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Paper Preparation and Requirements


   Abstract and Summary Submission Deadline
   16 December 2014 12:00 EDT (17:00 GMT)
 

Paper Preparation

A completed electronic submission including the paper summary must be submitted via the online submission system in PDF format in adherence with the style guide before the published deadline.  Do NOT email, fax or mail your paper!

Adherence to the instructions for preparation of the abstract and summary is imperative. Failure to complete any of the preceding requirements may result in the rejection of a paper.  NO CHANGES OR REVISIONS WILL BE ALLOWED AFTER THE DEADLINE. Emailed or faxed submissions will not be accommodated.

Registration and submission for Technical Sessions is open to all members of the scientific and technical community. It is incumbent on the authors to obtain appropriate approval to present their work to this international forum.

Requirements

35-word Abstract: Your abstract should be a brief summary of your paper topic. If your paper is accepted, your 35-word abstract will be included in the Conference Program and published in Optics InfoBase.

2-Page Summary: All contributed authors are required to submit a final summary of their work for publication in the Technical Digest, via Optics InfoBase.  The page limit for CLEO is 2 pages. 

The style guide provides a visual representation of the paper format. The summary should not exceed two pages and must be typed with the page layout set to 8½" x 11" with one-inch margins on all sides. Within two pages, the author must include all text, including the title, authors, 35-word abstract, equations, drawings, tables, photographs, figures and references. The text may be typed either single or double spaced.

The title of the talk and the primary author's name, affiliation, address, telephone and fax numbers, and email address must appear on the first page with all additional authors and their affiliations. The 35-word abstract should be repeated in the summary. Refrain from the use of asterisks, acknowledgments, job descriptions or footnotes. Cite references at the end of the summary.

IMPORTANT! Please embed all fonts and use standard fonts when possible. Problems may occur if non-English font packages (for example, Japanese, Korean or Chinese fonts, etc.) are used in the body of your paper summary, as well as in all figures and tables. Characters in these fonts cannot be seen by reviewers. In the past, we have had particular trouble with MS-PGothic, MS -Gothic and MS-Mincho.

***Proof your work before submitting. We DO NOT ACCEPT CHANGES OR REVISIONS AFTER THE SUBMISSION DEADLINE .***

Category Selection:  Please review the topics categories and select area that is appropriate for your work.  In addition you can request that your paper be consider for one of the symposia.

OCIS Codes: As part of the submission process, authors will be asked to select two categories, from a broad list, that best characterizes their paper.

Copyright Agreement: The submission form incorporates an electronic copyright transfer agreement as part of your submission.  No additional mailed documentation is required.

Presentation Preference: The presentation options are “oral or poster acceptable”, “poster only” and “oral only”. The committee has the final say on presentation types, though every effort is made to honor authors’ choices. Note: Postdeadline papers are strictly oral.
 

Style Guide

This style guide is a reference for all submitting authors and has remained consistent with past years’ Technical Digest format and style.

Please make sure that your paper does not contain non-English font packages (for example, Japanese, Korean, or Chinese fonts, etc.) in the body of your paper summary, as well as in all figures and tables. Characters in these fonts cannot be seen by reviewers. In the past, we have had particular trouble with MS-PGothic, MS-Gothic and MS-Mincho.

You will need Adobe Acrobat to download the PDF file. If you don't have this software yet, you may download it for free at the Adobe website.

If you have any questions regarding the paper preparation process, please contact OSA Technical Papers staff at cstech@osa.org.

Modes of Presentation

The program committee will schedule both oral and poster sessions for presentation. The abstract and summary of both oral and poster papers are published in the same manner in Optics InfoBase. On the electronic submission form, all authors will be asked for their presentation format preference.

Oral Sessions

The presentation times for oral sessions are as follows: contributed presentations are 15 minutes and invited talks are 30 minutes. Each presentation will break for questions during the last 2–3 minutes.

Poster Sessions

Poster sessions are scheduled to provide an opportunity for selected papers to be presented in greater visual detail and should facilitate vivid discussions with attendees. For poster sessions, authors are provided with 4–foot–high x 8–foot–wide (122 cm x 244 cm) bulletin boards on which to display their papers, along with a sign indicating their paper numbers, and push–pins or adhesive tape. Presenters should display paper titles, lists of authors and author affiliations on their posters. Authors must remain in the vicinity of their bulletin boards for the duration of the session (60–90 minutes) to answer questions. Note that poster presenters are not supplied with any audiovisual equipment. Those requiring such equipment should refrain from requesting the poster only or poster preferred formats on the submission form.

Peer Review

This meeting contains high-quality submissions that undergo a peer-review conducted by the members of the Technical Program Committee. The results of the peer review translate into paper selections and topic-driven technical sessions for this conference. Results from that meeting will be sent by OSA Program Management staff via email to the submitting author. If a paper is accepted, the summary, including illustrations, will be reproduced directly from the material submitted by the author(s) and will be published in the Optics InfoBase and submitted to the IEEE Xplore Digital Library, providing that the author attends and presents their paper at the CLEO: 2015 Conference. Presented work is indexed in Ei Compendex, Scopus and several other indexing service partners.
 

Notification

Notification emails are sent to the submitting author (as noted during the electronic submission). Notifications for regular submission will be sent by 9 March 2015.  If you have not received notification please email cstech@osa.org with the submissions control ID and paper title.  Notification emails for postdeadline submissions will be sent by 20 April 2015.