Updated July, 2017
IEEE GRSS (Geoscience and Remote Sensing Society) recognizes that specialty symposia are useful and important for our GRSS membership. Therefore, the IEEE GRSS offers technical co-sponsorship of these symposia and provides a variety of services to help make them successful. Technical cosponsorship by GRSS indicates direct and substantial involvement by the GRSS solely in the organization of the technical program. GRSS has no financial involvement in the conference. The organization that has financial sponsorship of the symposium must be explicitly identified in the supporting documentation and promotional material for technical co-sponsorship to be granted. The IEEE name may not be used in the conference title but, the IEEE and/or GRSS logo may be used in conference publications and promotional materials.
Overall considerations for any Conference Sponsored by GRSS:
- No-show papers are treated as rejected papers
- The minimum length of a paper is 2 pages
- GRSS will apply CrossCheck to all conference papers
- The papers should have no more than 40% overlap with prior publications
1. Services from GRSS for Technical co-sponsored meetings and symposia
The following services are offered by IEEE GRSS for those specialty symposia for which technical cosponsorship is approved by the GRSS AdCom.
Use of the IEEE GRSS logo on all material and websites to show the specialty symposium is technically co-sponsored by IEEE GRSS.
The IEEE GRSS will provide publicity services to help advertise your specialty symposium to the IEEE GRSS membership. Please note that IEEE GRSS will not provide e-mail service directly to the society members.
(1) IEEE GRSS Magazine
The GRSS Magazine is published quarterly (March, June, September, and December) and is available to the GRSS membership electronically. The magazine is also available online.
Please prepare and send the GRSS Newsletter Editor the following information about two months before the publication of the magazine in which you want your ad to appear. Technical co-sponsorship secures the specialty symposium: 1) a 1/4 page advertisement in the GRSS Magazine and 2) a short announcement in the Upcoming Conferences section which includes the name of the symposium, location, dates, contact information, and symposium URL.
(2) IEEE GRSS Website
We will link the IEEE GRSS website to the URL of the specialty symposium here. Please provide your symposium’s URL to us in the normal application process.
(3) IEEE Electronic Newsletter
The GRSS Society publishes an on-line Newsletter that includes upcoming events. Your conference, symposia or workshop will be added to this description which is circulated to the GRSS membership.
(4) Conference report for the Magazine
After the conference has been held you may provide a report for publication in the GRSS Magazine about the conference. This may include conference attendance and publication statistics, description of social events at the meeting, and general feedback from attendees.
IEEE GRSS strongly suggests the organizers of the symposium use the IEEE Xplore digital library for disseminating the papers resulting from the symposium. This digital library will enable archival access to the papers from your symposium and make the information from your symposium available to a wider audience. Information on how to get papers published via IEEE Xplore is available here.
IEEE GRSS also has three refereed journals that accept special issue proposals: 1) Geoscience and Remote Sensing Letters (GRSL), and 2) Journal of Selected Topics in Earth Observation and Remote Sensing (JSTARS) and 3) Geoscience and Remote Sensing Magazine. The symposium organizers may propose a special issue of the symposium to one of these journals. These requests need to be directed to the editor of the journal. Please refer to the GRSS website for additional information on each of these publications and note that IEEE Transactions on Geosience and Remote Sensing will no longer publish special issues of meetings and symposia.
The GRSS may be able to provide recommendations and assistance in the organization of the technical program, paper review process and organization of workshops and session on specialized remote sensing topics. The GRSS has organized a task force aimed at developing GRSS membership and activities in South America, South Africa and the Asia-Pacific Region. These activities include initiatives for workshops and specialty symposia. For more information about regional initiatives please contact the following GRSS representatives:
Africa: Mr. Charles Luther (email@example.com)
India: Dr. Paul Rosen (Paul.A.Rosen@jpl.nasa.gov)
South America: Prof. Paolo Gamba (firstname.lastname@example.org)
Asia-Pacific: Prof. Tony Milne (email@example.com)
2. Process to obtain IEEE GRSS Technical Co-Sponsorship
Provide GRSS background on the proposed conference, symposia or workshop
The organizers of the symposium must send a formal proposal to the GRSS Vice President of Meetings and Symposia to initiate the process of obtaining technical co-sponsorship from IEEE GRSS. Click here to submit the on-line form.
