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The SIME Organizing Committee puts a tremendous amount of effort into coordinating a rigorous, fair, and high-quality peer-review process. Late-stage withdrawals waste the valuable time of volunteer reviewers, track chairs, and committee members, while denying publication opportunities to other researchers.

To maintain the academic integrity and smooth operation of the conference, the following policies apply to all submissions:

1. Withdrawal Deadlines and Timeline

  • Pre-Review Withdrawal: Authors may freely withdraw their submissions at any time prior to the assignment of reviewers without penalty.
  • Post-Notification Withdrawal: Requests to withdraw a paper after the official acceptance notification has been sent must be accompanied by a formal, written justification detailing severe, unforeseen, or emergency circumstances.
    The request must be signed by all listed co-authors.

2. Late Withdrawal Consequences & Non-Compliance

Withdrawing an accepted paper after the notification date without a valid emergency (such as a documented medical situation or official visa denial), or failing to complete the registration process, constitutes a breach of professional conduct. In such cases:

  • Submission Ban: The steering committee reserves the right to impose a 1- to 3-year ban on all co-authors, preventing them from submitting new work to future iterations of the SIME conference.
  • Institutional Notification: For egregious cases (such as dual-submission or intentional exploitation of the peer-review process for feedback without intent to publish), the conference may flag the behavior to the authors’ home institutions or sponsoring bodies.
  • Automatic Removal: If no author registers for the conference by the camera-ready deadline, the paper will be automatically categorized as “Withdrawn by Author” and excluded from the proceedings and IEEE Xplore.

3. Sponsoring Organization Policies

As an IEEE-technical co-sponsored event, SIME strictly enforces the IEEE “No-Show” Policy. Accepted papers must be presented at the conference by one of the authors to be submitted to IEEE Xplore.

If an author registers but fails to present the paper at the scheduled session without prior committee approval, the paper will be excluded from the final digital library distribution.