Tutorial: Submitting a paper in EDAS

About

Please read the following instructions carefully. These contain information that will help you correctly prepare and submit your paper for the conference. If you face any issue when submitting your paper, please ensure that you have followed the instructions on this page. If the issue persists, contact us at icegov@icegov.org.

All papers submitted to the conference within the submission deadline will undergo the following 4-step process:

  • Plagiarism screening.
  • Double-blind peer review by the Programme Committee (2 reviews per paper).
  • Analysis of all papers in each Track by the respective Chairs for tentative list of accepted / rejected papers within the Track.
  • Confirmation of accepted / rejected papers by the Programme Committee Chairs.

All authors will be notified about the decision of their paper, together with the reviews and other useful information, by the paper decision notification deadline. Papers which are desk-rejected during step 1 (plagiarism screening) will be notified straight away. Further instructions on how to prepare the final version of the paper will be available then.

Write the Paper

When writing your paper, please bear in mind that it must be written in correct English, follow general academic standards and a proper structure, the latter depending on the paper category (research, ongoing research or short). More information about each paper category is available here.

Papers submitted to the conference must be original work, not published nor accepted for publication or in review elsewhere. Likewise, the paper must be submitted in a “blind” mode, that is, the paper does not contain the name, email address, affiliation or any information / acknowledgements / references that could potentially reveal the identity of the author(s).

Submitting the Paper

The EDAS Conference and Journal Management System is the platform used by the conference to submit and review all papers. No other means of submission are allowed. In order to submit a paper, first you need to login to EDAS or create an account if you do not have one yet.

Logging-in / creating an account

If you already have an EDAS account, clicking here will take you to the conference submission page. Insert your username and password; if you have forgotten your login details, click on reset your password and follow the on-screen instructions.

If you do not have an EDAS account, you will need to create one. The process is very similar to registering for any other website with user accounts. Note that a university, corporate or government email address will work better, as general email addresses may delay the creation of the account (e.g. Gmail).

When you submit your information, if there is already an account with a similar name, you may see a list of candidate user names. Check whether your name is already in the list; if yes, use that account. Having multiple EDAS accounts is likely to lead to confusion, such as mis-assigned reviews or papers that are “missing”.

Once you check the box This is not a duplicate and click on Add this person, the system checks whether it can reach your email address and sends you a password link by email. This ensures that the email address is working and that you can receive emails from EDAS. Usually, the password reset email arrives within a minute or two. Follow the instructions provided.

On the login screen, click on create a new account (image 1), which leads you to the user profile page.

On the user profile page you need to provide some personal details and agree to EDAS’ privacy policy. Please make sure this data is correct, as it is used throughout the whole conference; any typos inserted now will be carried over.

Image 1: log-in or create a new account.

Selecting the Track

Tracks are thematic clusters for the papers. It is very important that you select the most appropriate Track for your paper, as this will impact its reviews. Please read each track description carefully and what kind of papers are accepted. Once you have made your choice, click on the track name to select it.

Registering the paper

In this section you are required to fill the metadata of your paper for it to be registered in EDAS (image 2).

  • Title (include the subtitle here, if any)
  • Keywords (3-8)
  • Abstract (150-300 words)
  • Language (only variants of English are available)
  • Category (categories are track-specific, e.g. Track 12 only accepts short papers)
  • Add yourself as author (check this box if you are the first author of the paper; you can add more authors later)
  • Click on Submit once all the data is filled and you have accepted the policy. You will see a new page with the details of your registered paper (image 3). Note that the paper status at this time is Pending (no manuscript). This means that you have not yet uploaded the PDF file. You will receive an automatic email from EDAS after performing this step.

Click on Submit once all the data is filled and you have accepted the policy. You will see a new page with the details of your registered paper (image 3). Note that the paper status at this time is Pending (no manuscript). This means that you have not yet uploaded the PDF file. You will receive an automatic email from EDAS after performing this step.

Image 2: registering the paper.

Image 3: paper registered successfully.

Uploading the PDF file

After the previous step, scroll down until you see the option to upload the paper in PDF. Note that the deadline for submission is already converted to your current timezone. Submissions past this date are not allowed. Select the PDF file from your computer and click on Upload PDF (image 4).

