Regulations

General Regulations

  1. The 19th Warsaw International Medical Congress for Young Scientists, referred to hereafter as Conference, is a review of scientific attainments and a competition amongst the best scientific papers in various sessions.
  2. The Conference will be held in-person from the 12-14th of April 2024 at the campus of the Medical University of Warsaw (Księcia Trojdena 2a, Warsaw, Poland).
  3. Warsaw International Medical Congress (referred to as the 19th WIMC) is organized by the Students’ Scientific Association of the Medical University of Warsaw (referred to as STN WUM).
  4. The Organizing Committee referred to hereafter as Organizers, consists of the board of the Students’ Scientific Association of the Medical University of Warsaw.
  5. The Organizing Committee appoints Coordinators of Scientific Sessions, whose main tasks will be to organize, prepare and take care of thematic sessions of the Conference.
  6. The official website of the conference is https://wimc.wum.edu.pl/
  7. The official language of the Conference is English.

The general course of the Conference

  1. The Conference consists of three parts: scientific, training and public.
  2. The scientific part of the Conference should be understood as scientific sessions in form of on-site presentations. The only session held online will be the Online Poster Session. The Conference will hold the following scientific sessions:
    Basic & Preclinical Science Session
    Cardiology & Cardiac Surgery Session
    Dentistry Session
    Dermatology Session
    Endocrinology & Diabetes Session
    Infectious Diseases Session
    Internal Medicine Session
    Laboratory Medicine Session
    Laryngology, Audiology & Phoniatrics Session
    Lifestyle Medicine & Public Health Session
    Medical and Pharmaceutical Law Session
    Neonatology Session
    Nephrology & Transplantology Session
    Neurology & Neurosurgery Session
    Nutrition & Dietetics Session
    Obstetrics, Gynecology & Perinatology Session
    Oncology & Hematology Session
    Ophthalmology Session
    Orthopaedics & Traumatology Session
    Pediatrics & Neonatology Session
    Pharmacy Session
    Physiotherapy Session
    Psychiatry & Clinical Psychology Session
    Radiology Session
    Surgery Session
    Urology Session
    Poster Session
    Emergency Case Report Session
    Gynecological Case Report Session
    Internal Case Report Session
    Pediatric Case Report Session
    Surgical Case Report Session
    PhD Basic & Preclinical Science Session
    PhD Clinical Science Session
    PhD Health Science Session
  1. A particular session will take place only if 6 or more scientific papers from at least 3 different scientific groups are accepted in the review process. If the number of papers submitted for a specific session does not meet this requirement, the organizers seize the right to cancel the session, transfer papers to a session that is most closely related to the topic and join two thematically similar sessions.
  2. The maximum number of presentations to take place in one session (i.e. the number of abstracts that can be approved for participation within the session) is 15 for all sessions other than case study sessions. For all case study sessions, the maximum number of presentations in one session is 20. For the Medical and Pharmaceutical Law Session, the maximum number of abstracts is 20. Nevertheless, the Organizing Committee seizes the right to change the maximum number of abstracts approved for a given session.
  3. The training part of the Conference should be understood as discussion panels and workshops organized by the Organizing Committee, Partners, or Sponsors. Panels and workshops will be announced in a separate notice and will require separate registration.
  4. The public part of the Conference should be understood as a series of keynote lectures taking place during the Congress. These lectures aim to provide the attendees with scientific knowledge associated with advanced medical research in an accessible form.

