Publication-Ready Author Instructions

CHI 2022 Publication-Ready Author Instructions

Once you have received your conditional acceptance notification, there are necessary steps you have to complete to prepare your final submission for publication. All conference venues that publish papers and extended abstracts in the ACM Digital Library will follow this process. If you have questions, please contact the publications chairs (publications@chi2022.acm.org or in the #chi-22 channel of the SIGCHI Discord). (This page is a tailored version of Final Submission Author Instructions for SIGCHI Conferences)

The following chart (click for a larger version) depicts the CHI 2022 publication process beginning with the conditional acceptance notification until authors receive the final acceptance notification. Based on what we learned from CHI 2021, we adapted the process. While all steps are the same as in CHI 2021, the order in which they have to be completed is different.

A flow diagram detailing the different steps (explained in the next paragraph) in the publication process from conditional acceptance to final acceptance.

Some time after authors get a conditional acceptance notification, they will get an email with information about the e-Rights process. After the submitting author has filled in the ACM e-Rights form (to be completed before the “e-rights completion deadline”), they get an automated email with a link to the TAPS upload form. In parallel, authors have to apply the changes requested by reviewers to their document and format it according to the instructions in this document.

Once the submission is ready, the submitting author uploads the source files and supplementary files to TAPS (first version must be uploaded before the “initial upload to TAPS deadline”). TAPS will then generate PDF and HTML5 outputs from the sources and notify the submitting author of problems via email. The submitting author then needs to check whether both versions have been rendered correctly. If not, authors need to fix errors and re-upload the sources to TAPS. They may request help from TAPS support and publication chairs.

After successfully validating the outputs from TAPS, the submitting author adds tags for accessibility to the PDF file from TAPS. The accessible PDF, source files, and all supplemental material (e.g., videos) have to be uploaded to PCS. This step needs to be completed in PCS before the “publication-ready deadline”. The Associated Chairs (ACs) or venue chairs will decide the final acceptance of the submission. Finally, the authors will receive the final acceptance notification of their submission. After this time, no changes will be needed or accepted.

ACM e-Rights

After conditional acceptance notification, you will receive an email from the ACM e-Rights system to begin the publication process for your paper. Only after completion of the form, it is possible to upload the source files to TAPS.

  • The e-Rights form will only be sent to the contact author, so it is important that this person is able to respond to emails and complete the form.
  • This email will come from rightsreview@acm.org. Please remain alert for this email after your acceptance notification, as it may be sent to spam.
  • Ensure that the paper title, author names, and emails are exactly how you want them to appear on your final publication. If you find that the information is not correct please update them in e-Rights and in PCS, otherwise the program will be wrong. If there is a mismatch between this information and the one provided in the source file, you may have the same mismatch between the PDF, HTML of your paper and ACM Digital Library metadata. Any mismatches will delay the publication of your paper. If you need to amend the author list, please contact the technical program co-chairs (tpc@chi2022.acm.org) to get approval prior to applying the change. Note that, in most cases, changing the author list will not be possible as conflicts during the reviewing process are handled based on the author list provided at submission time.

Final Materials for Publication

The following materials are required for publication or can optionally be submitted.

Document Source for Publication (required)
The source file(s) for your submission (.docx file or .ZIP archive of LaTeX source).

Final PDF (required)
The final, camera-ready, accessible PDF which was generated from the source file(s) by TAPS.

Video Preview (optional but highly recommended)
Video Previews are 30-second videos that give a quick glimpse of your work and help promote your publication within the CHI community and beyond. Video Previews are a great opportunity to make your work stand out and reach conference attendees, researchers and practitioners within and outside the community, journalists and the general public. The video duration must be 30 seconds or less. The video must include an opening title and all spoken dialog should be closed captioned (subtitled) to improve accessibility. Please, find all technical information under Technical Requirements and Guidelines for Videos at CHI and the Video Preview guide.

Video Figure (optional)
You may include a 5-min video figure that accompanies your paper. The video must include an opening title and all spoken dialog should be closed captioned (subtitled) to improve accessibility. See Technical Requirements and Guidelines for Videos at CHI for details.

Supplemental Materials (optional)
Supplemental Materials are optional but must be uploaded as a single ZIP file. This material will only appear in the ACM DL. The ZIP file can contain survey material, source code, data, images, additional videos, slides etc. Sharing research material to facilitate replicability is optional but recommended (see transparency section in CHI’s guide to a successful submission). If you submit supplemental materials, a readme file called README.md must be provided describing the files included in the ZIP file. This description should include, for example, the file types contained in the ZIP file, the software needed (if any) to view or execute the files, and any other relevant information explaining how the supplemental material relates and supports the ACM submission. If you uploaded supplemental materials, but you did not provide a README.md file, your supplemental material will not appear in the ACM DL.

