Conference Policies

“No Paper, No Podium” / “No Podium, No Paper”

Accepting the terms and conditions for submitting a paper to the International Conference on Environmental Systems is a required field in Easy Chair. The policy listed here is part of these terms & conditions and states the following:

If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the conference. It is the responsibility of those authors whose papers or presentations are accepted to ensure that a representative attends the conference to present the paper. If a paper is not presented at the conference, it will be withdrawn from the conference proceedings. These policies are intended to eliminate no-shows and to improve the quality of the conference for attendees.

Publication Policy

ICES will not consider for presentation or publication any paper that has been previously published elsewhere.

WARNING: Technology Transfer

Prospective authors are reminded that technology transfer guidelines have considerably extended the time required for review of abstracts and completed papers by U.S. government agencies. Internal (company) plus external (government) reviews can consume 16 weeks or more. Government review if required is the responsibility of the author. Authors should determine the extent of approval necessary early in the paper preparation process to preclude paper withdrawals and late submissions. The conference technical committee will assume that all abstracts papers and presentations are appropriately cleared.

Export Control Compliance

Export Control Rules and Regulations apply to the export and import of defense articles and defense related items, i.e. dual use items. Information in the public domain is outside the purview of Export Control. (Please note that proprietary company information is not considered to be in the public domain). All authors submitting material to the International Conference on Environmental Systems (ICES) are expected to comply with all applicable Export Control Regulations, which might include any national, European or US Law (ITAR or EAR Regulations). If necessary authors must obtain clearances for their works to be freely published in ICES Proceedings. Authors who are U.S. nationals (including green card holders); work for a U.S.-based organization, regardless of where they are physically located; or work at a U.S. location of a non-U.S.-based organization must also ensure that US Export Control compliance has been obtained for any and all papers submitted to ICES for publication as part of the conference proceedings. ICES maintains the assumption that each author involved in government contracts will meet their contract obligations and that these obligations will, by definition, satisfy the requirements for Export Control compliance.

Texas Tech University (TTU) Repository Submission License

By submitting this license, you (the author(s) or copyright owner) grants to Texas Tech University (TTU) the non-exclusive right to reproduce, translate (as defined below), and/or distribute your submission (submitted to the 55th ICES held in 2026 in Rio Grande, Puerto Rico including the abstract) worldwide in print and electronic format and in any medium, including but not limited to audio or video. You agree that TTU may, without changing the content, translate the submission to any medium or format for the purpose of preservation. You also agree that TTU may keep more than one copy of this submission for purposes of security, backup and preservation. You represent that the submission is your original work, and that you have the right to grant the rights contained in this license. You also represent that your submission does not, to the best of your knowledge, infringe upon anyone’s copyright. If the submission contains material for which you do not hold copyright, you represent that you have obtained the unrestricted permission of the copyright owner to grant TTU the rights required by this license, and that such third-party owned material is clearly identified and acknowledged within the text or content of the submission.

If the submission is based upon work that has been sponsored or supported by an agency or organization other than TTU, you represent that you have fulfilled any right of review or other obligations required by such contract or agreement. TTU will clearly identify your name(s) as the author(s) or owner(s) of the submission, and will not make any alteration, other than as allowed by this license, to your submission.

COPYRIGHT ©

All copyrights of final papers are retained by the AUTHOR(S) AND/OR THE AUTHOR’S ORGANIZATION (if applicable). Please see details regarding copyright acknowledgement on your paper in the ICES Guide to Submission and Peer Review Process on the Author Materials & Resources page. As of 2014 neither the International Conference on Environmental Systems, Inc., nor Texas Tech University own the copyright to any work submitted to an ICES conference.

ICES Code of Conduct

The ICES organization is committed to providing a harassment-free experience for participants regardless of gender, age, sexual orientation, disability, physical appearance, race, religion, or other protected status. While attending the conference or any related ancillary or social events, participants should not engage in harassment in any form. All participants are expected to behave according to professional standards and in accordance with their employers’ policies on appropriate workplace behavior.

