Match Organizations

This submission step is skipped if no affiliations are included in the manuscript main document, nor are any affiliations specified for any author during the Author Details submission step.

If this step is included, Author Portal will display a separate card for each affiliation.

Initially, each card is marked as Not Matched, which means you have not yet matched the institution name as you have specified it in the manuscript main document or during a submission step with an institution name from the database of institutions that Author Portal uses.


An example affiliation card displayed during the Match Organizations step. The card is marked as Not Matched. The card title is University of Paris. The card includes three sections: The affiliation you provided, Choose best match, and Search for best match. The The affiliation you provided section displays University of Paris. The Choose best match section displays three options as a list of radio buttons: The American University of Paris PARIS, ÎLE-DE-FRANCE, France, The American University of Paris Library PARIS, ÎLE-DE-FRANCE, France, and The American University of Paris Bookstore PARIS, ÎLE-DE-FRANCE, France. The text OR is displayed beneath the Choose best match section and above the Search for best match section. The Search for best match section includes a Find Organization field, with the placeholder text, Start typing to find your organization.

Author Portal will attempt to match each affiliation you provided during the Affiliations submission step with an institution listed in the Ringgold database. During this step, you can confirm if the institutions identified are correct, or, if necessary, manually associate institutions from the database with the affiliations you provided.

During this step, identifying your institution or organization is sufficient. It is not necessary to identify your specific department.

Verifying your organizations during this step does not affect any information in your manuscript or published article. IEEE will only use this information to identify any potential benefits you are eligible for based on your affiliations, such as to help you publish open access and ensure compliance with open access policies.

  1. For each affiliation, do the following:
    1. Select an option from the Choose best match section.
      The card title for that institution changes to Matched.
      The same affiliation card as the one shown in the previous image, with the difference that under the Choose best match section, the radio button labeled The American University of Paris PARIS, ÎLE-DE-FRANCE, France has been selected, so the card title now says Matched.

    2. Alternatively, if none of the options displayed in the Choose best match section are appropriate, type an institution name in the Search for best match > Find Organization field and select an institution name from the dropdown.

      An image focusing on the Search for best match section from the same affiliation card example shown in the previous images. University of Paris has been entered in the Find Organization field. As a result, a dropdown list with institution names is displayed underneath. The first options on this list are the same as those suggested in the Choose best match section, however, the list includes additional options such as THE AMERICAN UNIVERSITY OF PARIS DEPARTMENT OF COMPARATIVE LITERATURE AND ENGLISH PARIS, ÎLE-DE-FRANCE, FRANCE and UNIVERSITE PARIS-SACLAY POLYTECH PARIS-SARCLAY ORSAY, ÎLE-DE-FRANCE, FRANCE. Beneath the dropdown is the text Can't find University of Paris? and next to that text is the Organization is not listed button.

    3. If none of the institutions listed are appropriate, click Organization is not listed.
      The dropdown of institution names is no longer displayed. Instead, the Search for best match section displays Organization is not listed, and the affiliation card is marked Matched. Author Portal records the affiliation to the institution name as you provided it.

    4. If you want to add an affiliation, you will need to go back to the Upload Manuscript submission step, delete your main document or title page file(s), upload a new version that includes the missing affiliation(s), and repeat the submission steps after that.
  2. Click Confirm.
You will be redirected back to the Progress Board page for the submission. Under Your Progress, the next step you need to take will be highlighted.
To continue with your submission, click Additional Information.