Dear SSS-07 Organizers, Attached are complete instructions about how you and your participants need to submit your publication materials to AAAI. Please take the following 10 steps to ensure a smooth publication process: 1) Advise participants of paper, permission to distribute, a/v form submission deadlines and instructions. Unless you notify us otherwise by January 26, we will assume that you have chosen the technical report option for your symposium volume. The deadline for submission of your accepted paper lists and for authors' submissions of papers/abstracts to AAAI is Friday, January 26. If you have chosen the working notes option, please remind your participants to submit their papers directly to you by January 26 so that you can compile and paginate the working notes by February 2. 2) Notify your participants of the URL where they can submit their papers. A detailed message that you can send to accepted authors is attached below. For submissions, authors can start at http://www.aaai.org/Symposia/Spring/sss07.php The "accepted authors" button on the left hand side will take them to the Publications area of the web (http://www.aaai.org/Publications/Author/author.php). After reviewing this page, they can click on "electronic submission form" under Point 5. or "Electronic Submission Instructions" under "Instructions" to access the submission site (http://www.aaai.org/Publications/Author/electronic- submissions.php). Each of these pages contain important author instructions and guidelines, so it is very important that you ask authors to spend a few minutes reviewing these in order to complete their submission properly. When they are ready to submit their paper, they will be asked to choose a symposium number. 2007 Symposia numbers are as follows: FS-01 Control Mechanisms for Spatial Knowledge Processing in Cognitive / Intelligent Systems FS-02 Game Theoretic and Decision Theoretic Agents FS-03 Intentions in Intelligent Systems FS-04 Interaction Challenges for Artificial Assistants FS-05 Logical Formalizations of Commonsense Reasoning FS-06 Machine Reading FS-07 Multidisciplinary Collaboration for Socially Assistive Robotics FS-08 Quantum Interaction FS-09 Robots and Robot Venues: Resources for AI Education Participants who are unable to use the web-based form should send their abstracts and electronic files to the symposium organizer, who in turn must submit the abstracts and papers for them. 3) Notify your authors that they must complete the AAAI Distribution License form, which I have attached to this message. It is also available at http://www.aaai.org/Publications/Author/distribute- permission.pdf. The signed original should be mailed to AAAI, SSS- 07 Permissions, 445 Burgess Drive, Menlo Park, CA 94025 by January 26. If the original will not reach AAAI by January 26, please also fax a copy to 650-321-4457. 4) Ask your authors to review the attached A/V form and ask them to send any requests no later than January 26 to sss07@aaai.org. 5) Ensure that the total page count of the working notes / technical report does not exceed 200 pages by including a page limit in the participant message below. 6) Submit your accepted paper lists to sss07@aaai.org. This list can also serve as your final table of contents if you determine the correct order of papers now. We recommend ordering the papers by first author, last name. We will be sending back to you a final table of contents with updated titles and author names once all of the papers have been submitted and the TOC has been proofread, so you needn't worry too much about misspellings or preliminary paper titles. For technical reports, shortly after the submission deadline, AAAI will supply you with a list of any missing papers and submitted files that have problems (e.g. bad file format, improper formatting, missing paperwork, etc.) You will be responsible for contacting those symposium participants and obtaining the files, and/or fixing the files that have problems or, as a last resort, removing the papers from the technical report. For technical reports, AAAI will add covers, a title page, paginate the front matter and main body of the volume, and arrange for printing, binding, and delivery of the technical report. For working notes, AAAI will add covers, a title page, paginate the front matter, and arrange for printing, binding, and delivery of the working notes. 7) Compile and submit electronic ascii (no LaTeX) file of title, chairs, organizing committee names and affiliations, and table of contents to AAAI by January 26. The electronic copy should be compiled as follows and sent to sss07@aaai.org no later than February 2: 1. Title of Symposium 2. Names of Chair(s), Affiliation(s) 3. Names of Organizing Committee Members, Affiliations 4. Table of Contents (if in different order from list sent on January 26) in the following format: Title of Paper Author1, Author2, etc. 8) Compile and submit electronic ascii or camera-ready copy of the Preface or other front matter to AAAI by February 2 (technical report option). 9) Submit compiled working notes to AAAI by February 2 (working notes option). 