Paper Preparation Guide for the HFES 52nd Annual Meeting Proceedings

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Contents
Submission Deadline
Preparing Your Production-Ready Paper
Copyright Requirements
NEW! TPC Invites Supplemental Materials!
How to Upload Your Final Paper
Requests for AV Equipment
Alphonse Chapanis Best Student Paper Award
Other Meeting Details

Congratulations on the acceptance of your HFES 52nd Annual Meeting proposal! This section describes the basic guidelines for preparing and submitting your production-ready paper, as well as other information about your presentation.

Submit your paper online after reading all the following instructions. HFES cannot accept any papers received through the mail.

SUBMISSION DEADLINE

All proceedings papers must be submitted by midnight Pacific time on TUESDAY, MAY 27, 2008.

Papers uploaded after May 27 - or for which HFES has not received a fully signed Copyright Transfer Form - will not be included in the proceedings.

If you have questions, please contact Lois Smith at the HFES Communications Department at 310/394-1811, fax 310/394-2410, lois@hfes.org.

PREPARING YOUR PRODUCTION-READY PAPER

#1 Top Priority: Approval Process
Immediately begin whatever internal approval or clearance process applies to your work in order to avoid delays in uploading your completed paper by May 27. HFES cannot accept papers that have not been approved or cleared by the May 27 deadline.

Page Limits
This section describes how many pages have been allocated in the 52nd Annual Meeting proceedings for different types of presentations. NOTE: If you send more pages than allotted, your paper cannot be included in the proceedings.

If you are a panel chair, you may collect summaries from your panelists and combine them into one 5-page paper. NOTE: Workshop summaries are not published in the proceedings.

Layout Instructions

In the Call for Proposals, HFES provided detailed instructions for layout of the paper (see Paper Formatting Instructions). Your final, production-ready paper must also conform to these guidelines.

If you prepare your paper according to these instructions, you can fit up to 4,000 words in a five-page paper, not including tables, figures, or other graphics. There is no word limit for your production-ready paper, provided it does not exceed the page count noted above.

Be sure that the names of all authors and coauthors are included in the production-ready paper. NOTE: Changes in authorship since the original proposal was submitted may be made when you upload your final paper (see below for uploading instructions).

Acceptable File Formats
You may prepare the paper in any of the file formats shown in the table below. When you upload the paper, it will be converted automatically to PDF. Occasionally this causes changes in the layout of your original document. You will have an opportunity to review the PDF file before you approve the uploading of the paper. If you upload a PDF file that you created yourself, the system will not alter its layout.

If you do not find the uploaded document acceptable, you will have an opportunity to reupload a replacement even if you have clicked "Accept my submission" - as long as you return to the site before the May 27 submission deadline closes. When logging back in, click "Edit" and reupload your revised paper. Then click "Accept my submission" again.

If you experience any problems with the upload, please immediately contact the HFES Communications Department at 310/394-1811 (lois@hfes.org).

Graphics Embedding
The most common cause of missing graphics is linking rather than embedding. Graphics must be embedded within the file. A simple test will determine if your graphics are embedded. Print your submission from a computer other than the one where it was created. If the graphics do not print, they are not embedded.

There are two solutions to this problem: You can edit your submission and embed all the graphics, or you can submit a PostScript file. Instructions for the latter may be found at the submission site.

Give Your Paper a "Discoverable" Title
Your main title should contain at least a few substantive keywords indicating the subject matter of your paper. In addition, to expedite searching, limit your title and subtitle (combined) to 15 words, if possible.

Proofread, Proofread, Proofread
Your paper will be printed exactly as you submit it. Use more than one proofreader to ensure accuracy. Retractions and errata cannot be published once the final CD-ROM has been released.

After May 27, the submission site will be closed, and HFES cannot accept corrected versions after that date. If you find errors after the deadline for uploading your final paper, you may bring copies of the corrected paper to the session and distribute them to attendees.

COPYRIGHT REQUIREMENTS

The HFES 52nd Annual Meeting proceedings will be copyrighted in the name of the Human Factors and Ergonomics Society. Authors are required to transfer copyright to HFES by signing the HFES Copyright Transfer Form, which is available for downloading and printing at the paper upload site.

In order to publish your paper, HFES must receive a fully signed HFES Copyright Transfer Form no later than May 27.

