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IEEE

Electronic Copyright

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Piscataway, NJ 08854, USA

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IEEE Electronic Copyright Page i of 12

Page i

Change History:

Ver Date Changed By: Comments

1.0 June 2015 IEEE Updated eCF requirements highlighted in

RED

1.1 Dec. 2015 IEEE Added error codes

IEEE Electronic Copyright Page ii of 12

Page ii

Table Of Contents

1 Overview __________________________________________________________ 1

2 Implementation ____________________________________________________ 1

2.1 Referrer (Source) ____________________________________________________ 2

2.2 Copyright System ____________________________________________________ 3 2.2.1 Registered URL (or Trusted URL) ____________________________________________ 3

2.3 Document ___________________________________________________________ 3

2.4 Updating Remote Sites ________________________________________________ 3

2.5 Return URL _________________________________________________________ 4

2.6 eCF Upload/Report tool for volunteers to upload Copyright Information ______ 4

3 You can run a report for your conference or publicationPre registering your

Publication or Conference. _______________________________________________ 5

4 Support ___________________________________________________________ 5

5 Error Codes _________________________________________________________ 5

IEEE Electronic Copyright Page 1 of 12

Page 1

1 Overview

The electronic IEEE Copyright Form (eCF) has been a staple of IEEE’s publishing

program since May 2004, and has become the preferred method for authors to complete

their publishing agreement with IEEE. The eCF has effectively accomplished the goal of

digitally transferring ownership rights of the intellectual property to IEEE, and has also

saved significant amounts of time and effort on the part of IEEE authors, volunteers and

staff.

The latest version of the eCF has expanded features that meet the evolving publishing

world. The eCF now provides additional publishing agreements such as the Open Access

Publishing Agreement, and the Creative Commons Attribution (CC BY) license. Authors

submitting to hybrid journals now will be given a clear explanation of publishing options

and will have an opportunity to select their preferred publishing model (Traditional or

Open Access). The eCF has also added extensive information boxes throughout the

process to help instruct authors about each step, and a streamlined wizard process.

2 Implementation

Figure 1 depicts the participants involved in the Electronic Copyright process. As shown,

the referrer (or the submitting site) hosts the metadata, which contains a link to the

copyright web site. The source metadata is passed to the Electronic Copyright via https.

The user then completes the copyright process to create a PDF document.

Connecting Site

Update Copyright in Database

Figure 1 - Definition of Terms

Referrer

Metadata Copyright

eCopyright.ieee.org

PDF

In-bound post

Copyright Process

Registered URL

Copyright System

Document


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2.1 Referrer (Source)

The submitting site should construct a form with appropriate parameters which get

submitted to the IEEE copyright system. The parameters set in this form act as input data

to our copyright system. An example form is shown below. Parameter names are case

sensitive. If non-ASCII characters are being sent in the Author Name or Article Title

field, they should be in UTF-8 format. Placing the meta tag on the page as shown below

should help with this.

<head> <meta http-equiv="Content-Type" content="text/html; charset=UTF-8" /> </head> <form action="https://ecopyright.ieee.org/ECTT/IntroPage.jsp"

method="post">

<input type="hidden" name="PubTitle" value="IEEE Transaction on

Automatic Control">

<input type="hidden" name="ArtTitle" value="On Fluid Queuing Systems

with Strict Priority">

<input type="hidden" name="AuthName" value="Yong Liu and Weibo Gong">

<input type="hidden" name="ArtId" value="123">

<input type="hidden" name="ArtSource" value="***">

<input type="hidden" name="AuthEmail"

value="[email protected],[email protected]">

<input type="hidden" name="rtrnurl" value=http://yoururl.com/page.html>

<input name="Submit" type="submit" value="Copyright Submission">

</form>

For testing, you can try submitting this form to:

https://ecopyrightqa-beta.ieee.org/ECTT/IntroPage.jsp.

Do not forget to point to the production URL

(https://ecopyright.ieee.org/ECTT/IntroPage.jsp) when testing is complete.

Name Description

PubTitle Publication title that the paper is associated with.

This title will need to be pre-registered with the

IPR Office before you submit a copyright. ArtTitle Article Title. AuthName Authors of the paper. ArtId Unique article identifier. ArtSource Each referrer site will be assigned a unique code

by the IPR Office. AuthEmail Authors e-mail address. If multiple emails are

present, they should be comma separated.

http://yoururl.com/page.html

https://ecopyrightqa-beta.ieee.org/ECTT/IntroPage.jsp


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rtrnurl URL referring back to the source web site or any

URL where the user should be taken to after

completing the copyright submission.

**ArtSource –Acronym created by the IEEE. Please note that if you want to use of the

same art source for different conferences, please make sure that the ArtId is unique across

the years or iterative use. You will still need to contact the IPR Office with the new

publication title in order for it to be registered for use with the eCF. If this is not done,

the eCF system will not recognize unregistered titles and will send an error message to

the authors.

