Frequently Asked Questions (FAQ)

Q1: Can I contact individual members of the organizing committee?

We kindly ask that you do not contact individual committee members directly. To ensure your inquiry is handled efficiently and receives a timely response, please use the official conference contact addresses. This helps us avoid overwhelming individual conference committee members and ensures your message reaches the right person.

Q2: I contacted the organizing team with a question, but haven’t received a response. What should I do?

IEEE SMC 2025 is a large-scale conference, and the organizing team receives a high volume of inquiries. Please allow sufficient time for the committee to review and respond to your message. Sending follow-up emails or reminders may unintentionally slow down the process, so we kindly ask for your patience while we work to get back to everyone as promptly as possible.

Q3: Can the Organizing Committee help me with PaperCept system issues?

No. Please do not contact the Organizing Committee for help with the PaperCept system. Instead, refer to the official PaperCept system manuals and support center. These resources cover all aspects of initial and final paper submissions. Helpful links are the 'Get started guide' and 'Contact Technical Support'!

Q1: What is the maximum length of contributions?

The maximum length for regular, special session, and workshop papers is 6 pages, with an allowance of up to 2 additional pages. Work-in-progress and industry papers have a maximum length of 4 pages. These page limits are inclusive of references, appendices, and other supplementary material. Overlength charges apply for papers exceeding the specified limits (details see Registration).

Q2: Can submitted contributions be submitted elsewhere?

No, contributions must be original works that have not been submitted elsewhere nor previously published or copyrighted. Prospective authors are expected to submit only their original works.

Q3: What is the review process for IEEE SMC 2025?

IEEE SMC 2025 will utilize a single-blinded review process, consistent with previous editions.

Q4: Is there any difference between Regular and Special Session contributions?

Regular and Special Session papers will be treated equally. They will be eligible for publication if they meet the criteria outlined in the Submission Guidelines.

Q5: Will Work-in-Progress and Industrial Papers be included in the conference proceedings?

Yes, accepted, registered, and presented Work-in-Progress and Industrial Papers will be treated the same as Regular and Special Session Papers and will be included in the conference proceedings.

Q6: Will registered contributions be published?

No, paper acceptance and registration alone are not sufficient for publication. According to IEEE's publication rules, contributions must be presented at the conference to be eligible for inclusion in the conference proceedings.

Q7: How are no-show contributions handled?

Accepted papers must be presented at the conference, either by the authors themselves or via proxy. If a paper is not presented, it will be deemed a "no-show" and will be removed from post-conference distribution. No-show papers will not be available in the IEEE Xplore® Digital Library or other public-access IEEE forums.

Q8: Will registered and presented contributions be published in IEEE Xplore?

Conference proceedings that meet IEEE quality review standards may be eligible for inclusion in the IEEE Xplore® Digital Library. IEEE reserves the right to exclude a paper from distribution after the conference (e.g., removal from IEEE Xplore), if the paper is not presented at the conference. 'Pay to publish' is not allowed by IEEE.

Q9: Will registered and presented contributions be indexed?

Yes, conference proceedings will be submitted by IEEE to Scopus and Ei Compendex for indexing after the conference, provided they meet the necessary requirements.

Q10: Can authors share their papers?

Authors are generally permitted to share and post their papers, provided they adhere to the IEEE's publication guidelines.

Q11: Can supplementary material be included in a submission?

Yes, supplementary material such as documents, code, and other information can be deposited on public platforms like YouTube, GitHub, and arXiv. Additionally, IEEE recommends using IEEE DataPort, TechRxiv, and Code Ocean for supplementary material.

Q12: Is it possible to add or remove authors after a paper has been accepted to IEEE SMC 2025?

Changes to the author list after acceptance are generally not permitted. However, in exceptional cases, such changes may be considered with prior approval from the Program Committee. If you need to request a change, please contact the Program Committee as early as possible at program@ieeesmc2025.org. Be sure to include the paper title and ID, the current list of authors, the proposed changes, and a brief justification. Please note that approval is not guaranteed and is subject to the conference’s publication policies.

Important: Unauthorized changes to the author list may result in the exclusion of the paper from the final program and proceedings!

