Author Workflow

As an author, this guide walks you through the complete process of submitting your research paper to a conference using PaperFox, from initial preparation through final camera-ready submission.

Pre-Submission Preparation

1. Research and Conference Selection

Finding the Right Conference:

Browse available conferences through the conference listings
Filter by research area, location, and dates
Review conference scope and themes
Check submission deadlines and requirements

Conference Evaluation Criteria:

Scope Alignment: Does your research fit the conference themes?
Track Selection: Which track best matches your work?
Timeline: Can you meet submission and presentation deadlines?
Audience: Will conference attendees be interested in your work?

2. Understanding Conference Structure

Conference Organization:

Conference: Overall event with multiple tracks
Tracks: Specific research areas or themes
Submission Types: Full papers, short papers, posters, demos
Review Process: Single-blind, double-blind, or open review

Accessing Conference Information:

Visit the conference's public page
Review track descriptions and submission guidelines
Check formatting requirements and deadlines
Note any special submission instructions

Paper Preparation

1. Format and Length Requirements

Standard Requirements:

File Format: PDF (primary), sometimes Word accepted
Page Limits: Varies by track and submission type (typically 6-12 pages)
Font: Usually Times New Roman, 10-12pt
Margins: Standard 1-inch margins
References: Properly formatted citations

Formatting Guidelines:

Use official conference templates when provided
Follow exact formatting specifications
Include all required sections (abstract, keywords, etc.)
Ensure figures and tables are clear and readable
Check for proper grammar and spelling

2. Content Preparation

Essential Paper Components:

Title: Clear, descriptive, and compelling
Abstract: Concise summary (typically 150-300 words)
Keywords: 3-6 relevant research keywords
Introduction: Background, motivation, and objectives
Methodology: Research approach and methods
Results: Findings and analysis
Discussion: Interpretation and implications
Conclusion: Summary and future work
References: Complete and properly formatted

Quality Checklist:

Original, unpublished work
Clear contribution to the field
Sound methodology and analysis
Relevant to conference scope
Well-written and organized
Proper attribution and citations

Information to Remove:

Author names and affiliations
Acknowledgments mentioning authors
Self-citations that reveal identity ("our previous work")
Project names that could identify authors
URLs to personal websites or repositories
Identifying information in figures or examples

Anonymization Best Practices:

Replace identifying references with placeholder citations
Use generic institution names where necessary
Remove identifying metadata from files
Anonymize any datasets or code references
Check PDF properties for hidden author information

Submission Process

1. Creating Your Account

Account Setup:

Visit the conference submission page
Click "Create Account" if you don't have one
Verify your email address
Complete your profile information
Add institutional affiliation and ORCID ID

Profile Information:

Full name and professional email
Institutional affiliation
Research areas and expertise
ORCID ID (recommended for identification)
Contact information

2. Starting a New Submission

Submission Initiation:

Navigate to the conference's public page
Review track options and select appropriate track
Click "Submit Paper" or track-specific submission link
Begin filling out the submission form

Pre-Submission Checklist:

✅ Confirmed conference scope alignment
✅ Selected appropriate track
✅ Reviewed submission guidelines
✅ Prepared all required materials
✅ Checked deadline and timezone

3. Completing the Submission Form

Required Information:

Basic Paper Details:

Title: Your paper's full title
Abstract: Comprehensive summary
Keywords: Relevant research terms
Track Selection: Choose the most appropriate track
Submission Type: Full paper, short paper, poster, etc.

Author Information:

Primary Author: Corresponding author details
Co-authors: All contributing authors in order
Affiliations: Institutional information for all authors
Author Contributions: Description of each author's role
ORCID IDs: Author identification numbers (when available)

File Uploads:

Main Paper: PDF of your research paper
Supplementary Materials: Additional files (if permitted)
Data Availability: Links or statements about data access
Source Code: Repository links (if applicable)

Additional Declarations:

Ethics Approval: Research ethics compliance
Conflicts of Interest: Financial or personal conflicts
Previous Publication: Confirmation of originality
Submission Agreement: Acceptance of conference terms

4. Form Validation and Submission

Pre-Submission Verification:

Review All Information:
- Check all fields for accuracy
- Verify author information is complete
- Confirm file uploads are correct
- Review additional declarations
File Verification:
- Ensure PDF is readable and accessible
- Check that file size meets requirements
- Verify supplementary materials are included
- Test that all links work correctly
Final Submission:
- Review submission summary
- Accept submission terms and conditions
- Click "Submit Paper"
- Save confirmation number for records

Submission Confirmation:

Receive immediate confirmation on screen
Get confirmation email with submission details
Note your submission ID and tracking information
Receive timeline for review process

Post-Submission Tracking

1. Monitoring Submission Status

Access your submissions dashboard to track all your submissions across conferences:

Submission Dashboard Features:

View all current and past submissions
Check submission status and progress
Access review timeline information
Download submission confirmation documents
Monitor review and decision deadlines

Status Indicators:

Submitted: Successfully submitted, awaiting review
Under Review: Assigned to reviewers, review in progress
Under Discussion: Reviewers discussing, decision pending
Decision Available: Final decision has been made
Revision Required: Accepted with required revisions
Camera-Ready Due: Preparing final version for publication

2. Communication with Organizers

When to Contact Track Chairs:

Technical issues with submission
Need to update author information
Questions about review timeline
Clarification on revision requirements

