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Abstract & Clinical case submission rules

Abstracts and clinical cases can be submitted via the online Abstract Submission Services only.
It is the same submission platform but carefully consider below the content requirements for each type of submission (STEP 3).

Abstracts/Clinical cases sent by fax or email will not be accepted.

Submission period:

Opening of the online submission services: 19 September 2016

Submission deadline has been extended to 29 November 2016, 23:59 (CET – Central European Time).



GENERAL INFORMATION

Draft Status

If you do not click on the submit button (Step 4 of the abstract/clinical case submission service), your abstract/clinical case will be saved in Draft Status. You will then be able to review it and submit it at a later time (but only before the deadline).

NB: Abstracts/clinical case that are in draft status after the deadline cannot be processed and therefore will not be considered for selection.

Changes and corrections

Once submitted, it is not possible to make any corrections to the abstract/clinical case content or information (such as Presenter details, topic, authors list etc...). The ESC is not authorized to make changes to a submission. In order to correct your abstract/case you must withdraw it and submit a new corrected version prior to the deadline (See below for withdrawal procedure). Note that, such replacement of your abstract/case is not possible after the deadline. In the case of errors in your abstract/clinical case discovered after the deadline, you may indicate the correction during the presentation at the congress. However, changes will not be included in the publications. If accepted, your abstract/case will be published as submitted.

Withdrawal

If you want to withdraw an abstract/clinical case already submitted, please notify us as quickly as possible at ehcarescientific@escardio.org stating the title and number of the abstract/case to be withdrawn.

Note that, withdrawals are still accepted after the submission deadline but abstracts/case may still appear in publications. All abstract/clinical case withdrawal requests must be received in writing (via e-mail) by mid January 2017 to avoid appearing in publications.

STEP 1: Abstract/Clinical case Information

Title

Maximum 200 characters typed in lower-case letters, except for abbreviations and study names. Please be careful that your title might be truncated if you copy and paste it into the field.

Topic

Select one topic from the list of topics which best describes the content (for Abstract & Clinical Case Evaluation). Make sure you select the appropriate topic as this choice will determine which graders will review your abstract/case.

Category

You must select one of the following category to classify the type of your submission:

  • General (traditional abstract)
  • Clinical Case

Option

You must select one of the following option under which your abstract/case can be classified:

  • No Option
  • Doctoral Student

On behalf of

You may use this field to enter the name of the affiliation for your research or the name of an investigating team. Do not use this field to list individual authors.      

Affiliation/Investigating team will not be listed in the authors index of the Scientific Programme, nor appear in publications.

Funding Acknowledgements

All sources of financial support (including governmental grants) for this research should be listed under this heading. All grant funding agency abbreviations should be spelled out. This information will be published.

Acronyms

If the study to be presented is known through an acronym, please indicate the name of the study (e.g. "EMIT") in the appropriate field, as well as the full name of the acronym (e.g. "European Mizaverol Trial"). 

STEP 2: Abstract/Clinical case authors and institutions

Your abstract/clinical case must list at least 1 author in order to be submitted.

Authors list

Please note that the first author should be the abstract/clinical case presenter by default. Nevertheless, it can be changed through the agreement form online available in December 2016. In all clinical cases, the Presenter must be part of the authors list included in the submitted abstract/clinical case and be able to explain his/her role in the research during presentation.

You may enter up to 15 authors in the authors list including the presenter.

The submitter certifies that he/she has permission from all persons he/she enters as co-authors to be listed in this abstract/clinical case and that they are aware that their names will appear in all publications.

The names of authors will be published as listed on the submission form. Please make sure the information given for each author is correct, as no changes will be possible after the abstract/clinical case is submitted (see paragraph on changes and corrections above).

If none of the authors are able to present the abstract/case during the congress, the abstract/clinical case should be withdrawn. If not, it will be considered as no-show and the Congress Programme Committee can then decide not to consider an abstract/clinical case submitted by the same author the following year.

Institutions

This is a mandatory step.

You will be requested to select your institution when you create the presenter and the authors. Once you have entered your city, a list will automatically appear from which you can select your institution.

If your institution is not in the list, you have the possibility of creating it.

If your city is not in the list, please enter it, press enter then add your institution.

STEP 3: Abstract and Clinical case content

All abstracts/clinical cases must be submitted (and will be presented) in English using UK English spelling with accurate grammar and spelling suitable for publication. If in doubt, please arrange for the review of your abstract/case by a native English speaker, by a university scientific publications office (or other similar facility) prior to submission.

Please note that any medical research involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association. We remind you that patient's photos should be avoided and the patient must never be identifiable in your presentation.

Do not cut and paste symbols into your text. Use the symbols provided when you click on the Ω. Using "cut and copy" from another document can result in symbol not being correctly displayed.

Abstract/case body must be written in lower-case letters, except for abbreviations, study names or first letter of the sentence. 