Q13: Should I upload responses to the reviewers’ comments or the source files with the final paper?

No. A formal revision process is not foreseen at this stage. Only the final camera-ready PDF needs to be uploaded to PaperCept system. Reviewer responses and source files are not required.

Q14: Will my paper be presented as an oral or poster presentation?

The current plan is to have all Regular and Special Session Papers presented orally, while Work-in-Progress and Industry Papers will be presented as posters. However, due to space limitations, this arrangement may need to be adjusted. Detailed information about the final presentation format for each paper will be included in the draft final program, which is expected to be available in early September (see Important Dates).

Q15: When will the conference proceedings be available?

All registered participants will receive electronic access to the official conference proceedings at the start of the event.

For more details, please refer to the Submission Guidelines!

Q1: How can I become a reviewer?

To volunteer as a reviewer, please register in the PaperCept system and ensure your profile includes accurate keywords reflecting your expertise. Then, email your PIN and a brief message expressing your review interest to program@ieeesmc2025.org before May 4, 2025.

Q2: I have questions about the review comments or outcomes. What should I do?

If you have any questions regarding the review feedback or decision on your submission, please contact the Program Committee at program@ieeesmc2025.org. Make sure to include the paper title, paper ID, and the names of the authors in your message. The Program Committee will review your inquiry and respond as soon as possible. Please allow sufficient time for a reply.

Q3: Can I access the results of the similarity check?

No. Similarity reports are for internal use by editors and associate editors only. They support the review process and are not shared with authors, in line with IEEE policy.

Q1: Is online participation and presentation of contributions possible?

IEEE SMC 2025 is primarily an in-person event. However, if authors of accepted and registered papers face issues such as visa application problems, health concerns, death notices, airline issues, etc., they will be allowed to present their work remotely. In such cases, participants must provide reliable documentation in English (or a certified English translation) of the issue, such as a declined visa application, to program@ieeesmc2025.org. Please include the paper title, paper ID, and names of the authors in your request!

Important: Requests submitted after September 30, 2025, will not be considered.

Q2: If none of the authors can attend the conference, can a colleague present the paper on our behalf?

Yes, a non-author may present the paper if none of the authors are available. However, this requires prior approval from the Program Committee. Without such approval, the paper will be considered a no-show and will not be published in IEEE Xplore. To request approval, please contact the Program Committee as early as possible at program@ieeesmc2025.org. Be sure to include the paper title, paper ID, names of the authors, and the name of the proposed presenter in your message. If approval is granted, the designated presenter must register the paper for the conference.

Important: Requests submitted after September 30, 2025, will not be considered.

Q3: Is travel support available?

Yes, the IEEE Systems, Man, and Cybernetics (SMC) Society offers travel support for Students and Young Professionals. For more details, please refer to the information in the Call for Travel Grants.

Q4: How can I request a visa invitation letter?

You can request an invitation letter during the registration process. In case of questions, don't hesitate to get in touch with the registration team at registration@ieeesmc2025.org

Q5: How can I request an acceptance letter for my contribution?

For accepted contributions, an official acceptance letter can be downloaded directly from the PaperCept system. Please log in to your account and navigate to your submission to access the letter.

Q6: I’ve registered and paid the participation fees, but the PaperCept system still doesn’t allow me to upload my final contribution. What should I do?

After completing your registration and payment, it may take up to 24 hours for the synchronization between the registration system and PaperCept to be reflected. If your status in PaperCept has not been updated after this period, please contact the registration team at registration@ieeesmc2025.org for assistance.

Q7: Will participants receive a certificate of participation?

Yes. All registered participants will receive an official Certificate of Participation electronically shortly after the conclusion of the conference. No action is required; certificates will be sent to the email address used during registration.

Q1: Where can I find the full conference program?

The complete program is available here.

Q2: What are the presentation modes at IEEE SMC 2025?

Presentations will be either on-site or virtual. Most papers will be presented in person, while a limited number will be available virtually via InfoVaya.

Q3: How do on-site and online participants access presentations?

On-site participants can attend all presentations (live and virtual). Online participants can only view virtual presentations on InfoVaya. No Zoom sessions or live streaming will be used.