*** Only the e-mail of the author connecting is required. If more then one author has

written the paper then you can pass multiple e-mails separated by commas.

2.2 Copyright System

The Copyright Web Site will walk the submitter intuitively through a process that will

ensure the user signs the correct copyright form.

2.2.1 Registered URL (or Trusted URL)

All web sites that wish to link to the Electronic Copyright website should be registered as

trusted sites. This submission URL should be provided to IEEE in the registration form.

2.3 Document

A PDF copyright document will be created and stored on the IEEE file system. The user

will have the ability to download the document. The author or signer will also receive

attached copy of copyright form via email.

2.4 Updating Remote Sites

Once the author completes the copyright signing process, the Client submission site can

be notified, if requested. We will trigger a URL provided to us and will pass the

following parameters – ‘ArtId’ and ‘Copytype’. The possibile values for the Copyright

Type are:

Copyright Type Description

IEEE (previously US) IEEE Standard Copyright Transfer

USG IEEE US Government Certification

EU IEEE European Union Certification

CRWN IEEE Crown Certification

OAPA Open Access Publication Agreement

OAPAUSG Open Access Publishing Agreement U.S. Govt.


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OAPAEU Open Access Publishing Agreement E.U.

OAPACRWN Open Access Publishing Agreement Crown

CCBY Creative Commons Attribution License

You can expect 2 parameters ArtId (ArtId passed in the form by you) and

CopyType (which can be any of the values listed in the table above) in the URL. A

sample url call is shown below.

https://somesite.com/?ArtId=123&CopyType=IEEE

Note: Since we are expecting some return value from your service/URL that we call, you

must return some value back after you have updated your system. If not, an error could

occur on the page.

2.5 Return URL

When the manuscript submission site connects to the ecopyright system, a return URL is

passed along. This URL will allow the user to go back to the appropriate page on

connecting site after he/she signs the copyright.

The Update URL and Return URL provide different functions. The Update URL is a

handshake to the connecting (submitting) site to update a file or database

2.6 eCF Upload/Report tool for volunteers to upload Copyright Information

If you do not have a website that can be linked to our system, an alternative would be that

the publication chair upload the excel file via eCF Administrative Tool with article

information. A template is available for download on the upload section of the Admin

Tool. The system uploads the file, processes the data and sends an email to individual

authors with link and login credentials to login to eCF and submit copyright form. This

will let you run customizable reports for your publication and also upload excel files with

paper entries for copyright submission. More details are available at eCF Upload/Report

tool. Please register at

http://www.ieee.org/publications_standards/publications/rights/report_tool_registration.ht

ml . Process is as below

You will need an IEEE Web Account

Request access to the eCF upload tool at

http://www.ieee.org/publications_standards/publications/rights/report_tool_registrati

on.html and access the VolunteerAdmin tool at https://ecopyright.ieee.org/copyrights/

Select upload tool and download sample excel files

http://www.ieee.org/publications_standards/publications/rights/report_tool_registration.html


http://www.ieee.org/about/help/my_account/web_account.html



https://ecopyright.ieee.org/copyrights/


Page 5

Fill template excel file with paper information, and upload file via the QA site.

An email will be sent to each author entry from excel file with login information to eCF,

to complete copyright form.

Confirm eCF completion on Report Tool site

3 You can run a report for your conference or publication Pre registering your

Publication or Conference.

Publications or Conferences title will be required to pre-register before any copyright

submissions can be made for those titles. Publications/Conferences that has been active in

our system prior to June 2015 will be automatically registered on our system. The

ecopyright system will only accept connections from publication/conference titles

that it recognizes. If you have a list of new titles for the upcoming year, they can be

registered in advance by emailing your list to Dean Masters ([email protected]) or

Anthony VenGraitis ([email protected]). You can also put in a registration request

via http://www.ieee.org/publications_standards/publications/rights/ecf_registration.html

4 Support

If you have any questions on how to implement Electronic Copyright please contact by e-

mail at [email protected]

5 Error Codes

The following are error codes that appear on the user’s screen if there is an issue with the

eCF system working with your system.

1001: IEEE’s eCF system does not recognize the URL of the manuscript submission

system trying to connect to it. Submission system URLs must be registered and

associated with the source code assigned to your publication. If you have registered a

submission URL and have updated or changed it in any way, you must contact the IPR

Office at [email protected], and provide the following details:

Publication title

Source code

Previous submission URL

New submission URL

Error code 1001

1002: IEEE’s eCF system does not recognize the source code in the data that is being

sent by the manuscript submission system. The source code is provided to you by the

IPR Office after your publication title is registered to use the eCF. If your publication

title was registered, please check the source code data in your manuscript submission

system. If the code is entered correctly, you must contact the IPR Office at

[email protected], and provide the following details:

mailto:[email protected]


http://www.ieee.org/publications_standards/publications/rights/ecf_registration.html