10) Enforce the submission deadlines with symposium participants Thanks very much for all your work thus far on the 2007 Spring Symposium Series. Best regards, Carol Hamilton Executive Director, AAAI *************************** PUBLICATION TIMETABLE NO LATER THAN JANUARY 5 * Organizers notify participants of publications instructions January 26, 2007 * Organizers advise AAAI whether they want their working notes to be part of the AAAI Technical Report series. This allows AAAI to distribute the volume after the symposium, and the work can be cited. * Organizers send list of accepted papers for their symposia, including title and all known authors. * Organizers begin to prepare ascii text of front matter, including title, chairs, organizing committee, and table of contents (order of papers). * Invited participants send A/V forms to sss07@aaai.org. * Invited participants mail original signed "Distribution License" forms to AAAI, 445 Burgess Drive, Menlo Park, CA 94025 (Late forms can also be faxed to 650-321-4457) * Invited participants submit electronic versions of abstracts and papers via the submission page at http://www.aaai.org/Symposia/Spring/sss07.php February 2 Organizers send completed front matter to AAAI, including ascii versions of the following to sss07@aaai.org: 1) Title of Symposium 2) Chairs names and affiliations 3) Organizing or program committee names and affiliations 4) Table of Contents Organizers may also submit other camera-ready front matter for their technical report, such as a preface in either ascii or pdf format. For symposia producing working notes only: Organizers submit final hard copy volume for printing to AAAI, SSS- 07, 445 Burgess Drive, Menlo Park, CA 94025. AAAI will design cover and title page. Organizers must submit via email (sss07@aaai.org) the text for the title, chairs, and organizing committee for the symposium. February 9 Invited participants registration deadline Organizers send plenary session information to Alan Schultz at schultz@aic.nrl.navy.mil, with a copy to sss07@aaai.org. March 2 Final (open) registration deadline Organizers submit a PDF version of their 2.5 day schedule to Alan Schultz at schultz@aic.nrl.navy.mil and sss07@aaai.org, for inclusion in the registration materials which will be handed out onsite. ******************************************************************* TECHNICAL REPORT INSTRUCTIONS FOR PARTICIPANTS Dear AAAI NAME OF SYMPOSIUM Participant: The purpose of this document is to explain how to format and submit the camera-ready copy of your paper for the symposium technical report. Please read these instructions carefully. AAAI technical reports are published from electronic files that you submit. Your cooperation in producing trouble-free files is to your advantage, because incorrectly formatted files will be returned to you for reformatting -- there is also a risk that your paper may not be published at all. When and What to Submit The submission deadline is January 26 for receipt of all electronic materials. Permission to distribute forms and audio-visual forms are due at the same time. The following paragraphs discuss what you should submit. Submit a PDF Version of Your File Submit your electronic abstract, paper title, and a PDF version of your paper (LaTeX users must pay special attention to the instructions). Submission instructions are located at http://www.aaai.org/Publications/Author/author.php. This page is also accessible from the "accepted authors" link on the left hand side of the SSS-07 web site (http://www.aaai.org/Symposia/Spring/sss07.php). When you are ready to submit your paper, you will be asked to choose a symposium number. 2007 Symposia numbers are as follows: FS-01 Control Mechanisms for Spatial Knowledge Processing in Cognitive / Intelligent Systems FS-02 Game Theoretic and Decision Theoretic Agents FS-03 Intentions in Intelligent Systems FS-04 Interaction Challenges for Artificial Assistants FS-05 Logical Formalizations of Commonsense Reasoning FS-06 Machine Reading FS-07 Multidisciplinary Collaboration for Socially Assistive Robotics FS-08 Quantum Interaction FS-09 Robots and Robot Venues: Resources for AI Education The site may be extremely busy on the last day, January 26. If possible, submit your electronic paper in advance of the deadline. If you can't use the submission form, you must send your materials to your symposium organizer who will submit the materials for you. Please Send us Trouble-free PDFs! When creating a PDF file, please pay attention to the settings requirements noted in the submission instructions. Additional information on PDF settings is located in the formatting instructions at http://www.aaai.org/Publications/Author/author.php. Common errors made by authors when making PDFs include improper page size (such as A4), type 3 fonts, improper margins, and low-resolution graphics. Please check your PDF before sending it. It takes only a minute or two to verify every page in the file. By doing so, you avoid having your paper returned to you for correction. You can verify your fonts in Acrobat Reader (File --> Document --> Properties --> Fonts) or by using the PDF fonts utility in the Xpdf package. The document size is given in Acrobat at the bottom of the window. Be certain it says 8.5 x 11 inches. Sign and Send the AAAI Permission to Distribute Form The AAAI Permission to Distribute form must be mailed to AAAI SSS-07, 445 Burgess Drive, Menlo Park, CA 94025. Your paper will not be published unless you send us a signed, unaltered copy of this form. No exceptions. This form does not prevent you from publishing your paper elsewhere, but it does allow AAAI to distribute your paper in hardcopy and electronic form. A copy of this form is included with these instructions. It can also be downloaded from http://www.aaai.org/Publications/Author/author.php Formatting Instructions Your paper should be formatted in two-column format according to the instructions supplied at the URL above. Please pay careful