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Abstract & Clinical Case submission rules

EHRA Congress


 

Important information to consider when submitting your abstract/clinical case

Submission Period

Opening of the Online Submission Services: 18 August 2018. 

Abstracts & Clinical cases can be submitted via the online Abstract & Clinical Case Submission Services only. Abstracts & Clinical cases sent by fax or email will not be accepted.

The submission deadline is Monday 22 October 2018, 23:59 CET (Central European Time).

General information

Draft Status

If you do not click on the submit button (Step 4 of the abstract 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). Drafts cannot be deleted.

NB: Abstracts/clinical cases 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 authors list and details, topic, conclusion(s) etc...). The ESC is not authorized to make changes to a submission. In order to correct your abstract/clinical 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/clinical 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/clinical 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as possible at ehra-congressscientific@escardio.org stating the title and number of the abstract/clinical case to be withdrawn.
Note that, withdrawals are still accepted after the submission deadline but abstracts/clinical cases may still appear in publications. All abstract/clinical case withdrawal requests must be received in writing (via e-mail) by the end of January 2019 to avoid printed 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. Do not include authors, institutions, city names, trademarks and abbreviations in the title.

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/best matching topic as this choice will determine which graders will review your abstract/clinical case. Abstracts/clinical cases submitted under a topic that does not match the subject matter of the abstract/clinical case may be given a lower score from reviewers.

Note that in order to view the topic list, you must first select the ESC Event for which you submit your abstract/clinical case (first field of the page).

Category

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

  • General = Standard submission
  • Clinical case
  • Working Group on Cellular Cardiac Electrophysiology

Please note that if you choose to submit a clinical, you cannot choose the option YIA.

Options

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

  • No Option - Standard submission 
  • Young Investigators Award (YIA) - Basic Science
  • Young Investigators Award (YIA) - Clinical

Investigator Award option:

  • You must be 38 years old or younger at the time of presentation (you must be born after 17 March 1981) to be eligible or under 40 years old if you are still in training (Proof of your institution will be required)
  • 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
  • Selected abstracts will be presented orally in the Young Investigators Awards (YIA) session and will be published online as an abstract supplement issue of the EP Europace Journal.
  • Clinical cases are not eligible for the YIA option and will be removed from this option.

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 session, you will receive specific instructions. Prizes will be given to the three best presentations in each session. (a diploma and a prize of €1 000 for the winner, €250 for the two runners-up).

We highlight the fact that only the Presenter may have a prize & diploma addressed to him/her.

Important! The first prize winners commit to submitting the full manuscript pertaining to the presented research for consideration for publication in the EP Europace Journal.

Please notice that this manuscript should be uploaded by the winning author after its presentation at the EHRA congress via Editorial Manager and that this manuscript will undergo peer review (publication in the journal is not guaranteed).

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 but will 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 modified through the agreement form online available from December 2018. In all 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.

If you have more than 15 authors, you can use the “On behalf of” field (see above) to enter the name of an investigating team/study group.

The names of authors will be published as listed on the submission form. Please make sure you have entered the full list of authors and that 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).

The authors’ order and details (names, cities, country codes) will be published as entered by the submitter.  

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 abstract/clinical case and that they are aware that their names will appear in all publications.

If none of the authors are able to present the abstract/clinical 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.

You can only enter 1 institution per author.

Step 3: Abstract/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/clinical case by a native English speaker, by a university scientific publications office (or other similar facility) prior to submission.

Abstracts/clinical cases must contain original material neither published nor presented elsewhere prior to the EHRA 2019 (in print or electronically).

Abstracts/clinical 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.

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

Abstract submission - (general) recommended structure:

Use the following headings:

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

Clinical case submission - (clinical case) recommended structure:

Use the following

Introduction and description of your patient including presenting condition, comorbidities, 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 

 

Other information for all submissions 

There is not a specific maximum of words, but rather a maximum total size of the abstracts/clinical cases (shown as 100 %), including the text with spaces, table (if any). The maximum abstract/clinical case 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/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/clinical case text, table and spaces are taken into account.

Abstract/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 800 pixels(x) x 600 pixels(y)

Please make sure that your picture is readable on the abstract/clinical case 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/clinical case services and some rephrasing may occur.

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

Do not include grant acknowledgements in the abstract/clinical 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/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 ehra-congressscientific@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 title and/or 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 or if you need any further information, please contact the ehra-congressscientific@escardio.org   

Abstract/clinical case Grading/Results

All abstracts/clinical cases will be blinded for review by 7 to 10 members of the Abstract Review Committee (graders). Each grader is selected by the Congress Programme Committee to review abstracts/clinical cases in the category that best fits their expertise.

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

The Abstract 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 cases 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 EHRA Congress Programme Committee in November 2018 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 full day 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 November 2018 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 presenter cannot be assigned to more than 3 abstracts/clinical cases - co-authors should then be assigned as presenters.

All expenses (airfare, hotel....) associated with the submission and presentation of an abstract/clinical case, are under the responsibility of the presenter.

No-show Policy

Submission of an abstract/clinical case constitutes a formal commitment by the author(s) to present the work if accepted. Failure to present and register for the Congress, if not justified (withdrawn), will be identified as “no-show” and will jeopardize future acceptance of abstracts/clinical cases. In addition, abstracts/clinical cases identified as “no-show” will be removed from all Congress publications (SP&P, ESC365, EHRA2019 Mob App)

Publication of abstracts

All accepted abstracts/clinical cases will be published in the abstract supplement of the EP Europace Journal.

Embargo

Accepted abstracts/clinical cases are under embargo until one week before the congress. At that time they will be available on ESC365 via the Scientific Programme & Planner through the ESC Website, and also on the ESC Umbrella App.

Abstracts/clinical cases selected for a Press Release will remain under embargo until the beginning of the session in which they are presented. Abstract/clinical case content will be released thereafter.

Until presentation at EHRA 2019 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 Press Conference and/or Scientific Session
  • Retraction from all ESC publications
  • Prohibition of submitting abstracts to any ESC congress for one year

Affirmation of Originality and Copyrights 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 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 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 congress 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 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 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 abstract/clinical 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 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.

The information collected in this CALL FOR ABSTRACTS is subject to data processing to proceed with the elaboration of EHRA 2019  abstract-based programme.

Provision of personal data is a statutory requirement to list the authors who have contributed to the research submitted. Authors not listed in the submission will not be acknowledged in the abstract if accepted for publication and presentation at the Congress and promotion of the abstract.

The recipients of the data are ESC Staff who process the submissions and the ESC Committees and volunteers involved in the  abstract – based programme.

Data collected will be kept for 20 years

Transfer of personal data to contractors as well as other ESC related scientific organisations may occur for production , promotion and dissemination of the Congress Content.

In accordance with the chapter 3 of the European Regulation 2016/679 with regards to data protection, you have the right to request from ESC, access to and rectification or erasure of your personal data or restriction of processing concerning your data or to object to processing as well as the right to data portability. This is done thru withdrawal of the abstract according to the terms and conditions of withdrawal.

For such, please contact (together with a proof of identity) :

Data Privacy
European Society of Cardiology
Les Templiers
2035 Route des Colles
CS 80179 Biot
06903 SOPHIA ANTIPOLIS CEDEX, France

Or by email to dataprivacy@escardio.org

You have the right to lodge a complaint with a supervisory authority, and for information, ESC has appointed a Data Protection Officer that you can reach at dpo@escardio.org.

Applicable law

All the rules pertaining to the present submission are governed by and constructed 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.

France.