Preparation Instructions for SIGIR'11 Papers

Dear Accepted or Invited Author,

Thank you for participating in the SIGIR'11 Conference (sponsored by ACM SIGIR), and contributing to the Proceedings. This web page will acquaint you to the formatting and submission instructions for the FINAL VERSION of your paper or abstract, to the proceedings and the ACM DL, the required fields, and how and where to complete your signed ACM Copyright or Permission-Release forms. Click here if you are NOT contributing a Full Paper to be directed to your specific preparation instructions.

Please read the whole page. Submissions that do not conform to the ACM SIG standards, specifications, guidelines, and formats will be returned to the author for corrections and/or alterations

Submission Deadlines and Preparation of Copy

All ACM SIG sponsored proceedings will be included in the ACM Digital Library as well as prepared for printed and/or electronic publication. All papers for the conference must be submitted in an electronic format which conforms to ACM SIG specifications and formats. Your electronic submission is due on or before May 30th. Please read the following, this is important to ensure the inclusion of your paper, poster, abstract, or talk in the proceedings and the ACM Digital Library (Portal).

1. PAGE LIMITS
Please submit as early as possible if you are able to do so. Your page limit is set by the category your submission has been selected for:

Full Regular Papers = 10 Page Limit

Click here if you are NOT contributing a Full Paper to be directed to your specific preparation instructions.

2. MANDATORY FIELDS TO BE COMPLETED ON THE SUBMISSION PAGE & INFORMATION TO BE INCLUDED WITHIN YOUR SUBMISSION

Title & Subtitle Fields Must be in Initial Caps Meaning First Letter of the Main Words Should be Made Capital Letters on the First Page of your Extended Abstract
Authors' Complete Names Make sure that every author’s name is entered correctly for spelling, accents, and the fields filled in properly for each authors' first, middle, and last (surname/family) names.
Every Author's Email Address Please enter the correct email address for every/all authors of your paper. This is a new (mandatory) requirement for the ACM metadata and for your paper to appear in the ACM DL.
Authors' Affiliation Information Make sure that every author’s affiliation is entered properly (spelling and correct affiliation name), including department or lab (if any in its appropriate field), main institution or corporate affiliation, as well as the specific location (city, state/provience, and country).

Authors with multiple affiliations: please enter them on the same line of the submission system and only list the main affiliation's location:
Example 1

Affiliations: Microsoft Research & University of Washington
Location City: Redmond
Location State: Washington
Location Country: USA

Example 2

Affiliations: Eindhoven University of Technology & Philips Research
Location City: Eindhoven
Location Country: Netherlands

Abstract The abstract on the submission page is a short overview of your submission. Cut and paste the abstract text from your word document into this field. The abstract on the submission page is the one that will appear in databases – please make sure that it includes the key points that you want searchers to be able to find and MATCHES the abstract on your submission word for word.

ACM Classification Sections

 

 

 

Your selections for these three sections is mandatory on the submission page and mandatory to be included on the first/second page of your extended abstract. If the submission page and the first page of your paper/abstract do not match, your file will be returned to you for revision.

ACM Classification Keywords: Make sure that your selection included on the first page of your paper after Authors Keywords are also chosen properly on the submission page. Click here for info on the ACM Computing Classification Scheme.

General Terms: You must choose from these 16 terms Algorithms, Design, Documentation, Economics, Experimentation, Human Factors, Languages, Legal Aspects, Management, Measurement, Performance, Reliability, Security, Standardization, Theory, Verification. Click here for info on the ACM General Terms.

Authors Keywords: This section is your (author) choice of terms you would like to be indexed by and are mandatory on the submission page, but are NOT mandatory to be included on the first page.

References ACM would like to collect the references/citations used within your paper in straight text (.txt with no coding), so this information can be used to enhance the capabilities of the ACM DL (Portal). Latex Users: PLEASE DO NOT cut and paste your whole bib directory, kindly run bibtex and enter the references/citations that are used within your paper and that have appear in the .bbl file created. The Sheridan submission system is setup to accept the latex coding and prepare the .bbl list for the ACM DL.