Author Generated PDF (optional)
The publication system (TAPS) will generate the primary pdf for your paper. However, you can also submit a supplementary ‘author generated’ PDF that you have created yourself. Please be aware that this author generated PDF will only be displayed in the supplemental material section of the ACM Digital Library, and thus, will NOT be retrieved as the primary PDF for the paper.

Preparing Your Final Source

All authors should ensure they are using the latest version of the template available on the ACM Templates page.

Word Authors

After downloading the correct ACM Master Article Template for Microsoft Word, you need to follow the instructions in this PDF file to attach the ACM Template to your submission file:

  • Attach Template from the downloaded location to your submission file.
  • Apply appropriate style to each element of Head, Body and Reference. For this, please check Table 1 in the original Submission Template file, which contains a list of the styles you should apply (see screenshot below)
  • Run Crosslinking to auto hyperlink all citations from the Template ribbon.
  • Press the ‘ACM Template’ button and run ‘Manuscript Validation’.
  • Validation process was successful. Then ZIP your submission, following the established format, and upload to TAPS.
  • If validation does not work after following the steps above, please contact confsupport@aptaracorp.com and publications@chi2022.acm.org.

Please note that you must run the “Manuscript Validation” macro on your Word document, and have it complete before uploading the Word document to TAPS.

Table 1: Styles available in the Word template, taken from the ACM Word Submission template on 16 July 2021.

Style Tag Definition Style Tag Definition
Title_document main title of article ListParagraph list items
Subtitle subtitle of article Statements math statements
Authors author name Extract block quotations
Affiliation author affiliation information Algorithm Caption caption for algorithm
AuthNotes footnote to author(s) AckHead heading for acknowledgements
Abstract abstract text AckPara acknowledgements text
CCSHead heading for CCS Concepts GrantSponsor sponsor of grant
CCSDescription CCS terms GrantNumber number for the grant
KeyWordHead heading for keywords ReferenceHead heading for references
Keywords keywords text Bib_entry references
ORCID authors ORCID # AppendixH1 appendix heading level 1
Head1 heading level 1 AppendixH2 appendix heading level 2
Head2 heading level 2 AppendixH3 appendix heading level 3
Head3 heading level 3 TableCaption title of table
PostHeadPara first paragraph after a heading TableHead column head of table
Para subsequent paragraphs of general text TableFootnote footnote to table
ParaContinue flush left text after display items like math equations, lists, etc. Image figures
DisplayFormula numbered math equation DOI digital object identifier
DisplayFormulaUnnum unnumbered equations Label label
ComputerCode display computer codes In-text code intext computer code
Short Title short title of article    

Word authors should follow these instructions.

  • Use a filename that does not contain spaces and special characters.
  • Please ensure that ALL content in your Word document is styled with the correct styles as listed in the table provided in the template.
  • Use numbered style for Bibliography.
  • There are some common issues that can delay the processing of your publication. Please check for the following in your final version:
    • Ensure elements such as the title, headings, authors, acknowledgements, reference heading, and individual references are styled as described in the template.
    • If a single figure contains multiple images, these must be inserted as a single image.
    • All images/figures are of appropriate quality (to be able to be converted in required formats for HTML version) and must be followed by a caption.
    • Provide alt text (instructions available in the template) for all figures.
    • Remove all blank lines.

ACM’s Computing Classification System (CCS) is a taxonomy for the computing field. Authors are expected to select one or more descriptors (or “concepts”) from the CCS and add them to your document.

A list of CCS descriptors can be built for your article from https://dl.acm.org/ccs/ccs.cfm. Authors can select one or more descriptors and assign a priority to them. When a list of CCS descriptors has been built, that information must be added to your document. In Microsoft Word, adding CCS concepts to your document is a two-step process:

  • Select the formatted list of concept(s) from the Web interface – here’s an example:
    • Computer systems organization~Real-time operating systems
    • Paste it into your document, and style with the “CCSDescription” tag.
  • Select “view CCS TeX Code” and check the “Show the XML only” box, copy the XML and paste into your Word document in the following location (Mac):
    • Select “Properties” from the “File” menu
    • Select the “Summary” tab
    • Paste the XML into the “Comments” area
  • Select “view CCS TeX Code” and check the “Show the XML only” box, copy the XML and paste into your Word document in the following location (Windows):
    • Select “Properties” from the “File” menu
    • Select “Advanced Properties”
    • Select the “Summary” tab
    • Paste the XML into the “Comments” area

It is important to perform both parts of this task – inserting the formatted list into the body of your Word document and applying the appropriate style, AND inserting the XML representation of your selected CCS concepts into the metadata of your Word document.

