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General

Pre-conference Check-in/Training/ Connection testing session recording

Please use this link to view a recording of the Pre-conference Check-in/Training/ Connection testing session from 30th August 2021. https://us02web.zoom.us/rec/play/QFNdQBa_UyMX6rwmMCFqUHPOACwbyiCIkGBKRAcLPDlptSdBKdGVT5XpgrVAujCFkh1NKvaSQTonAbOe.tcf6-mjKZEqEv5GG

We had a number of conference participants attending and asking questions. The clarifications would be useful for all UPEC2021 attendees.

Categories
General

Final Conference Programme

Please click the link below to download the conference technical programme booklet: UPEC 2021 Programme Booklet

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Authors General

Presenting at a panel session: video instructions

If you are joing as presenting author on a panel session, please watch this video on what you have to do ahead of during and after the session: https://youtu.be/t0gszAJli7c

Panel session chairs also may find this video useful

Categories
Authors General

How to access pre-recorded paper presentations ahead of panel sessions

Please follow this youtube link to see a short video on  how to access pre-recorded paper presentations ahead of panel sessions https://www.youtube.com/watch?v=Remc58LQV5s

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Authors General Reviewers Sponsors

UPEC 2021 Provisional Technical Programme is available for access now via Whova

We will use an online platform called Whova for our IEEE Technically Co-Sponsored 56th International Universities Power Engineering Conference.

As a first step in accessing the technical programme contents, UPEC 2021 participants please use this link to complete the UPEC 2021 Confidentiality Agreement https://forms.office.com/r/mvhJ0hfKrD.

UPEC 2021 will feature a flipped conference model. A portion of the technical programme which includes pre-recorded video recordings of paper presentations, the presentation slides and the conference proceedings (papers) have been made available to access for registered participants from the 16th August 2021, two weeks ahead of the conference starting dates. The technical programme on the conference days will feature live sessions.

There are two systems UPEC 2021 participants need to be familiar with for accessing the provisional technical programme: Whova, and EDAS.

Whova is the event management system we are using to host UPEC 2021 virtually. All registered participants have been emailed invites from Whova to sign-up and access the conference Whova site and mobile app.

The provisional technical programme that has been populated on Whova consists of Plenary Sessions, Panel Sessions, networking etc. Please click on the Agenda tab of the UPEC 2021 Whova site to see these details of the technical programme. The Agenda can also be accessed directly from this link: https://whova.com/embedded/event/upec_202108/?utc_source=ems .

UPEC 2021 participants please see the linked guide on how to use Whova and its different features: https://whova.com/pages/whova-app-user-guide/?source=ems

At present the pre-recorded content, presentation slides and conference proceedings (papers) corresponding to all Panel Sessions of UPEC 2021 are available to access via Whova. Please click on the View Session button corresponding to the Panel Sessions of interest. Along with details of papers in the panel session there will also be a link which will give you access to the conference proceedings, video recordings and presentation slides on EDAS.

We are now using EDAS platform that we used for the paper submission and review as a cloud storage and file sharing platform linked to Whova. All registered participants have been emailed a pass code / access key to access the pre-recorded content and files from EDAS.

The paper ID in the technical programme on Whova is the last 5 digits of the paper’s EDAS ID (i.e. excluding 15707 at the beginning of the paper’s EDAS ID). Participants can now commence using the Chat function within the Panel Sessions on Whova to ask questions to paper presenters. Please mention the paper ID so that Panel Chairs can collate the questions and directed them to the appropriate presenter during the live sessions.

We are planning to record all the live sessions over the conference days and make them available via Whova so that participants from different time zones can access the contents at convenience for a few months even after the conference.

We will be updating UPEC 2021 participants on other aspects of the technical programme including the live session attendance in due course.

Please contact adminupec2021@tees.ac.uk in case of any queries.

Categories
Authors General

Video presentation and presentation slide instructions

PRE-RECOREDED VIDEO PRESENTATION SUBMISSION

The technical programme of UPEC 2021 will be hosted using the virtual conference platform Whova. To allow participants across the globe to have access to the technical content, all authors of accepted and registered papers are required to submit a video presentation of their work and accompanying slides by 2 August 2021 to EDAS. The presentations and slides will be available to watch on demand to participants through Whova before, during and after the conference for a few months (exact dates to be confirmed in due course).

During the conference, one of the registered authors representing the paper will also be expected to present a short “elevator pitch” to prompt an interactive discussion within themed panel sessions that considers the paper. This will be a 2-minute summary of the paper with one accompanying slide.

