Frequently Asked Questions
| REGISTRATION |
| R1. How can I register for the conference? |
| To register, please use the online registration system on the 'Registration and Charges' page of the web site. Please do not submit the registration form unless you are ready to make payment immediately. If you submit the registration form without making payment your registration is cancelled. |
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| R2. I have submitted the online registration form. How do I know if I have registered successfully? |
| -- Payment by credit card -- If you successfully made payment, you will have received a receipt by email from PayPal. If you have received this email receipt for the full amount you owe, you are successfully registered. In due course (several days to a week) we will send our own email confirmation. If you have not received an email receipt from PayPal you are not registered, and we will not reserve an early registration place or a student registration place for you. -- Payment by cheque or bank transfer -- We will send you an email when the payment is received into our account. Payment by bank transfer may take a week or longer. The postal service may take a week to get a cheque to us, then a cheque may take another week to clear. We must receive the full registration amount and *you* must pay the charges your bank requires. If we do not receive the full amount your registration will not be confirmed or it may be cancelled even after confirmation. |
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| R3. How can I reserve an early registration place? I am a student, how can I reserve a student registration place? |
| To reserve a place at the early registration rate, or the student rate, you must complete the online registration form and we must receive payment before the Early Registration Deadline. Even if you have submitted the registration form, an early registration place or student registration place is not reserved for you until we receive full payment. |
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| R4. Can I reserve an early registration place, or a student registration place, by submitting the registration form but not paying? If I submit the form is an early registration place reserved for me until I pay the fee? |
| No. - If you submit the registration form and indicate 'payment by credit card' but cancel before PayPal receives your payment, your registration is cancelled. - If you submit the registration form and indicate 'payment by bank transfer' or 'payment by cheque' we will give you a few days for payment to reach us but an early or student registration place is NOT guaranteed unless we receive payment before the deadline. |
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| R5. Are there any scholarships or is there any financial support available to allow deserving students to attend the conference? |
| Unfortunately we have no scholarships. All those attending the conference must pay the appropriate fee. |
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| R6. Who should I contact about a problem or query about KES2006 registration? What should I do if I do not receive a reply to an email as quickly as I would like? |
| Contact register.kes06@kesinternational.org. PLEASE NOTE: - Please send emails about registration only to the above email address. - With the volume of emails we are receiving it may take several days, or even a week or so for us to respond. - Please do not send your email again repeatedly, even if you do not receive a reply quickly, as this may delay our response to you. - Please do not send emails on the same subject to a number of KES email addresses, as this may delay our response to you. - We reserve the right to give a lower priority to, or even not answer at all, emails where the answer is already available on the KES2006 web site. - We are working as hard as we can to respond as quickly as we can so please just be patient. |
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| R7. What happens if I have submitted more than one paper? |
| As we have publicised on the web site since the start of the conference preparations, we do not encourage multiple submission and delegates are restricted to one paper per registration. If necessary, we reserve the right to restrict delegates who have registered more than once to a single registration even after their registration(s) have been received and confirmed. |
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| R8. I need an invitation letter to apply for a visa or to apply for funding. How do I get it? |
| - If you have had a paper accepted for the conference we can provide you with a letter confirming this so you can apply for funding. - We can only provide a letter confirming that you have registered for the conference if you have completed the registration process and made full payment. - We will not provide a letter saying that you have registered if you have submitted the online registration form, but we have not received your payment. - If you need a letter, under the above conditions, please contact mbooth@kesinternational.org |
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| R9. The registration page says I do not need to open a PayPal account to pay by credit card, but when I get to the PayPal part of the registration process I get a message similar to this - 'Based on the information you have submitted we need you to open a PayPal account and join the Extended Use Program'. Why is this? |
| PayPal have told us that sometimes as a result of their checks on credit card histories or user credit records they need more information before they are able to accept the card. They obtain this by asking the card-holder to open a PayPal account and submit additional information. If PayPal requires this, there is nothing we can do. Most KES2006 delegates that choose to pay using a credit card do not have this problem. |
