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Abstract submission rules


 

Abstracts can be submitted via the online abstract submission service only

Submission Period

Opening of the online submission services: 03 November 2016

Submission deadline: Friday 13 January 2017, 23:59 (CET- Central European Time)

Draft Status

If you do not click on the submit button (Step 4 of the abstract submission service), your abstract 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 that are in draft status after the deadline will not be considered for selection.

Changes and corrections

Once submitted, it is not possible to make any corrections to the abstract content or information (such as authors details, topic, correction of typos in the text, etc.).

What can be done:

During Submission Period - Online Submission service is open - 
In order to correct your abstract you must withdraw it and submit a new corrected version prior to the deadline (See below for withdrawal procedure).

After submission deadline - Online Submission service is closed -
Replacement of your abstract is not possible. Changes cannot be made to the submitted version. In case of errors in your abstract, you may indicate the correction during the presentation at the congress (on your poster or oral presentation). However, changes will not be included in any of the publications (online, final programme, abstract-book).

Withdrawal

If you want to withdraw an abstract already submitted, please notify us as quickly as possible at hfscientific@escardio.org stating the title and number of the abstract to be withdrawn.
Note that, withdrawals are still accepted after the submission deadline but Abstracts may still appear in publications. All Abstracts withdrawal requests must be received in writing (via e-mail) by the end of March 2017 to avoid publications.

Step 1 - Abstract 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 abstract content (for Abstract Evaluation). Make sure you select the appropriate topic as this choice will determine which graders will review your abstract.

Category: You must select one of the following categories under which your abstract can be best classified:

  • Basic Science
  • Clinical

Options: You may choose to submit your abstract under one of the following options:

  • Young Investigators Award option

To present your abstract in one of the following Young Investigators Awards (YIA) sessions, you must be born after April 29th, 1981.

Special note to YIA submitters – If you are submitting the abstract on behalf of the first author/presenter, you must enter the first author’s birth date, as this date will be the qualifying point for the option validation. Abstracts with non eligible birth dates will be automatically removed from this option and graded as “no options” abstracts. Please tick the appropriate box in the Abstract Information section.

  • Nursing Investigator Award option:
    Apply for the Nursing / Allied Professional Investigator Award. Reserved for registered nurses and allied professionals within 5 years after confirmation of their PhD.

Note that by default the 1st author should be the presenter, if not, he/she needs to be able to explain his/her role in the research. Furthermore, on-site during the session, presenters will be in competition and graded under the following categories: originality, scientific content, presentation, answers to questions – they therefore need to be good English speakers.

If your abstract is selected for a YIA/NIA session, you will receive specific instructions. Prizes will be given to the best presentations in each session (First Prize Winner (€ 1000) and two Runners-Up (€ 250), during the Awards Ceremony and all finalists will receive a 400€ travel grant. We highlight the fact that only the Presenter may receive the prize & diploma addressed to him/her.

  • Presented Abstracts: abstracts to be considered for an oral presentation moderated by a chairperson: Rapid Fire, Moderated Poster.
  • Poster for display: Abstract to be considered for ONLY display in the Poster Area

On behalf of
If it is required that you enter the name of affiliation for your research, you may use this field. Do not list any author names in this field - only related organisation. This information will be published.

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 Authors and Institutions

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

Authors list
Please note that the first author should be the abstract presenter by default. Nevertheless, it can be changed through the agreement form process at a later stage. In all cases, the presenter must be part of the authors list included in the submitted abstract. You may enter up to 15 authors in the authors list including the presenter.
The submitter certifies that he has permission from all persons he enters as co-authors to be listed in this abstract 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 is submitted (see paragraph on changes and corrections above).

If none of the authors are able to present the abstract during the congress, the abstract 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 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 Content

All abstracts 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 by a native English speaker, by a university scientific publications office (or other similar facility) prior to submission.

Abstracts must contain original material neither published nor presented elsewhere prior to Heart Failure 2017 (in print or electronically).

Do not cut and paste symbols into your text. Use the symbols provided when you click on the Omega button (Ω).

We recommend you structure your abstract as follows:
Background/Introduction
Purpose
Methods
Results
Conclusion(s)

There is not a specific maximum of words, but rather a maximum total size of the abstracts (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 abstract 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 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 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 services and some rephrasing may occur.

Furthermore, the Abstract Review Committee (graders) is required to identify abstracts pertaining to commercial promotion of a proprietary product, to notify the selection committee.

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

Do not cite keywords or references in the abstract, 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.

 Abstract submitted on animal studies: Study must follow the "Principles of laboratory animal care" (NIH Publication no. 85-23 revised 1985) and according to the national law if applicable.

Step 4 - Abstract Preview and Submission

Please read through your abstract carefully before submitting it, as you cannot change it once submitted and we cannot modify the content / author list / topic / picture for you once it has been submitted. The abstract 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 submission. You will receive an automatic confirmation by email. If you do not receive this confirmation for one or more of your abstracts, please contact the Scientific Programmes Department.

There is no limit to the number of abstracts an author may submit, but you should not submit the same research twice, even under a different topic. If you submit two abstracts with the same content, the abstract submission service will automatically keep the most recent abstract submitted and withdraw the other. 

Abstract Results
All abstracts will be reviewed by the members of the Abstract Review Committee (graders). The final selection will be made by the end of February 2017 (results announced shortly after by the end of the month).
All accepted abstracts will be scheduled either for an Oral Presentation or Poster Presentation. The Programme Committee will determine the format, day and time of presentation (Assigned presentation times / dates cannot be changed.) 
An email message will be sent to the abstract submitter with a report on the status of the abstract (accepted or rejected).

If the abstract is accepted, the submitter will receive instructions concerning the presentation format and information on the process to submit agreement form.
Same presenter cannot be assigned to more than 3 abstracts - co-authors should then be assigned as presenters.

Submission of an abstract constitutes a commitment by the author(s) to present if accepted. Failure to present and register for the Congress, if not justified, may jeopardise future acceptance of abstracts.

Important Information

Embargo
Accepted abstracts are under embargo until one week before the congress. At that time they will be published on the Scientific Programme & Planner (SP&P) and on the Mobile App of the congress.

Until presentation at Heart Failure 2017, accepted abstracts 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 Press Conference and/or Scientific Session
- Prohibition of submitting abstracts to any ESC congresses for one year

Publication of Abstracts
Accepted abstracts are under embargo until one week before the congress. At that time they will be available on the Scientific Programme & Planner (SP&P) and on the Mobile App of the congress.
All accepted abstracts will be published online as an abstract supplement issue of the European Journal of Heart Failure.

Affirmation of Originality and Copyright transfer statement

By submitting your work to the ESC, you consent to have authors’ names, affiliation and biographical material being 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 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 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 to any ESC congresses for one year
  • The content belongs to the author(s). However if the abstract is accepted the submitter agrees, on behalf of all co-authors, to transfer and assign to the ESC the rights to edit, publish, reproduce, distribute copies and prepare derivative works such as press releases. This includes use in indexes or search databases in print, electronic, 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 on the present rules for submission and presentation on behalf of all co-authors.

Conflict of interest
The Congress Programme Committee requests speakers, chairpersons and poster presenters to disclose potential conflict of interest. Abstract presenters are requested to disclose potential conflicts of interest regarding their presentation in the first slide. Poster presenters are requested to disclose potential conflicts of interest regarding poster presentation at the bottom of their poster. 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.

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

THE EUROPEAN HEART HOUSE
2035 Route des Colles
Les Templiers BP 179
06903 Sophia Antipolis - France