Publication Chair

Custodian of conference outputs.
The Publication Chairs ensure that all scholarly and practitioner contributions are produced, formatted, checked, and published in line with the standards of iLRN, IEEE, or Springer. They coordinate the production of the program, abstracts, proceedings, and reports—safeguarding both the quality and the visibility of iLRN2026’s intellectual contributions.

🎯 Responsibilities at a Glance (Checklist)

Program & Proceedings Production
- Coordinate with Program Chairs and authors to produce:
  - Conference program
  - Abstract book
  - Proceedings (academic + practitioner)
  - Tutorials/colloquia materials (if any)
Call for Papers Alignment
- Ensure CfP and website contain IEEE/Springer formatting requirements (academic stream).
- Ensure CfP and website contain iLRN stylistic standards (practitioner stream).
Volunteer Recruitment
- Recruit and train volunteers for proceedings preparation.
- Ensure at least one volunteer has LaTeX proficiency.
Camera-Ready Compliance Checks
- Verify Academic Stream papers comply with IEEE/Springer standards.
- Verify Practitioner Stream papers comply with iLRN standards.
- Communicate corrections or revisions to authors.
Final Submission Prerequisites
- Confirm:
  - Author registration completed (with Registration Chair)
  - Authors presented their work (with Session Chair Director)
  - Copyright forms submitted
  - Checklist responses submitted/initialled
Proceedings Submission
- Provide proof of proceedings to authors (minor lapses corrected).
- Submit final proceedings to IEEE or Springer.
- For practitioner papers: create DOIs.
Preface & Metadata
- Request Preface from General Chairs.
- Request reviewer list, awardees, sponsors, keynote speakers, etc. from Program Chairs.
Reporting
- Provide statistical and qualitative reports (e.g., acceptance rates, reviewer stats).
- Supply data for listing/ranking/indexing requirements.

🗓️ Timeline & Key Milestones

12–9 months out: Coordinate with Program Chairs on CfP formatting requirements.
6 months out: Recruit volunteers; set up workflows for LaTeX/Word templates.
3 months out: Prepare draft program/abstracts template; test workflows.
Camera-Ready Deadline: Begin compliance checks, liaise with authors.
Pre-Conference: Confirm registration/presentation status, copyright, checklist.
Conference Week: Coordinate live updates (program corrections, abstracts, addenda).
Post-Conference: Submit proceedings to IEEE/Springer; finalize DOIs; archive proofs.
Reporting: Deliver acceptance stats and indexing data to General Chairs.

🛠️ Working Toolkit (MVP)

Author Guidelines (Academic) – IEEE/Springer formatting
Author Guidelines (Practitioner) – iLRN standards
Camera-Ready Checklist (with copyright, registration, compliance)
LaTeX + Word Templates for proceedings
Volunteer Training Pack (file prep, LaTeX support, proofing)
Proceedings Submission Workflow (IEEE/Springer portals)
DOI Assignment Guide (for practitioner papers)
Reporting Template (acceptance rates, reviewer data, awards)

🤝 Coordination Map

General Chairs: Provide Preface; approve final proceedings.
Program Chairs (Academic & iLEAD): Supply reviewer list, awardees, sponsors, keynote speakers.
Registration Chair: Confirm author registration status.
Session Chair Director: Verify authors presented their work.
Volunteers (Publication Team): Assist with compliance checks, proofing, formatting.
IEEE/Springer Contacts: Liaise on submission process and standards.

🧩 MVP vs. Nice-to-Have

MVP:

Templates (Academic & Practitioner) in Word + LaTeX
Camera-Ready Checklist
Volunteer with LaTeX expertise onboard
Proofing workflow defined
Metadata gathered from General & Program Chairs
Proceedings submitted to publisher

Nice-to-Have:

Automated compliance checker script (LaTeX/Word)
Online author FAQ for formatting questions
Infographic of acceptance rates and global participation
Archival “Proceedings Showcase” page in Codex
Training webinar for new Publication Volunteers

🪴 Notes

Publication Chairs serve a 2-year term, with the first year as apprentice.
The role is both administrative (ensuring compliance and workflow) and scholarly (guaranteeing iLRN outputs are professionally published and indexed).
Success = authors feel supported, proceedings meet international standards, and iLRN research is discoverable worldwide.

The iLRN2026 Conference Organizing Committee member Publications Chair role description:

The Publication Chair/s are responsible for the coordination of production of conference content (e.g., papers from special tutorial sessions or colloquia, summaries of conference papers, programs, etc.) and serves as the point of contact for all IEEEXplore or SPRINGER submission-related inquiries before and after the conference.

More specifically the Publication Chairs have the following responsibilities:

Produce, or coordinate with Program Chairs and publishing authors to produce the program/abstracts, book (if any), and the conference proceedings.
Work closely with the Program and Practitioner Chairs from the outset to ensure the Call for Papers and website contain the necessary information to make authors aware of the Springer stylistic and formatting requirements.
Recruit and train volunteers for the preparation of the conference proceedings (ensuring that there is at least one who knows how to work in Latex).
After the camera ready papers are submitted on the electronic platform, the Publication Chairs

check that Academic Stream submitted papers comply with the IEEE or SPRINGER standards and Practitioner Stream papers comply with iLRN standards and communicate with the authors accordingly
check with Registration Chair that the papers are registered
check with Session Chair Director that authors presented their work
check that copyright forms are submitted
check that checklist response are submitted and initialled
Provide proof of conference proceedings for authors (for minor lapses that may have occurred) prior to submission to the IEEE or SPRINGER
In case of a practitioner's papers, also create the DOI.
Ask General Chairs for the Preface; Ask Program Chairs for the list of reviewers (program committee), awards, sponsors, Keynote speakers and others information to proceedings;

Provide statistical and qualitative reporting to the General Chairs, particularly in association with listing/ranking/indexing requirements.

The Publication Chairs are appointed to serve for a 2-year term. The first year in an apprentice role to a more experienced PC.