Camera-ready Instructions

Step 1: Final Paper Preparation

1. Revise your manuscript carefully according to the reviewers’ comments. You can access the reviewers’ feedback through your Author Console on CMT.
2. Perform thorough proofreading of the manuscript to ensure that it requires no further revision.
3. Prepare your manuscript using the standard IEEE conference templates, available here: IEEE Templates

Formatting Requirements

• Paper length: Maximum 6 pages including all figures, tables, and references.
• File size: Up to 5 MB.
• Paper size: US Letter or A4.
• Author details: Names, affiliations, postal addresses, and email addresses must be included in the final version.

Quality and Integrity Checks

• Ensure that all figures, tables, equations, and references are cited in the text.
• Verify the quality of figures (readability, resolution, and consistency).
• Check carefully for plagiarism and multiple submissions. ICESA 2025 will strictly follow IEEE policies in this regard: IEEE policies for plagiarism and multiple submissions.

Step 2: Copyright Notice

You must add the IEEE copyright notice to your paper before creating the final PDF. This copyright notice must be inserted manually:

• MS Word users: In the template, use the text box at the bottom of the first column (for identifying sponsors). Replace it with the corresponding copyright notice.
• LaTeX users: Insert the appropriate command immediately after the \documentclass line.

Copyright Notices to Use

• US Government work: U.S. Government work not protected by U.S. copyright
• Crown Government (UK, Canada, Australia): 979-8-3315-9733-7/25/$31.00 ©2025 Crown
• European Union: 979-8-3315-9733-7/25/$31.00 ©2025 European Union
• Others: 979-8-3315-9733-7/25/$31.00 ©2025 IEEE

Step 3: IEEE Xplore Compatibility of PDF File

Convert your paper from your source application format to Xplore-compatible PDF using IEEE PDF eXpress. Please use the following website to convert your source files into an IEEE Xplore-compliant PDF file: https://ieee-pdf-express.org/

First-time users should do the following:

• Select the Don't have an account? Create account link.
• Enter the following:
  • Conference ID: 66763X
  • Your email address
  • A password of your choice
• Continue to enter information as prompted. An online confirmation will be displayed, and an email confirmation will be sent verifying your account setup.

Previous users of PDF eXpress need to follow the above steps but should enter the same password that was used for previous conferences.

Once you login:

• Upload the source file that contains your paper for conversion
• Receive by email the IEEE Xplore-compatible PDF of your paper

Please, along with the IEEE PDF eXpress compliant PDF file, preserve a copy of the compliance message from PDF eXpress which needs to be uploaded during your registration.

Step 4: Camera Ready PDF File Submission

Login to your Microsoft CMT Author system: https://cmt3.research.microsoft.com/

Upload your final camera ready PDF file of the paper (generated from IEEE PDF eXpress or passed the PDF eXpress compliant check) by clicking the Create Camera Ready Submission field shown in the “Actions” column of the Author Console and submit your final camera ready through the system.

Note:

• All submissions must have no password protection on the PDF file, and all fonts must be embedded.
• All submitted papers must be written in English.

Step 5: Electronic IEEE Copyright Submission

Login to your Microsoft CMT Author system: https://cmt3.research.microsoft.com/

Click on the Submit the IEEE Copyright Form field shown in the “Actions” column of the Author Console. Follow the instructions of the electronic IEEE Copyright Form (eCF) to complete the e-Copyright submission. A PDF copyright document will be created and stored on the IEEE file system automatically. You will have the ability to download the document. The author or signer will also receive an attached copy of the copyright form via email. A copy of the copyright form needs to be uploaded during final camera ready submission as an additional document.

Note:

Transferring copyright is a necessary requirement for publishing your paper in IEEE Xplore.

Step 6: Registration

Please check registration details at the Registration page and do your registration in order to participate in ICESA 2025. Authors are required to register and pay their registration fee by September 20th, 2025.

Registration Link: https://colloques.univ-reims.fr/ICESA.

Step 7: Paper Presentation

It is expected that authors of registered papers will be presenting during the conference period October 22 to 24, 2025. The technical program schedule will be updated on the conference website soon.

More detailed guidelines about the final presentation will be available on the conference website.