Use of Artificial Intelligence

Introduction
Generative artificial intelligence (AI) technologies that reproduce text, images, computer code, audio, video, and other content have become widely available. Well-known examples include ChatGPT for text and DALL•E for images. Therefore, this policy addresses the rapidly growing trend of using AI tools and software in the preparation and review of manuscripts and presentations for the ICES conference. The term AI includes all forms such as intelligent agents, generative or creative AI (e.g., ChatGPT and openFrameworks), AI-assisted technologies, deep learning, etc. This policy addresses the use of AI in the preparation of text, figures, illustrations, references, and graphics for a manuscript submitted to ICES, as well as the use of AI by reviewers. AI tools used in research or in engineering practice are not regulated by this policy, but they are expected to be fully described in the manuscript for evaluation by reviewers and readers. This policy is intended to provide guidance and transparency to authors, reviewers, and readers concerning the ethical use of AI for ICES manuscripts and presentations.

Obligations of Authors
Each co-author is fully responsible and accountable for the content of the entire manuscript, including the accuracy, integrity, and completeness of the manuscript, citation of previous work, obtaining copyright approval, review for export control, and potential issues of plagiarism. If authors use any type of AI technology in the writing process, AI shall primarily be used to improve readability, grammar, and spelling. Keep in mind that the goal of gen AI tools is to reproduce content that appears to have been produced by a human, not to produce accurate or reliable content; therefore, relying on a gen AI tool may result in your submission of inaccurate content. It is the responsibility of the authors—not the tool—to assure the quality, integrity, and accuracy of your work. Furthermore, since the submission of content to AI may be a disclosure of said content, authors must also follow their affiliation’s AI policy in regard to AI use and export control.

Note that the term Author refers to all contributing authors of the manuscript under consideration. Authors may not list AI or AI-assisted technologies as a co-author. Authors may not cite AI engines as an original source. When authors use AI in the writing process, they must disclose the use of AI technologies used in the preparation of the manuscript upon submission to EasyChair; disclosures exclude the use of spelling and grammar checkers that are included in word processing software. In addition, authors should be wary of unintentional plagiarism or data fabrication.

AI can be used to construct or modify illustrations, figures or graphics to improve clarity and the communication of concepts. AI can be used to modify a photograph to improve the clarity or particular features of interest. However, AI shall not be used to generate false or misleading photographs, such as adding objects or images of individuals. Regardless of how an illustration, figure, graphic, or photograph is constructed, the authors are fully

responsible for appropriate citation to previous work, obtaining needed copyright permission, and potential issues of plagiarism. Note that citation and copyright protection may apply even if a previously published figure has been altered. When authors use AI for an illustration, figure, graphic, or photograph, they must disclose the use of AI technologies upon manuscript submission.

If AI is used in the writing process or figure construction as permitted above, the authors must include a brief description of AI use in the Acknowledgments section of the manuscript.

The ICES Steering Committee and session chairs reserve the right to reject the publication of any manuscript submitted if the use of AI tools and software is not disclosed or if their use has not been adequately described.

Obligations of Reviewers
When an individual is invited to review a submitted manuscript, the manuscript must be treated as a confidential document. When the term Reviewer is used, it applies to a reviewer of a manuscript submitted to the ICES conference. A Reviewer should check any and all URL references since AI may falsify references. A manuscript revision shall be required and may be rejected if false URLs are found.

A Reviewer may not use AI to generate the review itself. A Reviewer can use AI as a supplement to their personal expertise, e.g., to find related publications in the article’s subject areas, though a Reviewer is personally responsible for confirming all information used during manuscript review that is not obtained from peer-reviewed sources. A Reviewer should not upload a submitted manuscript, or any portion of a manuscript, to an AI tool or website, as this may violate the author’s confidentiality or proprietary rights of their work.

Do You Have Questions?

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