Terms of Reference
for organizing CEAS Conferences
We always welcome new initiatives. Below are the terms an event should adhere to in order to carry the ‘CEAS conference’ title.
Criteria for a conference to be considered a CEAS specialist conference
• One of CEAS member societies shall take responsibility for the organization of the event (local host: a.o. determining conference fee levels and performing relevant administrative tasks).
• The conference shall serve the European aeronautical & space communities in the technology fields covered by the subject TC’s and/or networks.
• The conference should target at a balanced group of speakers from industry, research establishments, academia and government agencies and European audience.
• A program / scientific committee with representatives of one of CEAS TCs will be responsible for the technical program development, including soliciting papers and accepting and reviewing abstracts and manuscripts.
• The conference shall be promoted by CEAS and its member societies and announced in the Quarterly bulletin and CPMIS database.
• The member society shall publish the conference proceedings in order to ensure consistency in the publication of proceedings for conference attendees and institutional subscribers.
• Selected papers of the conference shall be nominated for publication in one of CEAS Journals.
• The conference shall be held on an regular (bi)annual basis.
• CEAS backing does not imply funding or risk support.
Copyrght Statement for papers presented at CEAS Conferences
In order to allow:
• member societies (on behalf of CEAS) to publish individual papers and/or conference proceedings
• member societies (on behalf of CEAS) to eventually place papers on the internet
• authors to have their papers published in one of CEAS Journals and
• authors to further use their own material in other publications,
below CEAS copyright statement should be included in each CEAS conference paper for future usage.
“The author(s) confirm(s) that he/she/they, and / or their company or organisation, hold copyright on the original material included in the paper. The author(s) also confirm(s) that he/she/they has/have obtained permission, from the copyright holder of any third party material included in the in this paper, to publish it as part of their paper. The author(s) confirm(s) that he/she/they give permission, or have obtained permission from the copyright holder of this paper, for the publication and distribution of this paper as part of the CEAS conference proceedings, as individual off-prints from the proceedings and for inclusion in a freely accessible web-based repository.”
CEAS conference paper Agreement Form
“Papers shall be unclassified for public release and be cleared by the appropriate company and/or government agency if necessary.
All papers accepted for presentation at the CEAS Air & Space conference will be published and distributed in electronic form. CEAS proceedings will be published according to the Open Access Spectrum OAS standards (http://www.plos.org/open-access/howopenisit). They will appear for free download and readership rights) on the CEAS website. The upload of the papers to the website will be carried out not earlier than six months after the conference date.
CEAS’ best papers, after having passed the CEAS review process of Springer, will be published in a special issue of the CEAS Aeronautical or Space Journal. Reuse rights of the paper will be defined as CC BY which is today’s preferred license. This will be stated on the paper as “This work is licensed under the Creative Commons Attribution International License (CC BY)”. This means that readers are free to share and adapt the paper under the condition that they give appropriate credit to the authors (http://creativecommons.org/licenses/by/4.0).
All proprietary rights, as well as the copyright in and to the paper named below in all forms and media, will remain with the authors. This will be expressed on the paper with the statement “Copyright © year by author(s)”. Authors can request, at any time, to have the paper removed from the website. This will result in the paper being replaced on the CEAS website by a simple notice stating that the paper (identified by the paper # and the title) has been withdrawn.
Upon request of the author(s) CEAS will post the paper to ZENODO (http://www.zenodo.org). This has the advantage that the paper is tagged with metadata and will be found in EU’s OpenAIRE (https://www.openaire.eu/search/find) repositories and most likely in Google Scholar. The paper will be provided with the identifier DOI (http://dx.doi.org). With this identifier the paper can always be found. The paper will be protected by an archival and digital preservation strategy using CERN’s professional data centre. Hereby the undersigned (in the order as they appear in the manuscript):
Name Surname Signature
author(s) of the paper # ………….. , entitled: …………………………………………………………………………………………………………………………………………………… declare to be authorized to have the paper published. The paper is unclassified for public release and is cleared by the appropriate company and/or government agency in case this applies and is necessary.
In this paper original (own, new) data is clearly distinguished from data taken from other sources (own or foreign). All information extracted from other sources is provided with citations. This paper has not been published before.
All authors (in case of multiple authors) have contributed to the paper. No person who meets authorship criteria has been omitted. People who are not listed as authors but contributed substantially to the study reported in this paper or assisted in its writing (if any) are mentioned in the acknowledgements. Copyright owners of previously published figures or tables have agreed to their inclusion in this paper.
The author(s) declare(s) that there exists no Conflict of Interest issue with this paper.