LaTeX Authors

LaTeX source requires some preparation for final submission, please go through the ACM’s LaTeX best practices guidelines available here. Please ensure your source follows these requirements:

  • SIGCHI publications use the “sigconf” visual style. This is specified in the document class command. You should use \documentclass[sigconf]{acmart} (removing other tags such as “manuscript”, “authordraft”, “anonymous” and “review”). Please also make sure to use coding of basic elements as per the sigconf sample tex file available with the acmart LaTeX package.
  • All images are of appropriate quality (to be able to be converted in required formats for HTML5 version)
  • SIGCHI publications use the “ACM-Reference-Format” numbered bibliography style.
  • Your LaTeX source must have a single “main” .tex file, although you can organize your project with a main .tex file that includes input from multiple .tex files. Please remove all samples and old tex files that include a document class.
  • Ensure that your source compiles without errors. Some editors, such as Overleaf, will tolerate errors and generate a PDF, but this is not permissible for final publications. Please check the error log and correct all compilation errors before submitting your final source.
  • Ensure that your bibliography compiles. Accurate bibliographies are required for publication. If your bibliography has missing entries or other errors, your source will not be accepted for publication. Please check the warning log and correct all warnings and errors related to your bibliography before submitting your final source.
  • Ensure you check the list of approved packages for LaTeX documents. If you use a package not listed, please remove it early on as otherwise it will not be possible to process using TAPS. Packages can be asked to be added to the list, and you can always contact acmtexsupport@aptaracorp.com if you have questions.
  • Provide descriptions (instructions available in the template) for all figures.

Overleaf users can download LaTeX source files in a ZIP format by clicking the “Menu” button on the top-left corner and then clicking the “Source” icon in the “Download” section. Note that all samples and old tex files need to be deleted (see the above requirements) on Overleaf before downloading the ZIP file; this can be done by right-clicking each unnecessary file and then selecting the “Delete” option. Authors who need technical support about Overleaf should contact support@overleaf.com.

Accessibility

SIGCHI publications must follow accessibility guidelines. Detailed instructions are available in the Guide to an Accessible Submission. Please be aware that adding accessibility features to your PDF requires access to Acrobat Pro DC. If you do not have access to this software, you may not be able to add the accessibility features to your final PDF by yourself. You can reach out to the accessibility chairs (accessibility@chi2022.acm.org) if you do not have access to Acrobat Pro DC.

Using the ACM Publication System (TAPS)

Follow the ACM Instructions for Submitting the Author’s Paper/Article to TAPS. Please note that this will be an iterative process. The following is a summary of the steps to follow. For more details, refer to the ACM Instructions.

  1. Prepare your materials: create a ZIP file following the specifications. Please check that you are using the correct names for folders and files.
    1. More information on using Microsoft Word to prepare your article can be found in this document: https://homes.cs.washington.edu/~spencer/taps/article-word.html
    2. More information on using LaTeX to prepare your article can be found in this document: https://homes.cs.washington.edu/~spencer/taps/article-latex.html
  2. Delivering your material: submit your ZIP file to TAPS using the link sent to you by TAPS.
    1. If the ZIP file is less than 10MB in size, use the file uploader on that page.
    2. If the ZIP file is 10MB or greater in size, use the FTP link on that page.
  3. Processing your material: TAPS will attempt to build the PDF and HTML5 versions of your article.
    1. If TAPS is successful, you will receive an email with the PDF as an attachment, and a link to the HTML5 version. If you need to correct something, you have the option to reject the outcomes and resubmit your revised ZIP file.
    2. If not successful, you need to read the error messages, fix your files and resubmit. If you are not able to fix the errors you can contact the publications team (publications@chi2022.acm.org) or APTARA support via the contact form or tapssupport@aptaracorp.com.

Some important notes:

  • Filenames should ONLY include upper- and lower-case letters, numbers, the dash “-” and underbar “_” characters. (The period between the filename and the file extension – “figure7.png” is fine.)
  • In case you do not have supplementary materials, you must add an empty folder to your ZIP file.

Approving Your Final Submissions in ACM TAPS

After the final submissions are processed by TAPS, you will receive an email asking you to approve your final version for publication. The link provided will take you to the TAPS Author Dashboard for your paper.