3. Preparation Requirements for your Submission: Page Size, Bad Breaks, Figures/Images, Page Numbering

Page Size Submissions that do not conform to the ACM SIG standards, templates, and formats will be returned to the author for corrections and/or alterations. The page size for this ACM publication is US Letter (8-1/2x11 inches).
Bad Breaks Be sure that there are no bad page or column breaks
Meaning no widows (last line of a paragraph at the top of a column). If this happens either tighten the previous column or force a line over.
Section and Sub-section heads should remain with at least 2 lines of body text when near the end of a page or column.
Images & Figures (a) Colors and Black & White (Gray Scale) Print Testing. If you have any images in color, we suggest that you print your paper to a black/white printer (or black-white version) to be sure that the tones and screens used in your images or figures reproduce well in black and white. Your images will and may appear in color in the electronic proceedings, in color in the ACM Portal (digital library), but in grayscale in any print proceedings.

(b) Resolution & CYMK: We recommend images to be at least 300 or 600 dpi for quality reproduction and saved as .tif images. When creating or revising your images for inclusion in the paper, please be sure you choose CYMK and not RGB (as the color profile choice).

(c) TIF (EPS) vs JPG (JPEG) images: TIFs were (and should be created) created for pre-press applications where quality takes priority over file size. While TIFs can be compressed (LZW compression option when saving out of Photoshop, for example), no image data is lost, thus ensuring maximum quality. JPEG was designed as a compressed image format designed to keep the file size small which makes it idea for use in web graphics. To do this, the JPEG format actually deletes image data from the image. The higher the level of compression, the more data is removed. This is referred to as a lossy compression system. On a printout, the removed data tends to show up as blocky areas of a solid color. At higher resolutions (a minimum of 200 dpi), there's usually enough data in the JPEG file for the compression artifacts to be very noticeable.

(d) Rules/Lines: We recommend for quality reproduction of rules in your graphs, tables or charts, that the rules are at least a 0.5 pt. and black. Finer lines and points than this will not reproduce well, even if you can see them on your laser printed hardcopy when checked -- bear in mind that your laser printers have a far lower resolution than the imagesetters that will be used.

(e) Fonts: If your figure uses custom or any non-standard font, the characters may appear differently when printed in the proceedings. Remember to check your figure creation that all fonts are embedded or included in the figure correctly.

(f) Transparencies: If a figure or image is assembled from multiple images, the images must be embedded, layers flattened or grouped together properly in the file, not lined. Transparencies should also be flattened.

Page Numbering, Headers, & Footers Your final submission SHOULD NOT contain any footer or header string information at the top or bottom of each page. The submissions will be paginated in a determined order by the chairs and page numbers added to the pdf during the compiling, indexing, and pagination process.
Creating an ACM Compliant PDF Your pdf file should be ACM Compliant. The requirements for an ACM Compliant PDF are Outlined Here.
Right Click here to obtain the (acm.joboptions) to use ACM distiller settings for full versions of Adobe Acrobat and Distiller ONLY. The acm.joboptions has all the settings and requirements to create an ACM compliant PDF with Adobe Acrobat-Distiller.
Thumbnail Image ACM is requesting a thumbnail image to identify your paper (a small one image representation of your paper). This thumbnail image is "optional" and should be at least 72 dpi, 100 pixels wide in .jpg format. If you do submit a thumbnail image, a short-brief caption (20-30 words) will be required.

4. ACM Templates & Formats

   

WORD INSTRUCTIONS
Please know that you will need to submit your .doc or .docx file and an ACM compliant PDF file.  
(a) Please download the template from the ACM website: http://www.acm.org/sigs/pubs/proceed/template.html  
(b)