Page 6

Publication title

Source code

Submission URL

Error code 1002

If you have not registered your publication title with the IPR Office yet, please register at:


1003: IEEE’s eCF system does not recognize the publication title in the data that is being

sent by the manuscript submission system. The publication title must be registered, and

must match the title being used in the eCF system EXACTLY. If your publication title

was registered, please check the spelling of the title in your manuscript submission

system. Make sure there are no extra spaces at the end of the title. If the title is entered

correctly, you must contact the IPR Office at [email protected], and provide the

following details:

Publication title

Source code

Submission URL

Error code 1003

If you have not registered your publication title with the IPR Office yet, please register at:


1004: IEEE’s eCF system was not set up correctly for this publication. IPR Office staff

will need to reregister the title in the eCF system. Please contact the IPR Office at


Full publication title

Error code 1004





Error code 1005





Error code 1006








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1007: The email data was not formatted or entered correctly. The email format must be

valid ([email protected]) and, if multiple emails are used, each must be separated by

commas. If the emails are formatted and entered correctly, and there is still an error,

please contact the IPR Office at [email protected], and provide the following details:


Full paper title

Author name(s)

Email address(es)

Error code 1007

1008: The eCF system is unable to recognize the referred header of the site attempting to

connect. This usually happens when the submission system is behind a firewall that is

interfering with the passing of data. You should disable the firewall and retry the

connection to see if this corrects the problem. If it does, please set the firewall to pass the

information to the eCF system. If you continue to have problems with connecting due to

the same error, please contact the IPR Office at [email protected], and provide the

following details:

Publication title

Source code

Submission URL

Error code 1008

1009: The eCF system did not receive all the required data from your manuscript

submission system. The following data needs to be passed to the eCF Data name Description of data

PubTitle Publication title that the paper is associated with. This title will

need to be pre-registered with the IPR Office before you submit a

copyright.

ArtTitle Article Title. AuthName Authors of the paper.

ArtId Unique article identifier. ArtSource Each referrer site will be assigned a unique code by the IPR

Office.

AuthEmail Authors e-mail address. If multiple emails are present, they should

be comma separated.

rtrnurl URL referring back to the source web site or any URL where the

user should be taken to after completing the copyright submission.

Please check the coding to ensure all fields are included in the data being sent from your

system. If you continue to have problems with connecting due to the same error, please

contact the IPR Office at [email protected], and provide the following details:

Publication title

Source code

Submission URL

Error code 1009






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2001: There is a problem with the information that was passed from the Open Access

Payment Portal to the eCF system, which did not allow you to return to your publication

agreement for completion. Please contact the IPR Office at [email protected], and

provide the following details:


Full paper title

Author name(s)

Error code 2001

2002: There is a problem with the information that was passed from the Open Access

Payment Portal to the eCF system, which did not allow you to return to your publication

agreement for completion. Please contact the IPR Office at [email protected], and

provide the following details:


Full paper title

Author name(s)

Error code 2001

2003: There is a problem with the information being received by the eCF system. Please

contact the IPR Office at [email protected], and provide the following details:


Full paper title

Author name(s)

Error code 2003

3001: The article identifier that is being sent by the manuscript submission system

matches a previously used article identifier in the eCF system for that same publication

title. The data for each article must have a unique article identifier. If the article

identifier being sent by the manuscript submission system is unique and the error still

occurs, you must contact the IPR Office at [email protected], and provide the

following details:

Publication title

Source code

Article ID

Error code 3001






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3002: During the eCF submission process, authors are asked if they are authorized to sign

the publication agreement. If they indicate “no” they are NOT authorized, authors must

then enter the name and email address of the person who IS authorized to sign. It appears

that you have selected “no” and entered a name and address. You should contact the

person to whom you have designated the signing of the agreement. They should have

received an email with instructions for entering the eCF system and completing the

publication agreement. If that person did not receive an email, or you need to designate a

different person, you must contact the IPR Office at [email protected], and provide

the following details:

Publication title

Paper title

Author name(s)

Designated person’s name

Error code 3002

3003: There is a problem with the information that was sent in the email by the eCF

system to the person whom was designated as the person to sign the publication

agreement. Please contact the IPR Office at [email protected], and forward the email

that was sent by the eCF system to the designated person, and provide the following

details:

Correct publication title

Correct paper title

Correct author name(s)

Error code 3003

3004: Authors who enter the eCF system by way of an emailed link and login credentials

should copy and paste the user name and password from the email. Typing in the

information can introduce mistakes. If you have tried copying and pasting the

information but still receive an error message, you must contact the IPR Office at


Publication title

Paper title

Author name(s)

Error code 3004

4001: The eCF system experienced a technical issue that will need to be investigated by

the team at IEEE. Please contact the IPR Office at [email protected], and provide the

following details:

Publication title

Paper title

Author name(s)

Error code 4001





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