Recommended ABSTRACT structure

  • Background/Introduction
  • Purpose
  • Methods
  • Results
  • Conclusion(s)

Recommended CLINICAL CASE structure

  • Introduction and description of your patient including presenting condition, co-morbidities, psychological and social factors
  • Identification of the problem, procedures, techniques and patient management (using a holistic approach)
  • Questions, problems or possible differential diagnosis
  • Conclusions and implications for clinical practice 

There is not a specific maximum of words, but rather a maximum total size of the clinical case (shown as 100 %), including the text with spaces, table (if any). The maximum abstract size is 35 lines (3 000 characters).

Use the save and refresh button at the bottom in order to display the size of the clinical case in percentage (shown on the left of the screen). The programme converts the size in % when you save it as a draft.

The character limit does not include the title and the authors. Only the abstract text, table and spaces are taken into account.

Abstract and Clinical case table

The Table field holds a table without surrounding text. Do NOT COPY your table into the field. You must RECREATE your table using the tools provided.

The maximum size of the table is 12 columns and 20 rows, and you can only enter one table. The title field is optional.

In addition to your text, you can add a picture.

Abstract/clinical case picture

Your picture file must meet the following criteria:

  • Format: JPEG or GIF
  • Size: less than 1 MB
  • Measures no larger than 600 pixels(x) x 800 pixels(y)

Please make sure that your picture is readable on the abstract preview (this represents how it will look in all publications). You can only enter one picture, and the title field is optional.

Important: As the grading and selection process is blinded, the title and body text must not contain identifying features, ie information such as

  • Names (authors or other)
  • Names of institute (hospitals, medical schools, clinics…)
  • Cities 

Also not authorised

Trademarks. Use generic drug names. The use of commercial drug names, brands and registered trademarks is strictly prohibited. Drugs should be referred to by the active substance or pharmacological designation

  • Company names and location
  • Web sites and email addresses

Failure to comply with the above requirements will/may lead to automatic rejection of the submission or this information may be deleted by the abstract/case services and some rephrasing may occur.
Furthermore, the Abstract/Clinical case Review Committee (graders) is required to identify abstracts/clinical case pertaining to commercial promotion of a proprietary product, to notify the selection committee.

Do not include grant acknowledgements in the abstract/case content. Use the appropriate field.

Do not cite keywords or references in the abstract/clinical case, as they are not allowed and will be deleted.

Do not include copyright or trademark symbols.

Limit use of acronyms and abbreviations. Define at first use with acronym or abbreviation in parentheses.

Please note that any medical research involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association. We remind you that patient’s photo should be avoided and the patient must never be identifiable in your presentation.

STEP 4: Abstract and Clinical case preview and submission

Proofread abstracts/clinical cases carefully to avoid errors before submission, check spelling and grammar. The abstract/clinical case will be reviewed and published (if accepted) as it has been submitted – NO EXCEPTIONS.

Do not forget to click on the Submit button to validate your abstract/clinical case submission. After having submitted your abstract/clinical case you will receive an immediate automatic confirmation by email (please make sure to state your correct email address!) notifying you the abstract/clinical case number. Please use this reference in all correspondence. If you do not receive this confirmation, please contact the Scientific Programme Team at ehcarescientific@escardio.org

There is no limit to the number of abstracts/ clinical cases an author/individual may submit, but the same research cannot be submitted twice, even under a different topic/category or with a different title. If you submit two abstracts/clinical cases with the same content, the abstract/clinical case submission service will automatically keep the most recent abstract/clinical case submitted and withdraw the other. Note that duplicate draft abstracts/clinical cases will not be deleted.

If you have difficulties in submitting your abstracts/clinical case or if you need any further information, please contact the Scientific Programme Team at  ehcarescientific@escardio.org 

Abstract and Clinical case Grading/Results

All abstracts/clinical cases will be blinded for review by 4 to 6 members of the Abstract Review Committee (graders). Each grader is selected by the Congress Programme Committee to review abstracts in their category that best fits their expertise.

Our intent is to be most inclusive of the quality science received without compromising scientific integrity.

The Abstract/Clinical case Review Committee (graders) is required to identify abstracts/clinical cases pertaining to commercial promotion of a proprietary product, to notify the selection committee.

Abstracts/clinical case submitted for consideration must be an original idea, concept, or an improvement or revision of a previous idea. Submissions are peer-reviewed for scientific content, logical presentation, and current interest of the topic to the scientific community.

The final selection will be made by the Congress Programme Committee in December 2016 that will determine the format, day and time of presentation for each abstract/clinical case. No rescheduling or changes will be possible.

Accepted abstracts/clinical cases will be scheduled either as oral presentations or Moderated Poster or Poster Presentations.

All presentations including question-and-answers will be conducted in English. Presenters are expected to speak a good English.

