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Clinical Case submission rules

ESC Congress 2018




Important information to consider before submitting your Clinical Case

Clinical Case submission is reserved for cardiologists under 36 at the time of presentation - Born after 29 August 1982.
Cases can be submitted via the online Clinical Case portal ONLY.

 

Submission comprises 2 steps:

Step 1- Submission of a Case Proposal - Short description of the case
Within 48h you will be notified of case validation and be asked to submit a FULL CASE.
Step 2 –Submission of a FULL CASE - The Online platform will guide you through this process

The submitter must be the presenter of the case.

Submission constitutes a commitment to present the case at the ESC Congress 2018 if selected for presentation (Results will be announced in May 2018).

All submissions must be made in English.


Submission period -
The Full Case Submission deadline is 1 March 2018, 23:59 CET (Central European Time).
No late submissions will be accepted.
Please note that Case Proposal (Step1) will not be considered for review.
Only the FULL Case will be considered for evaluation by the reviewing committee and selection committee.

General information

Draft Status

You can start working on your case proposal / full case and save it for later completion.
The system allows you to re-access your case version until you actually SUBMIT it.
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 first withdraw it and then submit a new version prior to the deadline (See below for withdrawal procedure).
Note that, changes are not possible after the deadline.

Withdrawal

If you want/need to withdraw a case already submitted, a written statement reflecting the reason(s) for this decision needs to be sent, as quickly as possible, at clinicalcases@escardio.org stating the title and number of the case to be withdrawn.
Note that, withdrawals are still accepted after the submission deadline but withdrawals of accepted cases must be received at clinicalcases@escardio.org no later than June 2018 to avoid inclusion in the final programme.


ADDITIONAL INFORMATION AND CRITERIA FOR SUBMISSION

Clinical Case Content

The Clinical Case must be Clear, Educational, Practical and REAL:
The purpose of a clinical case presentation is to communicate diagnostic reasoning in the light of the current ESC Clinical Practice Guidelines providing a clear description of the patient’s condition and further management options based on these guidelines.
The case needs to be educational and not necessarily rare or unusual.

Clinical Case Format

The clinical case submission portal provides the required structure and mandatory fields to be completed.
We advise all submitters to review the submission Guidelines to familiarize themselves with the content and format requirements.
All fields must be completed for the submission to be complete and considered for evaluation.

Topic List

The call for cases is open for submission of clinical cases in the following topics only.

ARRHYTHMIAS AND DEVICE THERAPY

Arrhythmias, General
Atrial Fibrillation
Supraventricular Tachycardia (non-AF)
Syncope and Bradycardia
Ventricular Arrhythmias and Sudden Cardiac Death (SCD)
Device Therapy

HEART FAILURE

Chronic Heart Failure
Acute Heart Failure

CORONARY ARTERY DISEASE, ACUTE CORONARY SYNDROMES, ACUTE CARDIAC CARE

Coronary Artery Disease (Chronic)
Acute Coronary Syndromes
Acute Cardiac Care

VALVULAR, MYOCARDIAL, PERICARDIAL, PULMONARY, CONGENITAL HEART DISEASE

Valvular Heart Disease
Infective Endocarditis
Myocardial Disease
Pericardial Disease
Tumors of the Heart
Congenital Heart Disease and Pediatric Cardiology
Pulmonary Circulation, Pulmonary Embolism, Right Heart Failure


You must index your case under a specific topic to select among the related topics available – Topic indexation is a key factor the review and selection process.
Please select your topic carefully

Clinical Case Authors

Your case must list at least 1 author in order to be submitted.
Please note that the Submitter must be the first author / Clinical Case Presenter and shall be under 36 year old at the time of the presentation.

Only the 1st author/presenter is required to be under 36.

You may enter up to 10 authors in the authors list including the submitter/first author. 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 and warranties to the ESC 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.

Clinical Case Grading and Selection

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

Evaluation and grading of the Full clinical cases will be performed by a panel experts from the ESC Education Task force and members of Cardiologists of Tomorrow Nucleus group.

All Full Cases will be reviewed and graded.

Selection meeting will take place in April 2018, where the committee will select among the top rated submissions the Clinical Cases for presentation in dedicated sessions at ESC Congress 2018 in Munich.

Results will be announced by Mid-May 2018.

Clinical Case Award Session

Four cases will be selected to be presented in the Clinical Case Award Session.
Presenters will be in competition and their presentation evaluated on the following criteria: originality, scientific content, presentation, answers to questions.
Results will be announced and Prizes will be given during the Awards Ceremony (a diploma and a prize of €2,000 for the winner, a diploma and prize of €1,000 for the 3 other finalists).

The award prize & diploma will only be made in the name of and given to the Presenter.

NEW - The four finalist cases will be published in the European Heart Journal - Case Reports.

Clinical Case Acceptance and Presentation

Notification of acceptance or rejection will be emailed to each submitter, at the e-mail address supplied on the submission form, by mid-May 2018.

Accepted cases will be presented orally in dedicated sessions. Date and time of the session will be communicated in the acceptance notification.

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

Presenters selected for the Award Session will receive specific information.

The ESC will waive the registration fee for all clinical case presenters.
All other expenses (airfare, hotel....) 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 submitter (who must be the presenter) to present the work if accepted.

Failure to present, if not justified (withdrawn), will be identified as "no-show" and will jeaopardize future acceptance of cases. In addition, cases identified as "no-show" will be removed from all Congress publications (including ESC Congress 365).

Publication of Cases and Embargo

All accepted cases will be published on the ESC Clinical Case Gallery.
Until presentation at ESC Congress 2018, accepted 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 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 to the ESC 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.

An author submitting or presenting published work may jeopardize future acceptance of abstracts and clinical cases.

  • The content belongs to the author(s). However, if the case is accepted the submitter agrees, on behalf of all co-authors, to transfer and assign to the ESC free of charge, on a non-exclusive basis, for fifteen years from the present submission the rights to edit, publish, reproduce, reformat, distribute in whole or in part the case and prepare all type of derivative works such as press releases and/or educational products, using all communication tools and means, now known or hereinafter developed, including any and all digital means and any and all supports or forms of media, now known or hereinafter developed, in particular all paper, analog, digital, numerical and electronic media, including Internet, Intranet and Extranet sites and social media. 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 clinical case presenters to display a slide at the beginning of their presentation indicating disclosure information for themselves and all co-authors 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

Applicable law

All the rules pertaining to the present submission are governed by and construed in accordance with the laws of France without regard to any conflicts of laws principles thereof that would require the application of the law of any other jurisdiction. Any disputes arising in relation hereto shall be submitted to the exclusive jurisdiction of the French Tribunal de Grande Instance located in Grasse, France.