EDAS will automatically check a few things on the document, including size (US letter) and page length. If you have not changed the paper template nor gone past the page limit, the upload should be successful and EDAS will display the message in image 5. Note that the paper status has changed to Active (has manuscript) (image 6). If there are errors with your paper, please fix them before resubmitting it. You will receive an automatic email from EDAS after performing this step.

You can upload an updated version of the paper at any time up to the submission deadline by clicking on the cloud icon next to Paper for review (image 6). Do not register a new paper in EDAS if you just need to update the PDF file. This can lead to desk-rejection.

Image 4: uploading the PDF file.
Image 5: upload successful.
Image 6: uploading an updated PDF file.

Adding co-authors

To add co-authors, go to the paper page and click on the plus sign next to Authors (image 7). A new page will appear where you can search for the co-author profile. Ideally, each co-author is registered in EDAS. A list of relevant profiles will appear after your search. Select the right one and click on Select this person (image 8).

If your co-author is not listed because he/she is not registered in EDAS, you can add him/her manually by clicking on None of the above (image 8) and following the on-screen instructions. A confirmation page will appear and you can continue adding co-authors this way. You will receive an automatic email from EDAS after performing this step. Do not add authors who have not significantly contributed to the paper; each author is limited to 5 submitted papers (3 as first author).

Image 7: adding co-authors.
Image 8: selecting co-authors from list or create their profile.

Updating the paper after submission

You can edit the paper details up to the submission deadline. To do this, login to EDAS and on the top menu click on My.. My papers (image 9). Select the paper you want to edit. The column Change value (image 10) allows you to edit that field. Note that some fields cannot be edited by authors (e.g. paper status). You will receive an automatic email from EDAS after performing this step.

Image 9: accessing your papers.
Image 10: editing your paper details.

FAQs

In which language should I submit my paper?
You must submit your paper in English, which is the official language of the conference.
When do I know if my paper was accepted?
The paper decision notification and the reviews will be sent to all authors by email by 10 July 2024.
If my paper is accepted, do I have to present it at the conference?
Yes. Authors must be prepared to present their paper on any day of the conference. Failure to comply with this requirement will result in removal of the paper from the conference proceedings.
May I submit my paper to more than one Track?
No. Under no circumstances should the same paper, or different versions of the same paper, be submitted to more than one Track. You also may not submit essentially the same paper under two different titles. If this happens, the papers will be desk-rejected.
Can I submit multiple papers?
Yes. You can submit multiple different papers. However, you cannot submit the same or slightly different paper to different Tracks. If you do so, this will be considered unethical scientific behaviour and both papers will be desk-rejected. A maximum of 4 papers per author are allowed to be submitted; of these, only 2 can be as first author (the other 2 must be as co-author).
Can I submit papers which are under review somewhere else?
No. Submissions to the conference must be original work. Submissions cannot have been published or accepted in a journal or conference proceedings, nor presented at another conference. Further, submissions must not be concurrently under consideration for publication or presentation elsewhere.
Can I add or remove co-authors after my paper is accepted?
You must request the Programme Committee Chairs to add or delete authors and provide a reason for such. Please send an email to icegov@icegov.org if you wish to add or remove authors. You can freely update author’s information on the paper if necessary before submitting the final version, such as updating email address or affiliation in case it has changed.
What is included in the page limit?
The entire text, figures, tables, references, and appendices must be included within the page limit. If your paper exceeds the page limit, you will not be able to submit it, as the submission system automatically rejects papers above the page limit.
How will my paper be reviewed?
All papers submitted within the deadline will undergo an initial screening process. The screening process will focus on issues such as plagiarism, papers not written in English or that do not match the conference scope, and other issues. Any paper under one or more of these circumstances may be desk-rejected. Following the screening process, a double-blind peer review process by the Programme Committee Members (reviewers) will take place.
How are PC Members allocated papers to review?
PC Members are randomly assigned papers based on their topics of interest and the main topics of the paper. While performing this assignment, automatic checks are made to prevent Conflicts of Interest.
How do I apply for the Doctoral Colloquium?
Please submit your paper to the Doctoral Colloquium Track to be eligible to participate in this session. Only students currently enrolled in a PhD are allowed to submit doctoral papers. A supervisor may co-author the paper; however, the student must be the first author.
I am facing problems with the submission system – EDAS. Whom shall I contact?
In case of technical problems with the submission system (EDAS), please send an email to icegov@icegov.org detailing the issue.

If you have any further inquiry, write to the organisation committee.

Submitting Papers
Submission
FAQs