  • The TAPS Author Dashboard email will only be sent to the corresponding author, so it is important that this person is able to respond to emails and complete the form.
  • This email will come from tapsadmin@aptaracorp.awsapps.com. Please remain alert for this email after you have uploaded your source, as it may be sent to spam. This may take up to two weeks to arrive depending on the size of the conference and the processing required.
  • When you receive an email titled “PDF and HTML Proofs: available for review” please follow the links provided to access the TAPS generated PDF and HTML files.
    • Carefully review the generated files and check for rendering problems or missing content.
    • If you approve the proofs, make your PDF accessible by following the instructions provided in the email or using the following link https://sigchi.org/conferences/author-resources/accessibility-guide/. Your submission is complete and ready for publication in the Digital Library.
    • If you do not approve the proofs, you can revise your source files, create the ZIP file again and submit to TAPS. Submit your final accessible PDF and the corresponding source file (Word or LaTeX source) to PCS.

Uploading Your Final and Approved Documents to PCS

In the final step, the accessible proofs now need to be uploaded to PCS for the associated chair (AC) or venue chair to review. Additionally, it is required to submit a summary of changes for some venues like Papers. Based on this the AC or venue chair will make the final decision on the acceptance of the paper; thus, triggering the final acceptance email.

Green Open Access

All SIGCHI authors are encouraged to archive their work in a “green open access” repository in line with ACM’s Green Open Access Policy. Authors can host their final versions on their own homepage, an institutional repository, a repository mandated by your funder, or a non-commercial repository like arXiv.

  • You must archive a version (PDF) created by yourself. You are not allowed to archive the official version (PDF) created by the ACM.
  • Include the DOI assigned once you complete the e-rights form.

Frequently Asked Questions

Q: What do I do if I do not get a response email from TAPS after submitting?
A: If you have not received a notification email after 24 hours, contact confsupport@aptaracorp.com and publications@chi2022.acm.org

Q: My final PDF or HTML is showing wrong metadata (e.g. author name, email, title), what can I do?
A: This requires the proceedings chairs to help you out, please reach out to publications@chi2022.acm.org.

Q: What if I do not have Adobe Acrobat Pro DC for adding the accessibility tags to the PDF?
A: Reach out to the accessibility chairs (accessibility@chi2022.acm.org)

Q: TAPS did not provide me with my final PDF in time. What should I do?
A: Reach out to publications@chi2022.acm.org before the deadline—we will make sure that you have the time needed to review your final version.

Q: Does my final PDF have to contain author names and affiliations?
A: Yes.

Q: Should the version in TAPS be the redline version of my paper?
A: No, this should be the final version you want to see in the ACM DL. 

Q: Does TAPS generate a PDF with changes highlighted?
A: No, you need to generate a PDF with changes highlighted yourself if you wish to do so. 

Q: Can I upload a different PDF file to PCS?
A: No, the PDF file in PCS must be the TAPS generated PDF with accessibility added. Non-matching PDFs will be automatically rejected.

Q: What do I do if I want to reupload my paper to TAPS after I have approved it?
A: Reach out to
publications@chi2022.acm.org

Q: What do I do if my paper title has changed?
A: Reach out to
publications@chi2022.acm.org

Q: What do I do if any information of the displayed authors is wrong (PDF or HTML)?
A: Reach out to
publications@chi2022.acm.org

Q: TAPS does not allow me to upload a new version. What can I do?
A: Reach out to
publications@chi2022.acm.org 

Q: TAPS support is not responding. What can I do?
A: Reach out to
publications@chi2022.acm.org so we can follow up on your problem and also know about your situation. However, currently the TAPS support team is slow due to the high load of requests.

Q: Do I need to upload my supplemental material to TAPS?
A: No, only to PCS. Only the materials in PCS will go into the ACM DL.

Q: Do I need to upload my companion videos to TAPS?
A: No, only to PCS. Only the videos in PCS will go into the ACM DL and YouTube.

Q: Can I upload more than 10MB per ZIP?
A: Yes, but this
massively delays your processing; thus, we ask you to keep your ZIP files under 10MB.

Q: Am I required to manually add accessibility to my PDF?
A: Yes.

Q: How do I add accessibility to my PDF?
A: Please see
https://sigchi.org/conferences/author-resources/accessibility-guide/ if you still have issues reach out to accessibility@chi2022.acm.org 

Q: Which LaTeX packages are accepted to be used?
A: See
https://www.acm.org/publications/taps/accepted-latex-packages

Q: Do I need to clear my document source files (Word or LaTeX)?
A: No, your source files are likely to never be looked at. It provides us with the ability to recompile your PDF in case we can not reach you. 

Q: Do I need to include my final PDF and/or supplementary materials in the ZIP I need to upload to TAPS?
A: No, CHI’22 ignores all additional files uploaded to TAPS, please only upload your extra files to PCS.

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