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| R10. PayPal will not accept my credit card, or I do not want to accept PayPal's conditions. How can I pay my conference registration? |
| - We want to help you as much as we can, however, you need to find an acceptable way to pay for the conference registration. We are sorry but we cannot help if your card is not acceptable to our credit card processor (PayPal). - You can pay by bank transfer, or by cheque in UK Pounds, or you can find somebody else willing to pay by credit card on your behalf. We may also be able to accept cheques in other currencies, subject to an additional fee. - However you pay, to get the early registration rate, or the student rate, we must receive payment before the Early Registration Deadline. |
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| PAPER SUBMISSION AND REVIEW |
| P1. How can I submit my paper? |
| Papers must be submitted using the PROSE publication review and organisation system. This allows online submission of papers and supervises the review process. |
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| P2. Can I submit my paper by post or email? |
| Papers can only be submitted using the PROSE system via the link on the conference web site. We cannot accept papers by post or email. |
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| P3. What format must I use to submit my paper? Can I submit a draft paper in MS Word format? |
| Draft papers for review must be submitted in PDF format via the PROSE system. Authors of papers that have been accepted must provide editable files in MS Word or LaTeX to allow the paper to be inclued in the proceedings. |
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| P4. I have submitted a paper. How can I confirm that it has been received? |
| When a paper is submitted PROSE supplies the author with a User Id and Password on the screen during the submission process. These details are also supplied in an email which is automatically sent to the author by PROSE. The email confirms receipt of the paper. The author can also log in to PROSE to check that the paper is present, and to check progress. |
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| P5. I have submitted an incorrect version of my paper, or need to update it. How can I load a new version of my paper? |
| Once a paper has been submitted it is not possible to change it or to accept a revised version until after it has been reviewed. Authors get one attempt at submitting their paper, then they are allowed to submit a revised version after the reviews have been received. Please do not ask us to accept a revised paper between submission and when you receive the review. If it is *essential* to send a revised version, please submit the paper to PROSE as if it was a new submission, but get the permission of the Session Chair first (they may not accept the revised paper if you do not get their permission). Resubmissions like this cause us a lot of work, so please avoid it if you can. |
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| P6. How can I check progress of my paper through the review process? |
| Log in to the PROSE review system using the User Id and Password you were supplied with when you submitted the paper. You will be able to see the status of your paper there. |
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| P7. I submitted a paper some time ago, but its status is still 'Awaiting Reviewer Allocation'. Why is it not being reviewed? |
| If you submitted your paper to an Invited Session, you may contact the Invited Session Chair. If you submitted your paper to the General Track, you may contact the Track Chair. Details of Invited Session and Track Chairs are available on the conference web site. |
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| P8. I do not know my PROSE login details. What can I do? |
| When you receive an email from PROSE it includes a link which you can follow to get your login details emailed to you. You can also follow the "Forgotten Password" link on the PROSE login screen, to get your login details. You will need to enter your User Id (which is the paper number if you are an author) and the email address you provided when you submitted the paper. |
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| P9. I have entered my PROSE login details, but I cannot log in. What could be wrong? |
| KES2006 has two PROSE login screens, one for General Track Sessions and the other for Invited Sessions. Make sure you choose the correct one as the login details are different. If this is not the problem, try getting a new password - see FAQ P8. |
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| P10. I have logged in to PROSE but I cannot see the paper, review etc., that I expected. What is wrong? |
| 1. Have you submitted more than one paper? Each paper submitted to PROSE will have its own User Id and Password. Ensure you are using the login details for the paper you are trying to access. 2. Do you have multiple PROSE logins e.g. are you an Author and a Reviewer? You will have a different set of login details for each role you have e.g. one set of login details for each paper you have submitted and another set for your duties as Reviewer (possibly another set if you are a Track Chair, etc). Make sure you are using the correct login details. |
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| P11. I have a technical problem with the PROSE review system. What should I do? |
| For TECHNICAL PROBLEMS ONLY, email support@prosemanager.com. Please ensure you include the paper id in your email. If you have lost your password, please use the Forgotten Password facility on the PROSE login screen. |
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| P12. Who do I contact about problems with a paper I have submitted? |
