write additional comments here.

Click to save and continue with the submission.

Adjuntar versión ciega de la revisión

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3.3 Attach the Blind Version for Review Once the first step is completed, proceed to upload the blind version for review, following the steps indicated by the system. First, select the file of the blind version on your computer and then upload it to the platform.

Important: Verify that the uploaded file has the blind version (without the name(s) and affiliation(s) of author(s)), and, if need be, get the correct file.

Click here to submit the file with the blind version.

Verify that you have the blind version.

Click here to save step 2 and continue.

Ingreso de los metadatos del envío

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3.4 Entering the Metadata for the Submission Once you have attached the blind version you should add the general information about the work (here referred to as metadata) that includes author information, proposal title, summary and key words.

Change language (avoid error in the submission) OCS platform has an error in this part of the submission form, which has not yet been fixed. Therefore, you must change the language to the principal one (in our case, portuguese), as shown below: Important: you may notice that after making the change in the drop-down on top of the form, the language does not change, remains in the language you selected at the beginning. If you don`t make this step, you will have problems later in the submission.

Change to portuguese here

Note that the form does not change language.

Ingreso de los metadatos del envío

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Author information You should enter information on the author(s) of the proposal making it clear that whoever submitted the proposal will be considered the principal author. It is convenient to include an academic biographical summary that gives information that can be used in presenting the work at the event.

Click here to add another author.

Ingreso de los metadatos del envío

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Next you should enter information on the other authors, if any. Then, you have to incluye the information of the other authors:

Enter first and last names of author.

Enter author’s email.

Select the country of the author.

Ingreso de los metadatos del envío

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Enter title and summary of the proposal After entering information of the authors you should enter the title of the proposal as well as a summary.

Remember: The proposal title should be followed by the initials of the type of proposal: (CO) for Communications, (TA) for Workshops and (PO) for Posters. For example: Philosophy of Mathematics Education (CO). This is so it can be identified by type in the online Proceedings.

Enter the title of the proposal here.

Enter the proposal summary here.

Ingreso de los metadatos del envío

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Enter Key Words and Additional Information Finally, to complete the metadata you should enter the key words for the proposal as well as any supporting agencies.

Enter the key words here.

Enter any supporting agencies here.

Click here to save step 3 and continue with the submission.

Confirmación del envío

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3.5 Attach the Complete Vedrsion of the Proposal The next step is to attach the file with the complete version of the proposal. Again, you should begin by selecting the file form your computer and uploading it to the platform.

Once you have uploaded the file you should enter a name for it which can be a symbolic name such as “Complete Version”. The other data requested are optional.

Click here to upload the complete version.

Enter the name of the complete version here.

Confirmación del envío

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Important: Verify that the uploaded file is the version with the name(s) and affiliation(s) of author(s).

* It is indispensable that this option NOT be selected of the blind nature of the review will be compromised. Once you have verified that the uploaded file is the correct one you should confirm the submission and continue with the process. In case you have the wrong file you can delete it and upload the correct one.

Verify that it is the complete version.

*Verify that this is NOT selected.

Click here to save and continue with the submission.

Confirmación del envío

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3.6 Confirm the Submission

Confirm the submission Finally, you should confirm the submission to complete the process. There should be 2 uploaded files. Verify that the Submission File is the blind one and that the Supplementary File is the complete one.

Click here to delete the file if it is not the correct

one.

Click here to save and continue with the process.

Click here to confirm the submission.

Confirmación del envío

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After you confirm the submission, you should receive an email thanking you for submitting the proposal. Next, the system shows the following page where the user can see the status of the proposal.

Click here to see the status of the proposal.

Ver estado de la propuesta

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3.7 See the Status of the Proposal By accessing this option, the system will show the status of active submissions:

At this point you have completed the first stage of the submission/review process. Now you should wait for an email from the Theme Director notifying you of the decision taken concerning your proposal.

Status of the proposal review.

Respuesta al envío de ponencias

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4. Response to Proposal Submissions When you the email about the review of your proposal you should do one of the following depending on the decision that was made.

4.1 Incomplete Submission If your submission is considered incomplete then you need to repeat the entire submission process. A submission can be considered incomplete for the following reasons:

- Incomplete metadata information (title, summary, author(s). key words). - Failure to attach either the blind or complete version of the proposal. - The author(s) entered on the submission do not correspond to the

author(s) on the complete version. - All 5 steps described in this Guide were not completed.

If your submission is considered incomplete you will receive an email notification and should repeat the submission process.

4.3 Acceptance of the Submission If your submission is approved without modifications then the complete version will be published in the Conference Proceedings. You will be able to verify that your work is published in correct form when the Proceedings are available online to the public. Later the date, time and place for your presentation will be published.

4.4 Rejection of a Submission If your proposal is rejected, you will be notified by email.

4.5 Acceptance with Modifications If your proposal is accepted subject to modifications, you should revise the complete version as indicated in the following steps:

a) Revise the file (complete version) The observations and corresponding modifications to your submission will be attached to the email indicating the decision. You should incorporate all the modifications indicated in the email or the acceptance of the work might not be forthcoming.

Respuesta al envío de ponencias

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Important: The modifications should be made to the complete version of the proposal as this will be what is published in Conference Proceedings. This version will be reviewed on by the Theme Director who will make the final decision concerning whether or not you made the modifications proposed by the initial (blind) reviwers.

b) Enter the User’s Page When you have made the modifications to the complete version you should enter the user’s page as was shown at the beginning of this Guide.

c) Enter the Corresponding Submission After you have entered the User’s page you should find your submission.

Status of the revised submission.

Click here to enter the submission.

Respuesta al envío de ponencias

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d) Update the Submission File Once you have located the submission go to the “Review” option as shown below

Next you should go to the section with the Director Decision where you can upload the new version of the proposal (complete version with modifications):

After uploading the new version of the proposal you should notify the Theme Director that recommended modifications have been made. This step is important so the Theme Director will know that the modifications have been made. Only then can the process of definitive acceptance of the proposal be considered.

Click here to see the review of the submission.

Click here to upload the new version of the proposal.

Click here to write the email notification.

Respuesta al envío de ponencias

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Below is an example of the email you should send to the Theme Director notifying that the modifications to the proposal have been made. The text should be as you feel appropriate as there is no system template for it.

e) Await response Finally, you should await another email confirming the acceptance of the revised version of the proposal.

Click here to send the email.