Name your .doc file using your SIGIR Paper # with the lead (first) author's last name (example: sigir9876-weaver.doc / sigir9876-weaver.pdf). Be sure to format your document for American Letter (8-1/2x11). Please check that your submission adheres to the set page limit for your type of submission (see above). See the email with notification of acceptance and formatting instructions from acm@sheridanprinting.com for your paper id#, and link to submit your paper.
(c) Insert the ACM copyright statement (SIGIR-blurb.txt, right click and download to cut and paste the text into your paper). This statement should appear in 8 pt. Times New Roman, justified text, with SIGIR'11 (the venue acronym made italic). See the attached pdf as an example: SIGIR-blurb.pdf  
(d) Distill/Create an ACM compliant PDF. If your submitted pdf file is not ACM Compliant, we will distill your .doc or .docx file with the ACM distilling settings, send the PDF to the contact author for approval, and use the PDF for the proceedings and the ACM DL.
(e) You need to upload the final version ONLY of your paper's .doc/.docx and .pdf files (& optional thumbnail image) to: http://www.sheridanprinting.com/acm/sigir/sigir.cfm on or before May 30th. We recommend using a modern, standards-compliant Web browser to upload the necessary files.  
(f) After you submit.  

LaTEX INSTRUCTIONS
Please know that you will need to submit your .tex, an ACM compliant PDF file, and a PS (postscript file)
 
 (a)  
(b) Be sure to use the specified class file above with the Option 2: LaTeX2e templates and sample files from: http://www.acm.org/sigs/publications/proceedings-templates  

(c)

 

 

Include the following five (5) lines in your .tex document after \begin{document} will produce the correct ACM & needed conference copyright statement and needed info for the bottom/left of the first page:

\conferenceinfo{SIGIR'11,} {July 24--28, 2011, Beijing, China.}
\CopyrightYear{2011}
\crdata{978-1-4503-0757-4/11/07}
\clubpenalty=10000
\widowpenalty = 10000

(d) You MUST use Type 1 fonts for your submission, for help see on obtaining the correct type of fonts and other formatting issues, see: http://www.acm.org/sigs/pubs/proceed/sigfaq.htm for help.
NO TYPE 3 FONTS ARE ALLOWED. We do not need your whole directory of images, figures and packages, just the main TEX file with the title, authors, affiliations, abstract, ACM classification sections (Categories, General Terms and keywords), as well as the references from your bbl file (not your whole bib directory). We do NOT and can NOT recompile your LaTEX submission(s).
 
(e) Name your .tex, .pdf, and .ps file using your Submission Paper ID # with the lead (first) author's last name (for example: sigir9999-weaver.tex / sigir9999-weaver.pdf / sigir9999-weaver.ps).
Please check that your submission adheres to the set page limit for your type of submission (see above). See the email with notification of acceptance and formatting instructions from acm@sheridanprinting.com for your paper id#, and link to submit your paper.
(f) Create a PS file directly from tex and Distill/Create an ACM compliant PDF. If your submitted pdf file is not ACM Compliant, we will distill your .ps (postscript) file with the ACM distilling settings, send the PDF to the contact author for approval, and use the PDF for the proceedings and the ACM DL.  

(g)

You need to upload the final version ONLY of your paper's .tex, .ps, and .pdf files (& optional thumbnail image) to: http://www.sheridanprinting.com/acm/sigir/sigir.cfm on or before May 30th. We recommend using a modern, standards-compliant Web browser to upload the necessary files.

5. AFTER YOU SUBMIT

(a)
You will receive a confirmation email to the contact author's email address entered on the submission page  

(b)

On or about the submission deadline date, the contact author will receive a 2nd email with a link to the appropriate ACM electronic form to sign. The new ACM eforms usually only takes moments to complete. Please give this your immediate attention when the link for the appropriate ACM form is received.  
Note: Only one form is usually needed and can be signed by the lead or contact author. A second form may be requested from co-authors depending on any US or foreign government affiliations, Sheridan and/or ACM Copyrights-Permission office will notify you if a second form is needed in any way.

6. QUESTIONS

If you still have questions or problems please contact myself, by phone: 1-908-213-8988 or via email at: acm@sheridanprinting.com with the conference name (SIGIR'11) in the subject line. Thank you in advance for adhering to the chairs' page limits and the set deadlines.

Sincerely,
Lisa M. Tolles
Proceedings Coordinator
Sheridan Printing Co., Inc.
phone: 1-908-213-8988