PRESENTATION SLIDES

Please use the conference PowerPoint template available here UPEC2021_Presentation_template

The pre-recorded video presentation is expected to be a maximum of 10 minutes. So, we recommend 1 slide per minute. Including also a summary slide for the “elevator pitch”, this is the order is indicative of how to organise the presentation, it can be adapted to the specific needs:

Slide 1: Title Slide

Slide 2: Introduction

  • General context
  • Notes on the state of the art

Slide 3: Motivation

  • Research gap(s)
  • Main unsolved issues

Slide 4: New contributions

  • Proposed advances to the state of the art

Slides 5 and 6: Method of Analysis

  • Hypotheses
  • Formulation
    • (Highlight the main novel elements of the proposed approach)
    • (Avoid the inclusion of too many equations)
    • (Explain the symbols used)

Slides 7 and 8: Results

  • Graphs / Tables
  • Comments

Slide 9: Discussion

  • Main findings
  • Specific remarks

Slide 10: Conclusions

Slide 11: Separator slide (retain it as it is)

Slide 12: Elevator pitch summary slide for panel discussion.

The presentation slides can be uploaded to EDAS in PowerPoint or PDF format.

PAPER VIDEO PRESENTATION INSTRUCTIONS

The presentation can be recorded by any of the co-authors named on the paper. Please prepare and upload a video of your presentation, comprised of a brief introduction with webcam, if desired, followed by voice over slides for your presentation. This is a requirement for your paper to appear in IEEE Xplore. Please note that the file must be a video file in MP4 format (more details below). Please do not try to upload PowerPoint or PDF files.

There are several video conferencing tools available to easily record a presentation. With this method, you may show your face via webcam (if you’d like) and display your slides as you talk. You may use any meeting software as long as you get a good quality recording and your final file is in the MP4 format. Here are some links to instructions on recording a meeting on common platforms:

For authors who are not able to use any of the above methods, you can use the free software ActivePresenter, which allows also to capture simultaneously yourself while speaking and your slides: https://atomisystems.com/download/?__c=1

You can also use the two-step method covered below:

GUIDELINES FOR PREPARING YOUR VIDEO

Duration: 10 minutes

File size: 250MB max

Video file format: mp4

Dimensions: Minimum height 720 pixels, aspect ratio: 16:9

Please note the final specifications will be checked at the time of submission and files not compliant may not be uploaded.

Please make sure to use the UPEC 2021 presentation template for your slides in the video. The sparator slide and Elevator pitch summary slide should not be covered in the recorded video as they are meant for live panel discussion.

We will make the elevator pitch available at the live panel session via screen share so that the author representing the paper at the live panel session can provide a 2 minute summary.

TIPS FOR RECORDING
  1. Use as quiet an area as possible
  2. Avoid areas that have echo
    1. Rooms should be fairly small
    2. Sound dampening with carpeting, curtains, furniture
  3. Hardline internet connection recommended, but if unavailable, a strong Wi-Fi connection
  4. Good headset with microphone close to mouth BUT away from direct line of mouth to reduce “pops”. Avoid using default built-in microphone on computer.
  5. Do a test recording of a couple of minutes and review the sound and picture quality, MP4 format, and bit rate before recording the entire presentation. Make adjustments if needed.

UPLOADING YOUR PRESENTATION SLIDES AND VIDEO RECORDING (DEADLINE: 2 AUGUST 2021)

  1. Go to EDAS
  2. Go to My Papers
  3. Click on your paper title
  4. Click on presenting-author

Answer the questions on presenting author and age under 30 and click submit. If you are unable to answer these questions on EDAS, please use alternative Forms link to submit the information: https://forms.office.com/r/PLUW2tgppH

  1. Click on Video Presentation

Upload your MP4 video file to your paper record.

  1. Click on Presentation-slides

Upload your PowerPoint or PDF presentation slides to your paper record.

If you have any issues with uploading your video recording or presentation slides, please contact us @ adminupec2021@tees.ac.uk

Important: videos that are not received by the deadline will be considered no-shows in accordance with the IEEE non-presented paper policy.

Categories
Authors General

About video presentation uploading and presentation template

We will be using the virtual conference platform Whova for UPEC 2021. Currently we are investigating the integration of EDAS to Whova and will soon be providing instructions on uploading the video presentations to EDAS and on the PowerPoint presentation template that is to be used.

Categories
Authors

Camera ready paper submission. Correction to step 2 of author instructions: INSERT THE IEEE COPYRIGHT CLEARANCE CODE

Our sincere apologies, please note there is an error in the codes displayed in the authors instructions we had included on our webpage https://upec2021.tees.ac.uk/authors.cfm.

Please see updated instructions for STEP 2 below:

The appropriate copyright clearance code notice is to appear at the bottom of the first page of each paper according to the guidelines set forth in the Cataloguing/Copyright Instructions for an IEEE Conference Proceeding. The copyright notice should appear about 1 cm below the left column and should be aligned to the left with the same left margin as the column.

