In order to bring you the best possible user experience, this site uses Javascript. If you are seeing this message, it is likely that the Javascript option in your browser is disabled. For optimal viewing of this site, please ensure that Javascript is enabled for your browser.
Did you know that your browser is out of date? To get the best experience using our website we recommend that you upgrade to a newer version. Learn more.

We use cookies to optimise the design of this website and make continuous improvement. By continuing your visit, you consent to the use of cookies. Learn more

Clinical case submission rules


 

Heart Failure 2016
Florence – Italy, 21-25 May 2016

Cases must be received electronically through the online Clinical Case Submission Services.

Paper submissions or faxed cases will not be accepted.

All submitters have to submit an abstract and a PDF file.

The abstract is intended for review and if the case is selected this will be the document published.

See Step 3: Submission of the Abstract for more instructions. Submissions which do not present a full abstract will not be validated.

The PDF file is also mandatory.You must use the PDF to include additional images and to develop the case presentation. The PDF will only be taken into consideration if the abstract is validated in its submission format and only as a complement to the abstract but it won’t be published.

See Step 4: Submission of the PDF file (mandatory) for more instructions.

Submission Period: The submission deadline is Wednesday 24 February 2016, midnight CET (Central European Time). No late submissions will be accepted.

Draft Status:

Cases can/will be saved in draft status until you click on the submit button (Step 5 of the case submission service). You will then be able to review it and submit it at a later time (but only before the deadline). NB: Cases that are in draft status after the deadline will not be included in the review process.

Changes and corrections:

Once submitted, it is not possible to make any corrections to the content or information (such as Presenter details, topic, authors’ list etc.). In order to correct your 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 a clinical case is not possible after the deadline. If errors in your case are discovered after the deadline, you may indicate the correction during the presentation at the congress. However, changes will not be included in the publications.

Withdrawal:

If you want/need to withdraw a case already submitted, a written statement reflecting the reasons for this decision needs to be sent, as quickly as possible, at hfscientific@escardio.org stating the title and number of the case to be withdrawn.
Note that, withdrawals are still accepted after the submission deadline but withdrawal of accepted cases must be received at hfscientific@escardio.org no later than April 2016 to avoid inclusion in the final programme and publications.

Step 1: 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.

Do not include “a case report” in the title.

Topic: Select one topic from the list of topics which best corresponds to the topic of your clinical case. Make sure you select the appropriate topic as this choice will determine which graders will review your case.

Topics for submission

  • Acute heart failure
  • Cardiomyopathy
  • Co-morbidities
  • Devices / CRT / ICD
  • Cardiac Surgery
  • Heart failure imaging
  • Disease management programmes - Topic reserved to Nurses and Allied Health Professionals.

Step 2: Clinical Case Authors


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

Authors list: Please note that the first author should be the Clinical Case Presenter by default.

You may enter up to 10 authors in the authors list including the Presenter. Please make sure the information given for each author is correct, as no changes will be possible after the case is submitted (see paragraph on changes and corrections above).

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

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. You can add your department in the text box.
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: Submission of the Abstract

Abstract text

The abstract is intended for review and if the case is selected, this will be the document published. 

Submissions which do not present a full abstract will not be validated.

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

Important:
 
As the grading and selection process is blinded, the abstract title and body text, as well as the PDF file MUST NOT contain information such as:
• Names (authors or other)
• Names of institute
• Institute city name(s)

Also not authorised

• Trademarks. Use generic drug names. The use of commercial drug names is strictly prohibited. Drugs should be referred to by the active substance or pharmacological designation
• Company Names and location  
• Web site and email addresses
This information may be deleted by the clinical case submission services and some rephrasing may occur.

Recommended structure of your case in the Abstract Content:
• Introduction and case report description
• Description of the problem, procedures, techniques and/or equipment used (Use the PDF for further attachments/images)
• Questions, problems or possible differential diagnosis
• Answers and discussion
• Conclusions and implications for clinical practice
Do not cut and paste symbols into your text. Use the symbols provided when you click on the Omega button (Ω).

There is not a specific maximum of words, but rather a maximum total size of the cases (shown as 100 %), including the text with spaces and 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 side of the screen). The programme then converts the size in % to display to you when you register it as a draft.

The character limit does not include the title and the authors. Only the abstract text, spaces and table and picture 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.

Cases 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.

Please note that any medical research involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association.

Images: We remind you that patient's photos should be avoided and the patient must never be identifiable in your presentation.