| If you wish to know the progress of your paper please use the PROSE system (see FAQ P6). Otherwise, contact the Track Chair or Invited Session Chair. Details of Track Chairs can be found here ... . Details of Invited Session Chairs cane be found here ... . |
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| P13. I am an Invited Session Chair. How do I find out how to use the PROSE system? |
| A tutorial on the use of PROSE is available ...here... |
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| P14. The status of my paper is 'Accepted Subject to Revision' - what happens next? |
| You need to revise the paper according to the reviewers comments, then upload a PDF copy of the revised paper, with any remarks you wish to make about the reviewers comments appended as a final page to the paper. At this point the status goes to 'Revised Paper Received Awaiting Decision'. If the Track/Session chair accepts the revised paper, the status goes to 'Accepted Awaiting Publication Files' and you must upload the final camera-ready paper (the publication files). See other FAQs for details of the publication files. |
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| P15. The status of my paper is 'Accepted Without Change' - what happens next? |
| This means that your paper has been accepted without the need for you to make any major changes. However, you are asked to check the paper one last time for typos and other errors, then upload a PDF copy of the final paper. At this point the status goes to 'Final Paper Recieved Awaiting Decision'. If the Track/Session Chair accepts the paper, the status goes to 'Accepted Awaiting Publication Files', and you will need to upload and editable final version of the paper (the publication files). See other FAQs for details of the publication files. |
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| P16. The status of my paper is 'Accepted Awaiting Publication Files' - what happens next? |
| You need to upload an editable copy of the final paper (the publication files), exactly as it should appear in the proceedings, onto PROSE. See FAQs F1-F5 for information about the publication files. |
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| P17. The Status of my paper is 'Accepted Publication Files Received' - what does this mean? |
| This means you have uploaded the publication files that make up the final paper to be included in the proceedings and indicated that you are finished by clicking on 'Done-...'. You do not need to do anything more at this stage, but look out for any more emails you may receive from PROSE or the Track/Session Chair. Your paper will be checked and if any more files are needed you will receive an email containing instructions. Otherwise, just get ready to register for the conference when registration opens. Note that if your paper has this status, you cannot upload any more files, as clicking on 'Done-...' is taken to mean that we can send the papers to Springer. It may be possible for PROSE to be unlocked by the Programme Committee Chair, if we have not sent the papers to Springer. |
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| UPLOADING FINAL PAPERS |
| F1. The conference web site say that 'Final Papers must be received by.......' What are these Final Papers, how do I send them, and where to? |
| The Final Papers are the publication files that PROSE will request when the review process is complete. They are uploaded onto PROSE. The Final Paper (contained in the publication files) must be absolutely perfect and exactly as it is to appear in the proceedings. It must not contain comments to the Track/Session chairs, or a response to the reviewers comment. Please see the other FAQs in this section below. |
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| F2. What is meant by 'Publication Files'? |
| The review process takes place using PDF copies of the submitted papers. When the review process is complete and a decision has been made that the paper may be published, it is necessary that the authors submit an editable version of the paper. This may be in MS Word or LaTeX format. The files that make up the editable version of the paper are referred to as the Publication Files. When the review process is complete, PROSE will send an email to the authors asking them to upload the Publication Files. The instructions on the Springer web site ...here... must be strictly followed. |
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| F3. My paper was written using LaTeX and so the editable version consists of a number of files. How can I upload this onto PROSE? |
| PROSE allows multiple files to be uploaded at the time when the publication files are requested. Please upload these separately and do not zip them into a single file. |
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| F4. Can I upload the publication files as a single zipped file? |
| No, please do not upload a single zipped file. Please upload the files individually. |
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| F5. How do I know if my final camera-ready paper has been received? |
| The final camera-ready paper must be in the form of the 'publication files' (see previous FAQs to find out what this means). To find out whether these have been revieved log in to the PROSE review system. If the status of your paper is 'Accepted Publication Files Revieved', then the publication files have been received. If the status is 'Accepted Awaiting Publication Files', then you need to upload the publication files. If the status is anything else, then the review process is not yet complete. Please DO NOT email KES asking whether your publication files have been received - we will just look on PROSE and get the same information you can see for yourself. |
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