  • For papers in which all authors are employed by the US government, the copyright notice is: U.S. Government work not
    protected by U.S. copyright
  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is:
    978-1-6654-4389-0/21/$31.00 ©2021 Crown
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-6654-4389-0/21/$31.00
    ©2021 European Union
  • For all other papers the copyright notice is: 978-1-6654-4389-0/21/$31.00 ©2021 IEEE

How to add IEEE copyright notice?

MS Word users please use the IEEE A4 word template

Latex users can add following lines just before \begin{document} for the copyright notice to show up in the IEEE latex template:\makeatletter
\def\ps@IEEEtitlepagestyle{%
\def\@oddfoot{\mycopyrightnotice}%
\def\@evenfoot{}%
}
\def\mycopyrightnotice{%
{\footnotesize 978-1-6654-4389-0/21/\$31.00~\copyright~2021 IEEE\hfill} % Revise this line accordingly!
\gdef\mycopyrightnotice{}
}

Categories
Authors

Instructions for Camera-Ready Paper Submissions

Instructions for Camera-Ready Paper Submissions

Final camera-ready papers are due no later than July 10, 2021.

All final camera-ready paper submissions are through the same online system EDAS (https://edas.info/28304).  Please ensure that all details such as all author names are included, authors names are in the right order and the paper title is included in the online submission system properly, as these data will be used to generate the conference technical programme and the table of contents for the proceedings.

As in the case of the full paper submission for review, all camera-ready version of the papers must be prepared in English and with a maximum page limit of six (6) pages using the IEEE A4 conference template which can be found here https://www.ieee.org/conferences/publishing/templates.html. Please ensure to adhere to the requirements of the temeplate which is also outlined here https://www.ieee.org/content/dam/ieee-org/ieee/web/org/pubs/format_def_tbl.pdf

Please consider the following steps for properly submitting the final version of your paper:

1. Update/revise your accepted manuscript

Please make sure to read the reviews of your paper and take them into account for the final revision. Furthermore, make sure that your manuscript is double-checked for typos and language mistakes.

Paper must be re-submitted in a camera-ready version even if the reviewers indicated that no changes are required to the manuscript submitted at the review stage.

If your paper has been conditionally accepted and you would like to provide a response to reviewers, please email you response to AdminUPEC2021@tees.ac.uk quoting the EDAS id of the paper. For other accepted papers there is no expectation for you to provide a response to reviewers by email.

We will be conducting an editorial check for all papers to see if concerns raised in review comments have been addressed.

2. Insert the IEEE copyright clearance code

See the new instructions for this step

3. IEEE PDF eXpress

All final manuscripts must be generated using the PDF eXpress tool. To generate the IEEE Xplore compatible PDF file of your paper, follow these steps:

  • a) If you do not already have an account, create your IEEE PDF eXpress account: https://ieee-pdf-express.org/
  • b) Use the Conference ID: 50034X
  • c) The first time you access the system, please follow the link to new user. Please note that in order to access the service, you need to allow the use of cookies from the PDF eXpress web site.
  • d) Following this, you can upload your final camera-ready version of the paper to check its compatibility and generate an IEEEXplore compatible version certified by PDF eXpress.

4. Completion of the IEEE Copyright Transfer

The IEEE copyright transfer agreement must be submitted electronically via EDAS. Logging to EDAS and go to your papers page. Use IEEE Copyright Submission button and follow all next steps to sign the copyright electronically.

5. Upload the prepared camera-ready manuscript

Upload the IEEE Xplore-compatible PDF generated by PDF eXpress to the conference system WITHOUT making any changes to the file or filename.

Indicate which author will be presenting the paper.

Please note that an accepted paper will be published in the proceedings and submitted to IEEE Xplore ONLY if the final camera-ready version is submitted and accompanied by the copyright form, and registration is completed for at least one of the authors (presenting author) and the paper is presented during the conference. By submitting the paper you agree to these terms

6. Policy on Plagiarism

All papers submitted to UPEC 2021 will be checked for plagiarism via the IEEE CrossCheck system. Papers with a high similarity (including self-plagiarism) may be rejected. Note that even if a paper is accepted and has paid for registration, the technical programme committee has the right to reject the paper and to not publish the paper in the proceedings. For further information please see IEEE Plagiarism Information Center.

Categories
Authors

EDAS upload issue – Bottom Margin

“Upload failed: The bottom margin is 1.334 cm on page 1, which is below the required margin of 2.44 cm.”

If you are getting an error message from EDAS similar to the one copied above when you are uploading your manuscript, please remove the IEEE Copyright Notice in the footer that comes from the IEEE A4 template and re-upload the full paper manuscript for review.

We will investigate the issue and resolve it for the final camera ready submission.