Scientific papers and their authors

  1. The abstract must be submitted by 23:55 CEST, February 25th, 2024. The Organizing Committee has a right to extend the deadline for abstract submission.
  2. Abstracts are accepted only in English via electronic registration on the Conference Website.
  3. Only abstracts of original research papers and case reports will be accepted. Original research papers are also meant as legal reviews of case law, discussions of jurisprudential tendencies, comparative law papers and papers based on other recognised legal methods. Abstracts of review papers, including legal reviews of doctrinal opinions, will not be accepted.
  4. In all sessions, except PhD Basic and Preclinical Science, PhD Clinical Science and PhD Health Science, the presenter must be an undergraduate or master’s student or graduate, within one year of graduation.
  5. The abstract must consist of 5 parts: introduction, the aim of the study, material and methods, results, conclusion. For the Medical and Pharmaceutical Law Session, the abstract must consist of 4 parts: introduction, purpose of the study, methods and results.
  6. The case report must consist of 3 parts: background, case report, conclusions.
  7. Both abstract and case report may not be longer than 2500 characters including spaces. Title and internal titles (introduction, the aim of the study, etc.) are not included in the count.
  8. The Online Poster Session of the 19th Warsaw International Medical Congress for Young Scientists will be held online. Prospective presenters are required to register their abstracts, following the same procedure as any other abstract submission. The poster must be submitted by 23:55 CEST, April 5th, 2024. Only posters based on original research papers will be accepted. Posters based on review papers and case reports will not be accepted. The poster must be a visual presentation of the author’s research; the standard format includes a title, introduction, methods, results, conclusion. The text should be readable if the poster is printed out on an A1 sheet. The authors of accepted posters will present their work in the form of an oral presentation. The submitted poster will be displayed for both Jury and the presenter. The oral presentation is set at 5 minutes, while 3 additional minutes are meant for the discussion.
  9. The abstract is not allowed to contain grids, graphs nor picture images.
  10. The abstract may be submitted by only one presenter.
  11. Each presenter may submit no more than 3 abstracts and 2 case reports.
  12. The acceptance of the scientific abstracts is based on the marks given by at least two reviewers.
  13. The Organizing Committee seizes the right to change the form of presented abstracts and to transfer them to another session.
  14. The author of the scientific work will be informed – via email – about the acceptance, assigned session, type of presentation, or decline of the paper on March 28th, 2024. The Organization Committee seizes a right to extend the time to inform the authors of the scientific papers due to unexpected circumstances.
  15. The decision concerning the type of assigned session, the form of presentation or the decline of an abstract is final.
  16. The acceptance process is considered finished at the moment of payment of the conference fee.

    The conference fee

  1. The registration fees will be announced by conference organizers on the opening day of the registration (https://wimc.wum.edu.pl/participation/fees/).
  2. A money transfer to a bank account of the Medical University o Warsaw (Students Scientific Association of the Medical University of Warsaw) is the only accepted form of registration fee payment.
  3. The bank account details will be made available to all participants as soon as we finish the abstract submission and evaluation process. For passive participants, this will occur once the registration process is completed.
  4. The registration fee is non-refundable.
  5. Every participant who has submitted the registration fee is required to submit a confirmation of bank transfer in the designated section of the registration system within 3 days from the date of transfer.
  6. Participants wishing to receive an invoice are kindly requested to select the appropriate field in the registration system and provide invoice details in the designated section of the registration system.

     Principles of presentations

  1. The authors of accepted scientific papers may present their work in the form of oral presentations.
  2. The presentation time of an original paper is set at 7 minutes, while 3 additional minutes are meant for the discussion of the paper.
  3. The presentation of a case report is set at 5 minutes, while 3 additional minutes are meant for the discussion of the report.
  4. Multimedia presentations may be prepared using any application; however, the use of Microsoft Office PowerPoint or Adobe Reader is recommended. Video recordings included in the presentations are not recommended as their correct display cannot be guaranteed. The authors attach all animations and video files at their own responsibility.
  5. Presentations will take place according to a precise schedule set by the Organizers. The schedule will be shared with participants at least 7 days prior to the conference. Further details for presenting authors will be provided in the email information from the session coordinators.
  6. Presentation files should be delivered to the corresponding Session Coordinators via email no later than April 8th, 2024.
  7. The organizers do not take responsibility for technical difficulties or malfunction of presentation, that may arise due to incompatibility of files.
  8. Coordinators of a particular session have the right to exclude a scientific paper from the competition if the person registering an abstract or presenting a paper does not comply with the rules of the Conference.
  9. In all sessions, the presenting person must be one of the authors. Each scientific paper can be presented and discussed by only one of the authors – the one indicated in the registration form.
  10. 8 best presenters selected from the winners of the original papers student sessions will present their papers in the Plenary Session. The list of qualified participants for the Plenary Session will be announced on April 13th, 2024 until 9.00 pm.