GRSS evaluates the proposed meeting
Once this information is obtained the GRSS AdCom will evaluate the proposal. The most important issues in which GRSS will discuss are 1) the value of the meeting to the GRSS membership and 2) does the symposium technical program reflect IEEE standards. Generally, a decision will be made at regularly scheduled AdCom meetings which are held in February, July and November. If an urgent approval is required, it may be electronically voted. However, please notice that even in the electronic vote, it takes more than three weeks.
Cost of Technical Co-sponsorship by IEEE and GRSS
For proposed conferences symposia or workshops to be held after December 31, 2015 IEEE and GRSS will be implementing different cost accounting procedures and as a result in some cases GRSS may request a processing fee for technical co-sponsorship of the meeting. If this is the case GRSS will inform the proposing organization prior to recommending the conference organizers to proceed with the formal IEEE on-line application. GRSS policy attempts to avoid charging any TCS-related fee, however, GRSS reserves the right to assess a fee, based on costs incurred by the Society.
Please also note that if, the technicality co-sponsored conference does not publish with IEEE, a fee of US$500 to reimburse expenses incurred regardless. (IEEE Technical Activities Board policy as of June 2010)
Initial recommendation from GRSS
Once GRSS has reviewed the application for TCS, GRSS will inform the meeting PoC(s) 1) if the Society wishes to further consider the proposal and 2) if there are any additional GRSS conditions to move forward with TCS. Such recommendations or requests may include changes to the review process, the technical committee, and if any TCS-related fees will be required. Once all of the identified issues (if any) have been addressed GRSS may recommend proceeding with the on-line IEEE application. In most cases an initial recommendation may take one to two weeks, however, if the proposal involves an entirely new activity, a full discussion with the GRSS AdCom may be required. In the latter case, the recommendation may take up to three months.
Proceeding with IEEE on-line TCS application
If there is agreement between the conference organizers and GRSS representatives, GRSS will recommend proceeding with the IEEE on-line application process. If you have not yet applied for GRSS approval, click here to submit the on-line form. Once you receive notification from GRSS that your application has been approved, then the IEEE application can be completed using the link givenin the response email.
Within the online application the conference organizer will be asked if approval has been obtained from the IEEE Organizational Unit (OU) sponsoring the meeting. The applicant should answer yes, as we will have successfully pre-coordinated the details of the TCS. Completion of the on-line application will automatically generate a Memorandum of Understanding (MoU) between IEEE, GRSS (and any other IEEE OU which has agreed to sponsor the meeting), and the conference organizers. The MoU will then be available for IEEE to review.
MoU review and approval
Once the MoU is generated, IEEE will route it to each signatory (GRSS, and the conference PoC), for their review, comment and approval. This process is conducted on-line by IEEE. Once the MoU is approved by all signatories, the final executed version of the MoU is distributed and available for record.
Detailed Timeline of the Process
1. Apply for GRSS Sponsorship through website:
2. Approval by GRSS ADCOM, agreement on conference fee
3. Notification by Specialty Symposium Chair
4. Use of GRSS logo in Conference website
The following additional steps are required for IEEE sponsorship for posting on IEEE Xplore
5. Agreement on IEEE fee payment
6. Signing of GRSS Conference Publications MOU
7. Apply to IEEE through IEEE MCE website:
8. Approval by GRSS and IEEE
9. Signing of MOU with GRSS and IEEE
10. Use of IEEE Logo on Conference website
11. Submission of Conference Publication form to IEEE MCE and then Receive Letter of Acquisition from IEEE
12. Arrange IEEE Copyright forms to be signed by authors
13. Submit CD of papers for review by GRSS. Contact Leland Pierce (firstname.lastname@example.org) to upload the proceedings.
14. Cross Check by GRSS Conference Publications Committee and approval
15. Submission of CD of papers by mail to IEEE MCE
16. A possibility that the Conference is selected for review by IEEE Conference Quality Committee. Three possible outcomes:
2. Removal of papers and resubmission, or
3. Approval ( can cause considerable delay in posting on Xplore)
17. Final approval by IEEE for posting on Xplore
3. Expectations from IEEE GRSS
After the technical co-sponsorship is approved by IEEE GRSS, the organizers of the symposium are expected to provide periodic status reports to GRSS. The ongoing status and final reports will be presented at the IEEE GRSS AdCom meetings (February, July, and November). Please plan to prepare and send a short (3-page) PowerPoint presentation for review by the IEEE AdCom members about one month before the meeting. If there are any special requests from the symposium organizers they can be discussed at the AdCom meeting.
If you have any further questions, please do not hesitate to contact the following IEEE AdCom members for the small and specialty symposia:
Akira Hirose: email@example.com