M E M O R A N D U M
Date: July 23, 2007
To: CRSS/ASPRS Fall Conference Proceedings Authors
From: Kimberly Tilley, ASPRS Director of Communications
Subject: Preparation of Papers for CRSS/ASPRS “Our Common Borders – Safety, Security, and the Environment Through Remote Sensing” Conference Proceedings
With this memo you are receiving your copyright forms and Instructions to Authors. All papers are to be limited to no more than 12 pages. Any pages over the 12-page limit will be charged $40 per page. Please send a check payable to ASPRS for the correct amount when you submit your paper.
Send your paper to:
CRSS/ASPRS Fall Conference Proceedings
c/o ASPRS
5410 Grosvensor Lane, Suite 210
Bethesda, MD 20814-2160
All papers must be received no later than midnight EDT on Tuesday, September 4, 2007.
If you have any questions regarding the Instructions to Authors or how to prepare your paper, please contact me or a member of my staff. Just to save time, I'll answer a few of the most common questions here:
"Can I get an extension on the deadline?"
No. The deadline is set so that we have time to prepare the proceedings and have them delivered for distribution at the meeting. If we push back the deadline, we might not be able to get the proceedings to the meeting. If your paper must be reviewed and approved by your agency prior to submission, do not wait until the week of the deadline to try and get it approved. This is not a valid reason for an extension.
"Do you want my paper on disk and a hard copy?"
Yes, we want your disk and a high quality laser printout of your paper with tables, graphs, formulas, and images in the correct place and to size in the body of the text. Please pay special attention to the part of the attached instructions headed “What to Submit.”
"Did you get my paper?"
If you are worried about your paper not meeting the deadline or getting lost in the mail, please send it by one of the many methods that provide a tracking number and receipt confirmation. The Post Office and many of the other delivery services can do this for you. We prefer that you not ask us to call you about receiving your paper. We receive about 100 papers for these Proceedings, so it is not feasible for us to call you or respond to calls asking if we have received a paper. However, if you supply an email address, you will get a message indicating that your paper was received.
"What is the recommended font on a laser printer?"
A 10-point Times Roman font is the size we ask you to use for the body text. Sizes for the headlines vary, so please read the instructions. NOTE: it is important that you imbed the fonts in all graphics.
"Can I publish color illustrations?"
Yes, and at no cost to you. The proceedings are being published on CD ROM only, so there will be no charge for color illustrations.
"What if I need to make corrections to my paper once you've received it?"
We can not make corrections to papers. If you find that you MUST make critical corrections, please submit a new disk and hardcopy of the paper CLEARLY STATING THAT IT IS TO REPLACE THE ONE ORIGINALLY RECEIVED. This should be done AS SOON AS POSSIBLE. There will be no extensions for corrected papers.
"Do I have to submit a paper?"
People ask this question all the time. Please understand that it is NOT a requirement to submit a paper to the proceedings. You may still give your oral or poster presentation, even if you do not send a paper for the proceedings. However, we certainly hope you will submit your paper, as attendees are interested in reading them. If you don't have time to submit a full paper, we will take a summary version; however, it must be at least 5 pages in length and MUST conform to the format in the Author Instructions. Simple abstracts will NOT be published in the proceedings.
"I cannot find the Instructions for Authors or the Assignment of Copyright forms. How can I get a copy?"
If you need additional copies of the instructions or forms, please check the ASPRS website at www.asprs.org and click on the ASPRS/CRSS Specialty Conference link, then select the “Proceedings Information” buttons. If the Internet is not available to you, send me an email with your request to <kimt@asprs.org>.
“How do I register?”
Presenters who submit papers or posters for publication in the conference proceedings MUST REGISTER by September 28th to ensure publication. All presenters must be registered by September 28th or they will be dropped from the Final Program. Please us the registration form at http://www.asprs.org/ottawa07/registration.html. Presenters who are only attending the conference on the day they are presenting their paper/poster may register at the appropriate daily registration rate.
If you are not a student, but are presenting a poster, you may register at the proper presenter rate. All presenters are expected to register for the conference at the appropriate rate (early registration, member or nonmember, etc.). When you register on line you should see a screen immediately after you hit the “Submit” button that tells you the registration went through and gives you a confirmation number. The registration company will send you another confirmation within a few weeks. If you do not see that screen, then the registration did not go through. To check on your registration status, call ASPRS Conference Registration at 301-608-3720 or toll-free at 888-233-2864. DO NOT CALL ASPRS DIRECTLY; we do not have the registration information at our headquarters office. PLEASE NOTE: If you wait to register at the last minute, the on line registration will be clogged and you may not be able to submit the registration on time.
Remember, you must pay your presenter registration in advance in order for your paper to appear in the final conference proceedings.
“I am a student, which registration rate do I have to pay?”
If you are a student and you are giving an oral presentation in a technical session or a poster presentation, you may register at the appropriate Student Registration Price as long as you provide a valid student ID with your registration.
Again, if you have further questions, please contact us. See you in Ottawa.
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