Author(s) of the paper give formal permission to the controlling legal association, CEAS, to upload their paper on its official website and make it accessible for free download under the Creative Commons Attribution International License (CC BY). The author(s) will retain the copyright.
□ Please post the paper to ZENODO (http://www.zenodo.org). I / we understand that the paper cannot be deleted from this platform. I / we understand that this rules out the possibility to publish this paper in its current form in a CEAS Journal.
Place/Date …………….. The written agreement form should be duly signed by all authors and sent as a scanned pdf file to email@example.com. “
CEAS Open Access Policy
Papers shall be unclassified for public release and be cleared by the appropriate company and/or government agency if necessary.
CEAS’ best papers, after having passed the CEAS peer review process of Springer, will be published in the CEAS Aeronautical Journal or the CEAS Space Journal (authors are free to choose Springer’s Open Choice Option to publish their papers with Open Access).
All papers accepted for presentation at the CEAS Air & Space conference will be published and distributed in electronic form. CEAS proceedings will appear for free download and readership rights on the CEAS website. The upload of the papers to the website will be carried out not earlier than six months after the conference date. The upload will not be applied for the papers published in the CEAS Journals.
Reuse rights of the papers will be defined as CC BY which is today’s preferred license. This means that readers are free to share and adapt the paper under the condition that they give appropriate credit to the authors (http://creativecommons.org/licenses/by/4.0).
All proprietary rights, as well as the copyright in and to the paper named below in all forms and media, will remain with the authors. Authors can request, at any time, to have the paper removed from the website.
CEAS Program Committee Terms of Reference
The Program Committee is a permanent feature of CEAS with responsibility for the scientific and technical content of the bi-annual CEAS Air & Space conference.
The Program Committee is comprised of members who are experienced in conference planning or subject matter expert in an aeronautical discipline. The committee prepares the bi-annual conference program that appeals to CEAS member societies and others in the field of aerospace. Members determine a topical and timely theme for the conference, select core / key note speakers and support in reviewing of speaker proposals.
• Develop a topical and timely theme for the conference.
• Identify topics of interest to potential attendees.
• Select and invite plenary speakers who support the theme and identified topics.
• Support in the preparation of the conference program.
• Maintain liaison with the organizing society.
• Provide a theme, topics, and speakers for the conference program; all other conference planning and implementation is the responsibility of organizing society; solicit recommendations from others.
• Promote an efficient, transparent, effective and fair abstract review process; establish and maintain an abstract scoring system.
• Review abstracts within the time limit indicated; review abstracts submitted for the conference to ensure that the abstracts selected for inclusion are of high quality and reflect innovation and diversity in research, industrial and operational issues.
• Provide advice and direction to the organizing society on the structure of the conference program.
• Provide local sponsorship leads for the organizing society to follow-up.
• Assist the organizing society with proof reading all event publications including speaker letters, event flyers, brochures, program and pocket handbooks.
• Attend the conference to observe and evaluate for improving follow-on conferences.
• Draft and maintain a survey of the conference and collate and analyse the results.
• Help in the peer review of full papers.
• Recruit new committee members to fill open positions.
• In order to be able to execute the abstract selection process in an effective way the PC should have an adequate number of experts per topic area.
• To have the commitment of all CEAS member societies each society has the right to provide at least one qualified PC member.
• PC members are expected to serve for a period of at least two congresses (4 year term); the term may be renewed upon recommendation from the current chair.
• When the number of abstracts per topic requires an increase in the number of PC members, the member societies will be asked to propose additional qualified PC members.
• Member societies may at any time suggest exchange of their present PC member(s).
• The branch chairs by turn serve as chair of the committee for a 2 years period.
• Prepare certificates for presentation to sponsors and awards for prize winners.
• Time frame
o 14 months out: Determine conference theme and title; submit to the CEAS board for approval.
o 12 months out: Determine concurrent track and plenary themes and select core speakers who support themes.
o 8 months out: Open speaker submission site and solicit invited speakers
o 5 months out: Close speaker submission site and begin review process
o 2 months out: Finalize program
• Frequency of meetings
o Twice per year or more frequently as determined by the PC.
o The committee will meet at the end of the conference to review the conference outcome, session flow, breakout session success, and begin generating ideas for the next conference.
• Minutes of each meeting will be drafted one of the members and circulated to each member of the committee for approval.
Review of committee
• The committee will review its membership, terms of reference, rules and procedures as necessary, and at least every three years, report the results of the review to the CEAS Trustee Board.
• Changes to Terms of Reference
• The committee shall review this Terms of Reference bi-annually prior to the conference.
• These Terms of Reference may only be changed with the approval of the CEAS board.