    Jury and awards

  1. Presentations will be judged by a Jury properly selected for each scientific session. Each session has a Jury, consisting of acknowledged specialists in the particular field. In order to eliminate a possible conflict of interest, tutor(s) of a paper submitted to the Conference can be a member of the Jury but will be excluded from grading scientific work that was performed in the research center of their origin by any of their associates.
  2. Presentations will be judged by the Jury in the following categories: method of presentation, substantive values, attractiveness of the subject and independence of work. From the final score determined by the Jury, Coordinator(s) of the session subtract points for exceeded time of presentation. The assessment of the Jury is final.
  3. In each session the Jury selects and awards at least one, but no more than 3 best presentation awards (1st place, 2nd place, 3rd place). In a situation where two or more presentations have the same score, they will be awarded ex aequo.
  4. Awards for the best presentations within sessions will be granted during the closing ceremony.
  5. Awards will be purchased from the budget allocated to the Students’ Scientific Association of the Medical University of Warsaw or by Sponsors.

    Final clauses

  1. Authors and their tutors agree to sharing and processing of data provided during the registration and publication of the abstracts and results of the Conference on the websites of the Medical University of Warsaw, the Conference and STN WUM and in the published conference proceedings.
  2. Registration of abstract is tantamount to accepting this regulation by authors and their tutors. Authors of scientific works who fail to comply with the regulations may bear the consequences.
  3. Interpretation of these regulations and settlement of any problems which are not included in regulations should be resolved by the Head of the Organizing Committee.

These regulations become effective on the date of its entry on the official website of the Conference.

PRIVACY POLICY OF THE 19th WARSAW INTERNATIONAL MEDICAL CONGRESS FOR YOUNG SCIENTISTS

PRINCIPLES OF PROCESSING PARTICIPANTS’ PERSONAL DATA AT THE CONGRESS

§ 1 GENERAL PROVISIONS
1. The administrator of personal data collected in connection with the implementation of the 19th Warsaw International Medical Congress for Young Scientists is the Medical University of Warsaw. The Medical University of Warsaw is located at Żwirki i Wigury 61 (postal code: 02-091 Warsaw), REGON: 000288917, NIP: 525-00-05-828.
2. Personal data collected by the Administrator is processed in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), hereinafter referred to as “GDPR,” and the Act of 10 May 2018 on personal data protection.

§ 2 DEFINITIONS
1. Policy means this Policy;
2. Administrator – means the Medical University of Warsaw, located at Żwirki i Wigury 61 (postal code: 02-091 Warsaw), REGON: 000288917, NIP: 525-00-05-828;
3. Fanpage – means the public profile of the Medical University of Warsaw on social media platforms: Facebook, Instagram, YouTube;
4. Congress – “19th Warsaw International Medical Congress for Young Scientists,” organized by the Medical University of Warsaw – Student’s Scientific Association;
5. Participant – a student who has fulfilled all the conditions for participation in the Congress and their supervisor;
6. GDPR means Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation) (OJ EU L 119, p. 1);
7. Personal data means any information relating to an identified or identifiable natural person (“data subject”); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name and surname, identification number, location data, an online identifier, or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person;

§ 3 PERSONAL DATA SECURITY
The Administrator takes due care to protect the interests of the data subjects, ensuring that the data collected by them are:
1. processed lawfully, fairly, and in a transparent manner in relation to the data subject;
2. collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes;
3. adequate, relevant, and limited to what is necessary in relation to the purposes for which they are processed;
4. accurate and, where necessary, kept up to date;
5. kept in a form that permits identification of the data subject for no longer than is necessary for the purposes for which the personal data are processed;
6. processed in a manner that ensures appropriate security of personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organizational measures, and only authorized persons have access to the data.