All abstract/clinical case submitters will be notified by e-mail by mid-December 2016 about the outcome (accepted or not accepted) of the review and selection process.  Please ensure that the email provided is accurate as all correspondences will be sent via email.

If the abstract/clinical case is accepted, instructions and guidelines concerning the abstract/clinical case presentation will be provided online.  

The same author cannot be assigned to presenting more than 3 abstracts/clinical cases - co-authors should then be assigned as presenters.

No-show Policy

Submission of an abstract/clinical case constitutes a commitment by the author(s) to present if accepted. Failure to present and register for the Congress, if not justified (abstract/clinical case withdrawn), will be identified as “no-show” and will jeopardise future acceptance of abstracts/clinical cases.

Publication of Abstracts and Clinical cases

All accepted abstracts/clinical cases will be published in the supplement of Cardiovascular Nursing Congress.

Embargo

Accepted abstracts/clinical cases are under embargo until one week before the Congress. At that time they will be available on the Scientific Programme & Planner.

Until presentation at EuroHeartCare Congress 2017 accepted abstracts/clinical cases should not be published in any other journals and/or online publications or presented at any international congresses.

Breaking of the Embargo Policy by a presenter or co-author will lead to:

  • Withdrawal of their presentation from the ESC Press Conference and/or Scientific Session
  • Retraction from all ESC publications
  • Prohibition of submitting abstracts/clinical case to any ESC congresses for one year

Affirmation of Originality and Copyright transfer statement

  • By submitting your work to the ESC, you consent to have authors’ names, affiliation and biographical material used in connection with the publication of your work.
  • Author(s) represents and warrants that he/she/they is/are sole author(s) of the work, that all authors have participated in and agree with the content and conclusions of the work, and that the work is original and does not infringe upon any copyright, proprietary, or personal right of any third party.The submitter hereby affirms that the work submitted is original, except for extracts from copyrighted works fully authorised by the copyright holders, and that all statements declared as facts are based on thorough examination and investigation for accurateness.
  • Submitted abstracts/clinical cases should not have been published in any other journals and/or online publications nor presented at any previous international congress. However, former presentation at national meetings and/or non cardiovascular specialists meetings does not disqualify. A submitter, presenter or co-author submitting or presenting published work will lead to:
    • Withdrawal of their presentation from the Press Conference and/or Scientific Session
    • Prohibition of submitting abstracts/clinical cases to any ESC congresses for one year
  • Submitted abstracts/clinical cases must report new information not previously published or presented at a national or international scientific meeting prior to the Congress. Note that abstracts/clinical cases previously presented at meetings will not be accepted unless there is a substantial update of data.
  • Identified duplicates will be retracted from all related ESC publications.
  • The content belongs to the author(s). However if the abstract/clinical case is accepted the submitter agrees, on behalf of all co-authors, to transfer and assign to the ESC the rights to reformat, publish, reproduce, distribute and prepare derivative works such as press releases and/or educational products directly or with partners. This includes use in indexes or search databases in print, electronic (ex: SP&P), or other media.  Author(s) retain the right, after presentation at the Congress, to subsequently include the work in articles, books, or derivative works that he/she authors or edits, provided said use does not imply the endorsement of the ESC. The submitter signs for all co-authors. He/she accepts responsibility for the present rules for submission and presentation on behalf of all co-authors.

Conflict of interest

The Congress Programme Committee requests all presenters to display a slide at the beginning of their presentation (at the bottom of the poster for poster presentations) indicating disclosure information for themselves and all coauthors as applicable, or that they have nothing to disclose. Please state "None" if no conflicts exist.

This will allow the audience to take potential conflicts of interest into account when assessing the objectivity of the presentation.

A potential conflict of interest may arise from various relationships, past or present, such as employment, consultancy, investments and stock ownership, funding for research, family relationship, etc.
All potential conflicts of interest must be stated.

This pertains to relationships with pharmaceutical companies, biomedical device manufacturers, or other corporations whose products or services are related to the subject matter of the article. Such relationships include, but are not limited to, employment by an industrial concern, ownership of stock, membership on a standing advisory council or committee, being on the board of directors, or being publicly associated with the company or its products. Other areas of real or perceived conflict of interest could include receiving honoraria or consulting fees or receiving grants or funds from such corporations or individuals representing such corporations.

Data Privacy

By certifying that you have read these Submission rules, you also confirm having received the prior approval from the co-authors to provide their data to the ESC. You have personal data, which is, according the Law on data processing and Civil Liberties 78-17 of 6 January 1978 modified, registered with the European Society of Cardiology (ESC). The information you supply on this application is required to process it and it will be held in the ESC customer data files. It may be used for marketing and communication purposes by the ESC and its contractors only. You have the absolute right to access, amend and oppose any use of this personal data by writing to the ESC at the address mentioned below

European Society of Cardiology

The European Heart House

Les Templiers

2035 Route des Colles

CS 80179 Biot

06903 Sophia-Antipolis Cedex – France