Step 4: Submission of the PDF file

The PDF file (Max 50MB) is mandatory and must be inserted to include additional pictures/images to develop and illustrate the case presentation.

You must use the PDF to include additional images and to develop the case presentation. The PDF will only be taken into consideration if the abstract is validated in its submission format and only as a complement to the abstract but it won't be published.

Do not repeat the title of the case and do not copy exactly the abstract content on the PDF file, you must develop the case in the PDF to give additional information that will help to understand the case.

It is essential to include some words about what is the learning point of the case.

Important: As the grading and selection process is blinded, the PDF MUST NOT contain information such as:
•    Names (authors or other)
•    Names of institute
•    Institute city name
•    Web site and email addresses

If any of these information is included in the PDF, the submission will be rejected as we cannot edit nor modify the pdf version.

Images: We remind you that patient's photos should be avoided and the patient must never be identifiable in your presentation.

Step 5: Clinical Case Preview and Submission

Proofread your clinical case carefully to avoid errors before submission (check also spelling and grammar), as it cannot be changed once submitted. The 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 case submission. After having submitted your case, you will receive an immediate automatic confirmation by email (please make sure to state your correct email address!) notifying you the case number. Please use this reference in all correspondence. If you do not receive this confirmation for one or more of your case(s), please contact the Scientific Programme Department at hfscientific@escardio.org

There is no limit to the number of cases an author/individual may submit, but you should not submit the same research twice, even under a different topic or with a different title. If you submit two cases with the same content, the Scientific Dpt. will automatically keep the most recent case submitted and withdraw the other.

Note that duplicate draft cases will not be deleted.

If you have any questions concerning the online submission services or have any difficulties in submitting your case, please contact the Scientific Programme Department at hfscientific@escardio.org

 
Grading and Selection of cases

Evaluation and grading of case submissions will be performed by blind review.
Each grader is selected to review cases in its category that best fits its expertise.
The final decision will be made early March 2016 by the Heart Failure Congress Programme Committee that will determine the day and time of presentation. No rescheduling or changes will be possible.
Accepted cases will be presented either in oral sessions (in the AGORA) or Moderated Poster sessions.
NEW this year!  Best performing cases will be in competition during the “Clinical case competition” session.  
The winner will receive his/her award during the Awards Ceremony.

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

All cases submitted must comply with the submission rules to be considered for acceptance.

Notification of acceptance or rejection will be mailed to each submitter, at the e-mail address supplied on the submission form, by mid-March 2016.

Additionally, the submitter will have the possibility to see the acceptance status online through the submission services. Bearing in mind the various security measures and firewalls, we kindly request that you ensure that e-mails can reach you by adapting your spam filter accordingly.


If the case is accepted, a 2nd email will be sent to the 1st author, who is the presenter by default, with instructions to confirm the presentation and submit the agreement form.

Any change in the presenting author needs to be communicated in the form of a written statement to the Scientific Programme Dpt.
All expenses (airfare, hotel, registration....) associated with the submission and presentation of a case, are under the responsibility of the presenter.


No-show Policy

Submission of a clinical case constitutes a formal commitment by the author(s) to present the work if accepted. Failure to present, if not justified (withdrawn), will be identified as “no-show” and will jeopardize future acceptance of cases. In addition, cases identified as “no-show” will be removed from all post Congress publications.

Publication of cases and Embargo

Accepted cases are under embargo until one week before the congress. At that time they will be available on the Scientific Programme & Planner through the ESC Website, and also on the Heart Failure 2016 Mobile App.

Accepted cases will be published in the abstract supplement of the European Journal of Heart Failure – May 2016

Until presentation at Heart Failure 2016, accepted cases should not be published in any other journals and/or online publications or presented at any international congresses.

If you have submitted your case to a journal for publication, please ensure that the publication date will be after the Congress.

Breaking of the Embargo Policy by a presenter or co-author will lead to:
- Withdrawal of their presentation from the Heart Failure Scientific Session

- Retraction from all ESC publications
- Prohibition of submitting abstracts/cases 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 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 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 does not disqualify.
• The content belongs to the author(s). However if the clinical case 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 release or educational products. 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 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 disclose potential conflict of interest. Clinical Case Presenters are requested to disclose potential conflicts of interest regarding their presentation in the first slide. 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

European Society of Cardiology

The European Heart House

Les Templiers

2035 Route des Colles

CS 80179 Biot

06903 Sophia-Antipolis Cedex – France