§ 4 DATA COLLECTION SCOPE. TYPE OF PROCESSED PERSONAL DATA. PERIOD OF PROCESSING PERSONAL DATA

1. The Medical University of Warsaw may process personal data for the following purposes and on the basis of:
1) promotion and advertising of the Administrator’s activities (e.g., other events related to and promoting the Congress) – in the case of individuals who have given appropriate consent and only to the extent specified by such consent – based on Article 6(1)(a) of the GDPR and no longer than until the consent is withdrawn;
2) servicing Congress Participants, including providing current organizational information – legal basis under Article 6(1)(b) of the GDPR in the case where the participant is also a party to the contract;
3) fulfilling an obligation arising from national and EU law – legal basis under Article 6(1)(c) of the GDPR (e.g., processing personal data contained in tax and accounting documents for settlement purposes), also for archival purposes;
4) conducting email correspondence – in the case where inquiries about the Congress are directed to the Administrator, the personal data of the sender of the correspondence are processed solely for the purpose of communicating with the sender and resolving the matter to which the correspondence relates. Legal basis: Article 6(1)(f) of the GDPR – the legitimate interest of the administrator – conducting correspondence addressed to the Administrator or resolving the reported issue related to the Congress;
5) managing the Congress Page and running the Fanpage – personal data left by individuals visiting the Administrator’s social media profiles (such as internet identifiers, comments, likes) to enable activity for visitors to the Page/Fanpage, effectively manage the Fanpage by providing users with information about the Administrator’s initiatives and activities, responding to comments, and promoting the congress and related events. The legal basis is Article 6(1)(f) of the GDPR – the legitimate interest of the Administrator in managing the Page and Fanpage;
6) realizing the legally justified interest of the Administrator, which is the analysis of data for analytical and statistical purposes – legal basis under Article 6(1)(f) of the GDPR;
7) establishing, investigating, or defending claims – for the period of limitation of these claims, legal basis under Article 6(1)(f) of the GDPR, i.e., legitimate interests pursued by the Administrator;
2. The Administrator processes the following personal data of the user:
1) name and surname;
2) academic degree;
3) university, faculty, user’s course of study;
4) image;
5) email address;
6) registration data of the user’s university;
7) other data provided in the application form and statement.
3. In the case where the processing of data is based on consent (i.e., processing is carried out based on Article 6(1)(a) or Article 9(2)(a) of the GDPR) – the data is stored by the Administrator no later than the withdrawal of consent or the expiry of the period for which consent was given.
4. In the case where the processing of data is based on the performance of a contract (i.e., processing is carried out based on Article 6(1)(b) of the GDPR), as long as it is necessary to perform the contract, and after that time, personal data contained in tax or accounting documentation will be stored until the expiration of the obligations to store data arising from legal provisions, and also for the period until the expiration of the limitation period (in accordance with Article 6(1)(c) and (f) of the GDPR).
5. Personal data of users processed on the basis of the legitimate interest of the Administrator (Article 6(1)(f) of the GDPR) for the period necessary to respond to the sent email message (e.g., via the contact form) and for the period of further correspondence, possibly for the time necessary to pursue claims.
6. For archival purposes, personal data will be processed for a period specified for individual archival categories, as indicated in the documentation collected by the Administrator in accordance with the Unified Schedule of WUM Acts developed on the basis of the regulation of the Minister of Culture and National Heritage of October 20, 2015, on classifying and qualifying documentation, transferring archival materials to state archives, and discarding non-archival documentation (i.e., Journal of Laws of 2015, item 1743), or for the time of pursuing claims or defending the administrator against claims;
7. Except for the cases specified above, the data is kept by the Administrator until the effective objection or effective request for deletion of data is reported.
8. After the processing period, the data is irreversibly destroyed or anonymized.

§ 5 DISCLOSURE OF PERSONAL DATA

1. Personal data of users are transferred to service providers used by the Administrator in the course of its activities or to entities specified in the regulations. Service providers to whom personal data is transferred, depending on contractual arrangements and circumstances, either follow the Administrator’s instructions regarding the purposes and methods of processing this data (processing entities) or independently determine the purposes and methods of their processing (administrators).
2. Personal data of users are stored exclusively within the European Economic Area (EEA).

§ 6 DATA SUBJECTS’ RIGHTS (USERS) – INFORMATION CLAUSE

1. The Administrator has appointed a Data Protection Officer, who can be contacted at the email address: iod@wum.edu.pl or by phone: +48 22 57 20320.
2. The Administrator takes special care to protect the interests of the persons whose data it processes, in particular ensuring that the data collected by it is:
1) processed lawfully,
2) collected for specified, lawful purposes and not subject to further processing incompatible with those purposes,
3) factually correct and adequate in relation to the purposes for which it is processed, and stored in a form that allows the identification of the persons to whom it relates, no longer than is necessary to achieve the purpose of processing.
3. The data subject has the right to access the content of their personal data and the right to correct, delete, limit processing, and the right to object. If the processing is based on the legitimate interest of the administrator, the data subject has no right to data portability or the right to withdraw consent.
4. Providing personal data by the user is voluntary. Failure to provide them will prevent participation in the Congress.
5. Legal bases for the data subject’s request (person whose personal data is processed):
1) Access to data – Article 15 of the GDPR – in each case.
2) Data correction – Article 16 of the GDPR in each case where the data is incorrect.
3) Deletion of data (the right to be forgotten) – Article 17 of the GDPR when:
a) personal data are no longer necessary for the purposes for which they were collected or otherwise processed;
b) the data subject has withdrawn consent on which the processing is based in accordance with Article 6(1)(a), and there is no other legal basis for processing;
c) the data subject has objected pursuant to Article 21(1) of the GDPR to