attention to the margin requirements. Nothing may intrude into the margins. (If you use LaTeX, be especially certain that your tables and equations stay completely within the margins.) Font Requirements Your paper should be formatted in Times or Times New Roman. LaTeX users should use the "times package" in their source. Further information about LaTeX is available at http://www.aaai.org/Publications/Author/author.php Those who use TeX or LaTeX must pay close attention to the typefaces used, as no Type 3 bitmap fonts may be used when creating your paper. Whenever possible, please use PDFLaTeX instead of straight LaTeX or TeX, as this program will avoid the type 3 font problem. Because it is almost impossible to avoid font problems in LaTeX 209, this old software must be avoided. If you cannot use PDFLaTeX or PDFTeX, you must instruct dvips to use an alternate font map. This can be achieved by the following command: dvips -Ppdf -G0 -0 papername.ps papername.dvi (Note the zero following the G. This command tells dvips to use the config.pdf file. Scripts such as dvipdf that ostensibly bypass the PostScript intermediary should not be used because they generally do not instruct dvips to use the config.pdf file. If you use GhostScript, be sure you have version 7.04 or newer. The earlier versions do not create acceptable PDFs. Finally, if fonts aren't getting embedded, look at the PDFTeX mailing list for hints on configuring PDFTeX. (http://tug.org/pipermail/pdftex/2002-July/002803.html) Length Requirements You are allowed to submit up to PAGE LIMIT. No paper longer than PAGE LIMIT pages will be accepted. (Note to Symposium Organizer: Total page limit cannot exceed 200 pages.) Page Size AAAI's technical reports are printed in 8-1/2 x 11 inch format. Your electronic file must be formatted for an 8-1/2 x 11 inch page. Those using RedHat Linux 8.0 and LaTeX should check the papersize setting in "/usr/share/texmf/dvips/config.ps" -- it may be that A4 is the default. Change it to letter to avoid incorrect margins. How to Obtain AAAI Macros and Style Sheets You may find our sample Word or RTF documents (including style sheets) helpful to you in formatting your paper. We also have LaTeX macros that can be used to format two-column camera copy. (Please read the formatting instructions!) To retrieve the templates, please go to http://www.aaai.org/Publications/Author/author.php If you use LaTeX, please note that use of the new aaai.sty macro is required (the old aaai.sty macros and instructions are not the same; note that ijcai.sty macros are not acceptable). To avoid having your file returned for reformatting, you should download latex-set.tex and you must format your paper using the Times font. Please download "latex-set.tex" and read the new instructions for LaTeX users. Graphics Do not ever use gif files in your paper. This format is suitable for screen use only. It will not print legibly on our printer's equipment. Naming Your Electronic File To avoid possible erasure of your file on our site, you should include the following elements in the name of your file (in this order): 1. SS 2. The last two digits of the current year (e.g. 07) 3. The Symposium Number (01, 02, 03, etc. -see the list below for your symposium file number) 4. Principal Author's Surname and First Initial (use mixed case) 5. Filetype extension (.pdf) Thus, a paper by A. Newell for the 2007 Spring Symposium number 02 would be called: SS0702NewellA.pdf If you are submitting more than one file under the same author's name, number the files 1, 2, etc. and put the number after the author's name. For example: SS0702NewellA1.pdf SS0702NewellA2.pdf Symposium File Numbers SS0701 Control Mechanisms for Spatial Knowledge Processing in Cognitive / Intelligent Systems SS0702 Game Theoretic and Decision Theoretic Agents SS0703 Intentions in Intelligent Systems SS0704 Interaction Challenges for Artificial Assistants SS0705 Logical Formalizations of Commonsense Reasoning SS0706 Machine Reading SS0707 Multidisciplinary Collaboration for Socially Assistive Robotics SS0708 Quantum Interaction SS0709 Robots and Robot Venues: Resources for AI Education E-Mail We're sorry, we cannot accept e-mail submissions. Questions If you have any questions regarding the formatting and guidelines of this author kit, please contact sss07@aaai.org. Thank you for reading these instructions. ******************************************************************* AAAI Spring Symposium Series Audio Visual Request Form All rooms in which the symposia are held will have an LCD projector and screen as standard equipment. Individuals requiring special audio visual needs (e.g., an overhead or a VCR) for their presentations are requested to provide the information below. NAME: SYMPOSIUM: PAPER TITLE: DATE AND TIME OF YOUR PRESENTATION: TELEPHONE: EMAIL: SPECIAL A/V NEEDS (please only list what you would like AAAI to provide): Please note that a/v requests are subject to budget restrictions. Authors are required to provide their own laptop computers, as well as all software needed to operate programs. Connections to the internet are generally unavailable in the session rooms due to budget restrictions. Please return this to AAAI at sss07@aaai.org by January 26, 2007. -- ________________________________________________ Carol McKenna Hamilton Executive Director American Association for Artificial Intelligence 445 Burgess Drive Menlo Park, California, 94025 650-328-3123 650-321-4457 (fax) hamilton@aaai.org http://www.aaai.org ________________________________________________