ProActLLM

Camera-Ready Instructions

November 14, 2025 · Coex, Seoul, South Korea (CIKM 2025)

Camera-Ready Instructions

Publication: Accepted papers will be published in CEUR Workshop Proceedings (CEUR-WS.org).

Important Deadlines

Camera-Ready and Copyright Form Submission Deadline: November 10, 2025 at 11:59 PM AOE

Late or incomplete submissions cannot be included in the proceedings.

Steps for Preparing Camera-Ready Paper

Step 1: Prepare Your Camera-Ready Paper

1.1 Use the CEUR-ART Template (Mandatory)

Important: Use the single-column style (1-column format).

1.2 Update Your Paper Content
1.3 Add the Copyright Notice (Mandatory)

Add this footnote on the first page of your paper:

Copyright © 2025 for this paper by its authors. Use permitted under Creative Commons License Attribution 4.0 International (CC BY 4.0).

In LaTeX, this is typically handled by the template automatically.

1.4 Title Capitalization

Use the emphasizing capitalized style for your title:

1.5 Paper Length Requirements

These page limits are final. They already account for the one additional page (compared to the original submission limits) permitted to address reviewer comments. Your final paper must not exceed these limits.

Step 2: Sign the Copyright Agreement Form

2.1 Choose the Correct Form

AUTHOR-AGREEMENT (NTP) — Use if your paper contains:

AUTHOR-AGREEMENT (TP) — Use if your paper contains:

2.2 Complete the Form
2.3 Sign Physically (Mandatory)

Step 3: Submit Your Files to Google Drive

3.1 Validate Your PDF (Required)

Before submitting, validate your PDF using CEUR's validation script: http://ceur-ws.org/check-pdf-errors.

Important: Papers that fail validation cannot be included in the proceedings. Include the validation output as a text file named paper[XX]-validation.txt showing your paper passed validation.

3.2 Prepare and Name Your Submission Package

Create a single ZIP file named Paper[XX]-[FirstAuthorLastName]-CameraReady.zip containing exactly four items:

  1. The Camera-Ready PDF: paper[XX].pdf
  2. The Source Files (Zipped): paper[XX]-source.zip (all source files: .tex, .bib, figures, etc.)
  3. The Copyright Form (Scanned): Author-Agreement-Paper[XX].pdf
  4. The Validation Output: paper[XX]-validation.txt

Example: The final file you upload will be named Paper05-SmithCooper-CameraReady.zip. Inside: paper05.pdf, paper05-source.zip, Author-Agreement-Paper05.pdf, paper05-validation.txt.

3.3 Upload to Google Drive
  1. Access the shared folder: Google Drive Upload Folder
  2. Upload your ZIP file to the folder
  3. Verify your upload is complete and the file is visible
  4. Send a confirmation email to: shubham.chatterjee@mst.edu and xi.wang@sheffield.ac.uk
3.4 Verify Your Submission
3.5 Verify Metadata in EasyChair

This metadata will be used in the proceedings index.

Common Mistakes to Avoid

Checklist Before Submission

Need Help?

Email: shubham.chatterjee@mst.edu (Subject: "ProActLLM 2025 Camera-Ready Question - Paper [XX]")

Important Reminders

Useful Links

Dual Submission Policy

Issue #1: Copyright Transfer

In many cases, when you accept publication in some proceedings and sign the Copyright Form, you transfer full copyright ownership to that publisher. This means the publisher owns the copyright to your paper; you no longer have the right to publish the same work elsewhere without the publisher’s permission; and the transfer is exclusive.

Example (IEEE): “IEEE policy requires that prior to publication, all authors or their employers must transfer to the IEEE in writing any copyright they hold for their individual papers.”

Issue #2: CEUR-WS Policy on Dual Publication

Important Note

While CEUR-WS uses a non-exclusive license (CC BY 4.0) for papers published originally with them, this does not mean you can republish papers where copyright has already been transferred to another publisher (like IEEE). The non-exclusive nature of CEUR's license only applies when the paper is first published in CEUR-WS or the authors still hold full copyright.

If you've already transferred copyright to another publisher, you no longer have the right to grant CEUR-WS permission to publish the same work. Dual publication violates academic publishing ethics and could have serious consequences. We cannot accept the same paper in our CEUR volume if it's already being published in another proceedings.