Alternative Agreements
If your employer requires an alternative form, please send a copy to HFES Communications Director Lois Smith (lois@hfes.org) immediately, along with the name and contact information for your insititution's legal department manager. If necessary, HFES will work with your legal department staff to ensure compatibility of terms so your paper can be published.

Public Domain or Noncopyrightable Works
If you are a U.S. government employee, write a check mark on the line in item 2 at the bottom of the HFES Copyright Transfer Form. If you are an employee of another government, an authorization form or other type of release from the appropriate governmental agency must be submitted for approval prior to the May 27 deadline. Such forms may be sent to HFES (lois@hfes.org, fax 310/394-2410).

Primary Author as Agent and Coauthor Signatures
In the case of papers with more than one author, the primary author will act as agent for the paper, and all coauthors must sign the HFES Copyright Transfer Form to indicate their consent. The primary author may not sign on behalf of any coauthor.

If your coauthors are not in your immediate area, you may send them the form and instruct them to return signed copies to you or directly to the HFES Communications Department. Before faxing or mailing the form to others, fill in your paper title and the proposal ID number. If you are a panel chair and are soliciting short summaries from your panelists to compile into a panel overview, it is not necessary for individual panelists to sign the HFES Copyright Transfer Form if their summaries do not exceed 500 words.

Again, HFES must receive your fully signed HFES Copyright Transfer Form by the May 27 deadline, or your paper may not be published in the proceedings. Late submission of unapproved alternative agreements may also result in nonpublication.

The completed HFES Copyright Transfer Form may be faxed to HFES at 310/394-2410. However, be aware that because of the high volume of faxes arriving around the paper due date, HFES cannot confirm receipt. However, staff members will contact you if your form is not completely signed, if it is missing, or if its terms are not compatible with HFES policy.

NEW! TPC INVITES SUPPLEMENTAL MATERIALS

The Technical Program Committee (TPC) will send an e-mail invitation to authors of accepted papers to invite them to contribute supplemental multimedia content for possible inclusion in the HFES 2008 Annual Meeting Proceedings CD-ROM. The goal of the supplemental content is to provide additional forms of information that is not feasible to present in a proceedings paper.

Examples of such content include sound clips of auditory masking stimuli, three-dimensional CAD drawings of product designs, complex data results with axis rotation animations, and interactive walkthroughs of dynamic Web pages.

For 2008, we will be allowing up to 20 MB of such content per accepted paper. Content should be available in a cross-platform, readily available file format to maximize availability to potential readers (e.g., specialized software or single-platform applications would not be acceptable). We are envisioning up to 20 such supplements to be accepted within the available CD file space.

Please note that this supplement is intended to support multimedia content; additional document text or lecture-style PowerPoint text presentations are specifically discouraged. However, interactive demonstration, practice, or research materials are welcome.

Supplemental multimedia content submissions will be reviewed by the TPC for content, presentation, and usability. Actual content will be submitted via file upload (ftp or equivalent); details will follow via e-mail. The deadline is June 2, 2008. (NOTE: Your proceedings paper must be uploaded to the MiraSMART submission site no later than May 27, 2008. Supplemental materials will not be considered unless a final proceedings paper has been uploaded.)

Invitations will be e-mailed to accepted authors in early May, which will include the link to the ftp site for file uploads, as well as other details. Reviews will be completed by June 13, to ensure that authors' supplemental multimedia content can be included and cross-referenced in the proceedings CD. Any additional technical or content questions may be directed to Barrett Caldwell, TPC Cochair Cheryl Bolstad, or HFES Communications Director Lois Smith.

Here are the steps to upload your paper at the 52nd Annual Meeting submission site. NOTE: If you are registered in the submission system as both an author and reviewer, click the Author Menu tab at the upper right side of the page after you log in.

1. Log in with your username and password (same as used for submitting a proposal). Do not create a new login.
2. Update the author information if it has changed since your original submission. On the Authors page, you can add or subtract authors, update affiliations, and change the order of authors.
3. Update the title and/or subtitle on the Submission page if changes have occurred since your original submission.
4. Update the abstract on the Submission page if that has changed.
5. Upload your document.
6. On the Submission Detail page, click the button at the bottom, labeled "Continue With My Submission."
7. Print out, sign, and return the HFES Copyright Transfer Form.
8. Proofread your uploaded file to make sure it displays properly.
9. Click "Submit for Publication."