Professional Communication:

Use provided contact information
Be specific about your submission (include ID)
Ask clear, concise questions
Maintain professional tone
Allow reasonable time for responses

📬 Receiving and Responding to Reviews

1. Understanding Review Notifications

Decision Notification Contents:

Overall Decision: Accept, minor revisions, major revisions, or reject
Review Summary: Overview of reviewer feedback
Individual Reviews: Detailed feedback from each reviewer
Revision Requirements: Specific changes needed (if applicable)
Timeline: Deadlines for revisions or final submissions

Decision Categories:

Accept: Paper accepted as-is or with minor formatting changes
Minor Revisions: Accepted pending small, specific improvements
Major Revisions: Significant changes required, re-review likely
Reject: Paper not suitable for conference in current form

2. Analyzing Reviewer Feedback

Review Analysis Process:

Initial Reading:
- Read all reviews completely
- Note overall consensus or disagreements
- Identify main concerns and suggestions
- Assess feasibility of requested changes
Detailed Analysis:
- Create a list of all reviewer comments
- Categorize feedback (technical, presentation, scope)
- Prioritize changes by importance and effort
- Plan your response strategy
Response Planning:
- Address all reviewer concerns systematically
- Plan how to implement suggested improvements
- Identify areas where you disagree and need to respond
- Prepare timeline for revision work

🔄 Revision Process

1. Preparing Revisions

Revision Strategy:

Create Response Document:
- Address each reviewer comment individually
- Explain changes made or reasons for not changing
- Reference specific page/line numbers
- Maintain respectful and professional tone
Implement Changes:
- Make all agreed-upon revisions
- Improve clarity based on feedback
- Add missing information or analysis
- Correct any identified errors
Track Changes:
- Highlight all changes in revised manuscript
- Create clean version without track changes
- Document all modifications clearly
- Ensure revision addresses all concerns

2. Submitting Revisions

Revision Submission Process:

Prepare Submission Package:
- Revised paper (clean and track-changes versions)
- Point-by-point response to reviewers
- Cover letter summarizing major changes
- Any additional requested materials
Submit Through System:
- Access your original submission
- Upload revised files
- Complete revision form if required
- Submit by specified deadline
Post-Revision Process:
- Receive revision confirmation
- Wait for re-review (if required)
- Respond to any follow-up questions
- Prepare for final decision

📄 Camera-Ready Submission

1. Final Paper Preparation

For Accepted Papers:

Incorporate all final feedback
Follow camera-ready formatting guidelines
Update acknowledgments and author information
Include any required conference information

Camera-Ready Requirements:

Final PDF in specified format
Updated author information and affiliations
Copyright transfer forms (if required)
High-quality figures and tables
Complete and accurate references

2. Final Submission Process

Final Submission Steps:

Receive camera-ready instructions
Prepare final version with all requirements
Submit through designated system
Complete any required copyright forms
Confirm receipt and processing

Managing Multiple Submissions

1. Submission Portfolio Management

Best Practices:

Keep detailed records of all submissions
Track deadlines across different conferences
Maintain version control for your papers
Monitor review timelines and follow up appropriately

Organization Tips:

Use submission tracking spreadsheet
Set calendar reminders for all deadlines
Maintain separate folders for each submission
Keep all correspondence and documentation

2. Ethical Considerations

Multiple Submission Guidelines:

Don't submit the same work to multiple conferences simultaneously
Clearly acknowledge related prior work
Follow each conference's submission policies
Maintain integrity in all submission processes

🚨 Common Challenges and Solutions

Submission Technical Issues

Problem: Cannot upload files or complete forms
Solution: Try different browsers, contact technical support, check file formats

Missed Deadlines

Problem: Cannot meet submission deadline
Solution: Contact organizers immediately, request extension if possible, prepare for next year

Review Disagreements

Problem: Reviewers have conflicting opinions
Solution: Address all concerns systematically, focus on improving the paper overall

Revision Challenges

Problem: Reviewer requests seem impossible to implement
Solution: Communicate with track chairs, explain limitations clearly, propose alternative solutions

Format Compliance Issues

Problem: Paper doesn't meet formatting requirements
Solution: Use official templates, carefully review guidelines, ask for clarification if needed

Key Access Points for Authors

Conference Listings: Browse available conferences
Your Submissions: Track all your submissions
Conference Public Pages: Access conference information and submission portals
Submission Status: Monitor individual submission progress

Submission Quality Checklist

Before Submitting Any Paper:

✅ Original, unpublished research
✅ Fits conference scope and track
✅ Meets all formatting requirements
✅ Complete author information
✅ Proper anonymization (if required)
✅ All required files uploaded
✅ Proofread for errors
✅ Ethics and conflict declarations complete
✅ Submission deadline met
✅ Backup copies saved

Timeline Planning Template

3+ Months Before Deadline:

✅ Identify target conferences
✅ Begin paper writing
✅ Plan research completion

1 Month Before Deadline:

✅ Complete first draft
✅ Internal review and feedback
✅ Begin formatting and preparation

1 Week Before Deadline:

✅ Final review and proofreading
✅ Complete submission form
✅ Prepare all required files
✅ Submit early to avoid last-minute issues

Successful paper submission requires careful preparation, attention to detail, and adherence to conference guidelines. Following this workflow helps ensure your research reaches the appropriate audience and receives fair evaluation.