Paper Submission Process

This guide walks you through the complete paper submission process in PaperFox, from initial preparation to final submission confirmation.

🎯 Overview

The submission process in PaperFox is designed to be straightforward while ensuring all necessary information is captured. Understanding each step helps ensure a smooth submission experience.

Process Stages

Pre-Submission Preparation
Account Setup and Access
Form Completion
File Upload and Validation
Review and Final Submission
Post-Submission Tracking

📋 Pre-Submission Preparation

Gather Required Information

Before starting your submission, collect:

Paper Details:

Final paper file (PDF format recommended)
Title and abstract
Keywords (typically 3-6)
Author information and affiliations
Corresponding author designation

Conference-Specific Requirements:

Track or category selection
Submission type (full paper, short paper, poster)
Ethics declarations or approvals
Supplementary materials (if applicable)
Formatting compliance verification

Verify Eligibility

Ensure your submission meets conference requirements:

Originality: Work must be unpublished and not under review elsewhere
Scope: Paper fits within conference themes and tracks
Format: Follows conference formatting guidelines
Deadlines: Submitted before the deadline
Authorship: All authors consent to submission

🚀 Getting Started

1. Access the Submission Portal

Navigate to the conference public page
Look for "Submit Paper" or "New Submission" button
Ensure you're on the correct conference site
You may also access through your PaperFox dashboard

If you don't have an account:

Click "Create Account" or "Sign Up"
Provide email, password, and basic information
Verify your email address
Complete your profile

If you have an account:

Use the "Sign In" option
Enter your email and password
Access your dashboard

3. Start New Submission

From your dashboard, click "New Submission"
Select the appropriate submission type
Choose the relevant track or category
The submission form will open

📝 Completing the Submission Form

Basic Information Section

Paper Title:

Enter the complete, official title
Avoid abbreviations unless standard in the field
Ensure title is descriptive and specific
Review for spelling and formatting

Abstract:

Paste or type your abstract text
Check word count limits (typically 150-300 words)
Ensure it summarizes key contributions
Review for clarity and completeness

Keywords:

Enter relevant research keywords
Typically 3-6 keywords required
Use standard terminology in your field
Separate with commas or as specified

Author Information

Primary Author (Corresponding Author):

This is automatically set to your account
Can be changed if you're submitting on behalf of someone else
Must be reachable for all communications
Responsible for submission management

Co-Authors:

Add all contributing authors in order
Include full names as they should appear in publication
Provide institutional affiliations
Verify email addresses for accuracy

Author Roles and Contributions:

Some conferences require contribution descriptions
Specify each author's role in the research
Follow conference guidelines for format
Be honest and accurate about contributions

Submission Details

Track Selection:

Choose the most appropriate track for your paper
Review track descriptions carefully
Contact organizers if unsure about fit
Some conferences allow track changes later

Submission Type:

Full paper, short paper, poster, etc.
Choose based on your work's stage and scope
Each type may have different requirements
Review type descriptions before selecting

Research Categories:

Select relevant research areas or topics
May be used for reviewer assignment
Choose all applicable categories
Be specific rather than overly broad

📁 File Upload Process

Preparing Your Paper File

File Format:

PDF is strongly recommended
Ensure file opens correctly
Check that all fonts are embedded
Verify images display properly

File Size:

Typically limited to 10-50 MB
Compress images if needed to reduce size
Remove unnecessary embedded objects
Test upload before final submission

Anonymization (if required):

Remove author names and affiliations
Anonymize self-citations
Remove identifying acknowledgments
Check for hidden metadata

Upload Process

Click "Choose File" or "Upload Paper"
Select your paper file from your device
Wait for upload to complete
Verify file uploaded correctly
Preview the uploaded file if option available

Supplementary Materials

If allowed:

Upload additional files (data, code, appendices)
Follow naming conventions
Ensure files are relevant and necessary
Check total size limits including main paper

✅ Review and Validation

Form Validation

The system will check:

All required fields completed
File formats acceptable
File sizes within limits
Email addresses valid
Abstract within word limits

Pre-Submission Review

Before submitting:

Review all information for accuracy
Check author names and affiliations
Verify track and submission type
Confirm file uploads are correct
Read submission terms and conditions

Common Validation Errors

File Upload Issues:

File too large: Compress or reduce quality
Wrong format: Convert to PDF
Corrupted file: Re-export and try again

Form Errors:

Missing required fields: Complete all marked fields
Invalid email: Check format and spelling
Word count exceeded: Edit abstract to fit limits

📤 Final Submission

Submission Process

Complete final review of all information
Check the "I agree to terms" checkbox
Click "Submit Paper" or "Complete Submission"
Wait for confirmation message
Save submission ID for your records

Submission Confirmation

Upon successful submission:

Confirmation message displayed on screen
Email confirmation sent to corresponding author
Submission ID provided for tracking
Dashboard updated with submission status

Submission Receipt

The confirmation email includes:

Submission ID number
Paper title and authors
Submission date and time
Track and submission type
Next steps and timeline

📊 Post-Submission Tracking

Status Monitoring

Track your submission through:

Dashboard: Log in to view current status
Email notifications: Automatic updates sent
Status meanings:
- Submitted: Successfully received
- Under Review: In review process
- Decision Made: Review completed