You will receive an e-mail message confirming successful submission of the final paper. If you do not receive an e-mail, check your spam filter, or log in and click the "Email History" link at the lower left corner of the Author Menu page.

Remember: By May 27, HFES must receive the fully signed Copyright Transfer Form or the paper cannot be published. In addition, by May 27, please send a completed Audiovisual Equipment Request Form if necessary.

Your Chapanis Award application form and a copy of your paper should be submitted to the Chapanis Award Committee chair, whose contact information appears at the bottom of the application form.

REQUESTS FOR AV EQUIPMENT

Each room will be equipped with a laptop computer (PC), an LCD projector, and screen. Images to be displayed via the computer should be copied to a CD-ROM and loaded into the computer. In some cases, the chair of the session may request that you send your images in advance so they may be combined into one file with images from other presenters in the same session. This minimizes delays between speakers.

VCRs and monitors will be provided only in exceptional cases. To request special equipment, submit a completed Audiovisual Equipment Request Form by May 27.

If you are chairing a panel session, please be sure to ask your panelists for their AV requirements before submitting your Audiovisual Equipment Request Form.

CHAPANIS BEST STUDENT PAPER AWARD

Students are invited to submit their papers for the HFES Alphonse Chapanis Best Student Paper Award. Requirements are found on the application form at the HFES Web site. The completed application form must be accompanied by a digital copy of the proceedings paper and sent to the Chapanis Award Committee chair no later than May 27, 2008.

In 2007, the eligibility requirements were changed, as reflected on the application form: "Coauthors may include faculty or other collaborators, as long as the work being submitted and presented is primarily that of the first-author student." Be sure to review the new application form completely to ensure you have provided all the necessary documentation.

NOTE: Because the award will be presented during the Tuesday plenary session (September 23, 8:00-10:15 a.m.), candidates for the Chapanis Award must be present on Monday, September 22, to deliver their papers before the award committee. The time and location will be determined in July.

HFES Mailing Addresses
If you are sending the signed Copyright Transfer Form or equipment request via mail or courier, please note the following addresses. Again, DO NOT MAIL YOUR PAPER TO HFES; upload it to the online system.

To be used only for airmail or U.S. Postal service first-class (up to 7 days), Priority Mail (up to 7 days), and Express Mail (next day):

HFES 52nd Annual Meeting
Human Factors and Ergonomics Society
P.O. Box 1369
Santa Monica, CA 90406-1369 USA

Send courier deliveries (e.g., Airborne, DHL, FedEx, UPS) to HFES at this address:

HFES 52nd Annual Meeting
Human Factors and Ergonomics Society
1124 Montana Ave., Suite B
Santa Monica, CA 90403 USA

OTHER MEETING DETAILS

Preliminary Program
Changes may be made to the date and time of your presentation before the 52nd Annual Meeting begins. If a change is made, you will be notified as soon as possible.

The Preliminary Program will be available at the HFES Web site (http://hfes.org) in May as an online, searchable database. Please check the Preliminary Program and report changes or errors to the HFES Communications Department immediately. The site will also include a personal itinerary feature to help you plan your activities at the meeting.

Time Limits
The time limit for each speaker in a five-paper session is about 15 minutes; however, your session chair will notify you of the exact time allowed for your presentation. Speakers will be held strictly to the time limits. Be sure to rehearse your oral presentation to ensure that you stay within the limit, or you may be cut off by the session chair before you finish.

Session Chair Information
Session chairs are responsible for making sure that speakers and panelists stay within their time limits.

Come Early to Your Session
All speakers are required to arrive at the session room 20 minutes prior to the start of the session. Session chairs will be there to provide updates, obtain speaker biographies (unless these were provided in advance), and offer guidance to speakers.

Student Volunteers
Student presenters who volunteer to work eight hours during the 52nd Annual Meeting are entitled to a reimbursement of their registration fee (excluding fees paid for workshops, seminars, or special events). Those who work four hours are entitled to a partial refund. The registration fees must be paid in advance; reimbursements are distributed after the meeting. To volunteer, contact HFES Member Services Director Carlos de Falla, phone 310/394-1811, fax 310/394-2410, carlos@hfes.org. Student volunteer slots are limited, so sign up early.

Return to the 2008 Annual Meeting Page.