Q4: Are virtual presentations live?

No. All virtual presentations are pre-recorded videos available on InfoVaya from October 3-12, 2025. Authors must monitor their InfoVaya page and respond to questions during this period.

Q5: What is required for on-site presenters?

On-site presenters must bring their presentation in PDF or PowerPoint format, upload it to the session PC before the session, and adhere to the 15-minute time slot (12 minutes presentation + 3 minutes Q&A). The presentation and an optional video can be uploaded to InfoVaya.

Q6: What is required for poster presenters?

Poster presenters must bring a printed A0 poster for on-site sessions and remain at their poster during the entire 90-minute session. An optional A4 PDF version can be uploaded to InfoVaya.

Q7: Are there presentation or poster templates available?

No, the conference does not provide specific templates for presentations or posters; authors may use their own designs (preferably in 16:9 format). However, we recommend including the paper title & ID, author names, and a reference to IEEE SMC 2025 on the opening presentation slide or at the top of the poster.

Q8: What materials must all authors upload?

All authors must upload a graphical abstract. Virtual presenters must also upload a video. Optional uploads include posters (A4 PDF) and slides.

Q9: When is the upload deadline for presentation materials?

All materials must be uploaded to InfoVaya between September 19 and 28, 2025.

Q10: How do I upload my materials?

Log in to InfoVaya using your email and password, select your paper, and upload the required files.

Q11: Do I need to be online at a specific time for virtual presentations?

No. Virtual presentations are asynchronous, but authors must respond to questions on InfoVaya during the online conference period.

Q12: What happens if I miss responding to questions on InfoVaya?

Failure to engage during the online period may result in your paper being marked as not presented.

Q13: Can I replace uploaded materials?

Yes. You can replace files on InfoVaya by editing your submission and uploading the new version before the deadline.

Q14: Who do I contact for technical support?

For InfoVaya-related issues, contact the helpdesk at helpdesk@delfys.com.

Q15: Why does the Infovaya program differ from the PaperCept version?

Last-minute updates are applied first in PaperCept and synced to Infovaya with some delay. Near the conference start, both programs should align. For the most current schedule, check PaperCept.

Q16: Can I use AI tools to generate a voice-over for my presentation?

No. The use of AI tools for generating voice-overs or any part of the presentation is not allowed. All presentations must reflect the presenter’s own voice and delivery to maintain authenticity and fairness.

Q17: Can I use my own computer for my presentation?

No. Presentation computers are provided by IEEE SMC 2025. Presenters should upload the presentation in the break before the session to avoid any delays in the sessions.

Q1: When will I receive my certificate of participation?

Certificates of participation are being prepared and will be distributed a few days after the conference concludes. Please allow some time for the local organisation team to complete this task following a very successful but intensive event..

Q2: How will I receive my certificate?

Certificates will be sent via email to the address used during registration. Please ensure your contact details are up to date.

Q3: When will the conference proceedings be available on IEEE Xplore® Digital Library?

The post-processing of papers is currently underway. According to IEEE guidelines, the complete package of papers must be submitted within 30 days after the conference. This includes final formatting, metadata preparation, and clarifications from some authors. Once submitted, IEEE typically requires a couple of weeks to process and publish the proceedings. Therefore, we expect the papers to be available on the IEEE Xplore® Digital Library during the second half of November at the earliest.

Update: Even though the complete IEEE SMC 2025 publication package was submitted to IEEE on time, IEEE has informed us that the publication process is taking longer than expected due to a significant backlog at the IEEE publication department and the record number of accepted papers (around 1,200) at this year’s conference. The publication on the IEEE Xplore® Digital Library is now planned for around the end of January to mid-February 2026. We appreciate your patience and understanding.

Q4: How can errors in papers published in IEEE Xplore be corrected?

After publication in IEEE Xplore, any corrections (e.g., author names, affiliations, title, abstract, or other metadata) must be requested directly from IEEE. The conference organizers cannot make changes once papers are published. IEEE provides a procedure for requesting corrections, subject to IEEE review and approval. Details are available at the IEEE MCE - Error in Xplore Published Paper/Metadata page.

Note: Major technical changes to the paper content are generally not permitted after publication.