processing and there are no overriding legitimate grounds for the processing or the data subject has objected pursuant to Article 21(2) of the GDPR to processing;
d) personal data has been processed unlawfully;
e) personal data must be erased to comply with a legal obligation under Union or Member State law to which the controller is subject.
4) Restriction of processing – Article 18 of the GDPR – in the following cases:
a) the data subject disputes the accuracy of personal data – for a period allowing the controller to verify the accuracy of this data;
b) the processing is unlawful, and the data subject opposes the erasure of personal data, requesting instead the restriction of their use;
c) the controller no longer needs personal data for the purposes of processing, but they are required by the data subject for the establishment, exercise, or defense of legal claims;
d) the data subject has objected pursuant to Article 21(1) of the GDPR to processing – pending the verification of whether the legitimate grounds of the controller override those of the data subject.
5) Right to data portability – Article 20 of the GDPR if:
a) processing is based on consent pursuant to Article 6(1)(a) or on a contract pursuant to Article 6(1)(b) of the GDPR; and
b) processing is carried out by automated means.
6) Objection – Article 21 of the GDPR – applies to the processing of personal data based on Article 6(1)(e) or (f) of the GDPR, including profiling based on these provisions. The controller is no longer allowed to process this personal data unless it demonstrates compelling legitimate grounds for processing, overriding the interests, rights, and freedoms of the data subject, or grounds for establishing, pursuing, or defending claims. If personal data is processed for direct marketing purposes (based on Article 6(1)(f) of the GDPR), the data subject has the right to object at any time to such processing.
7) The right to delete data (the right to be forgotten) does not apply to the extent that processing is necessary for:
a) the exercise of the right to freedom of expression and information;
b) compliance with a legal obligation requiring processing under Union or Member State law to which the controller is subject, or for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
c) archival purposes in the public interest, for scientific or historical research purposes, or for statistical purposes in accordance with Article 89(1) of the GDPR, provided that it is likely that the right to object will make it impossible or seriously impair the achievement of the objectives of such processing; or
d) establishing, pursuing, or defending claims.
8) The right to withdraw consent – the data subject has the right to withdraw consent at any time. The withdrawal of consent does not affect the lawfulness of the processing carried out on the basis of consent before its withdrawal.
6. To exercise the rights referred to in point 5, a relevant email message can be sent to the address indicated in point 1 above.
7. In the event of a user exercising the right arising from the above rights, the Administrator fulfills the request or refuses to fulfill it immediately, but no later than within one month of receiving it. However, if, due to the complex nature of the request or the number of requests, the Administrator cannot fulfill the request within one month, it will fulfill it within the next two months, informing the user in advance within one month of receiving the request – about the intended extension of the deadline and its reasons.
8. If it is found that the processing of personal data violates the provisions of the GDPR, the data subject has the right to lodge a complaint with the President of the Office for Personal Data Protection.
9. Providing personal data is voluntary but necessary, among others, to obtain an answer to the questions asked to us.
10. The consequence of not providing them is the inability to implement/continue the services provided, including concluding a contract.

§ 10 FINAL PROVISIONS

1. The Administrator applies technical and organizational measures to ensure the protection of processed personal data appropriate to the threats and categories of data covered by protection, and in particular secures data against their disclosure to unauthorized persons, acquisition by an unauthorized person, processing in violation of applicable laws, and change, loss, damage, or destruction.
2. The Administrator provides appropriate technical means to prevent unauthorized acquisition and modification by unauthorized persons of personal data sent electronically.
3. Matters not regulated by this Privacy Policy are subject to the relevant provisions of the GDPR and other applicable Polish law.
4. This Privacy Policy is regularly reviewed and updated. Any changes to this Privacy Policy resulting from changes in legal regulations or related to changes in the offer are immediately communicated to the user by announcement on the Congress Page.