Rules for publishing conference books in the Polish Medical Platform UML Repository - Paper contracts
Due to changes in contract templates, editors of planned books of abstracts are asked to contact the Library.
1. The person responsible for the book, on behalf of the conference organizers, should contact the Main Library of the City of Lublin (digital@umlub.edu.pl) at least one month before the conference date, in order to arrange details regarding the book.
2. Organizers should include in the conference regulations information on the rules for publishing the book, the CC license they have chosen, and the management of copyright to the works.
3. A sample of the selected CC license should be available on the conference website.
The current templates are the same ones that are used for submitting doctoral dissertations (https://biblioteka.umlub.pl/profil/doktorant/przyjmowanie-dr/).
Agreements:
4. A license template in Polish and/or English may be sent to the address of the person designated by the Conference Organizers as the contact person for the book by the Library, if necessary.
5. The license agreement for each work in the book - in two identical copies - must be signed by all co-authors.
- The lack of a signature by even one of the co-authors prevents publication of the abstract.
- Work supervisor, unless he is also a co-author I don't sign a license.
6. Agreements can be signed not only in traditional paper form, but also with a qualified electronic signature or a trusted signature. Agreements signed electronically should be delivered to the library by email in their original electronic form.
Sending a license with a scanned signature is not considered effective signing of the license.
7. Works for which a properly signed license in two copies is not provided cannot be included in the book.
8. The book editor(s) and cover artist(s) must sign the same license agreement., as the authors of individual works. In this case, the title of the work is the title of the publication, together with an annotation about the function performed by the licensor.
9. Essential elements that should be included in the publication:
- cover – should contain at least information about the title;
- title page – information about the title, people responsible for the book (volume editors, graphic designers, etc.), publisher (UML), license, place and year of publication;
- table of contents – a table of contents linking to a specific work is recommended;
- if sponsor/patron logos are used – the phrase “All names, trademarks and logos appearing in the book are the property of their respective owners and have been used for informational and promotional purposes only.”
1st National Scientific Conference XY, September 5-8, 2024, Lublin
Technical editing: Anna Iksińska
Content editor: Anna Igregowska
Graphic design: Anna Zetowska
Publisher: The Scientific Circle of Researchers Curious about the World, Medical University of Lublin
Publication made available under license CC BY-NC-ND 4.0 Attribution-NonCommercial-NoDerivs International 4.0.
Lublin, 2026
- Individual abstracts/articles/pieces should have at least the following elements:
- authors and their affiliations (in the case of students for the Scientific Club, if the student does not work in the club – affiliations for the University and field of study)
- title
- job supervisor - with information about affiliation
Alice Iksinska
A song with an interesting title
Academic Club with an Intriguing Name, Medical University of Lublin
Supervisor: Dr. Roma Igregowska, Department XY, Faculty Z, Medical University of Lublin
- A substantively correct work should have bibliographic information in its structure (a list of items from which the information was taken); it is also good practice to provide keywords or subject headings.
I already have contracts from conference participants. What next?
- All paper contracts are delivered to the editor Department of Digital Access to Collections (room 213, second floor, Main Library building at Szkolna 18), and those signed in electronic form to the following address: aleksandra.pietrzyk@umlub.edu.pl.
- The publication should also be sent in electronic form to the following address: aleksandra.pietrzyk@umlub.edu.pl. If the publication contains logos (e.g. sponsors) or photos without captions, you should also send a text file with their list and descriptions.
- After checking the compliance of the agreements with the content of the publication, the Library employee contacts the editors to clarify any inconsistencies and supplement the documentation.
- After all editorial work has been completed and the necessary changes have been made, the publication is placed in PPM UMLor, about which the editors will be notified by email.
- What significantly improves and speeds up the process?
- delivery of contracts in the order of the works;
- marking of agreements that were mistakenly signed by supervisors, and the editors are clear that these individuals do not claim co-authorship;
- information about missing contracts that will be delivered at a later date;
- preparing publications with attention to detail (full and correct affiliations, correct academic titles, checking for typos);
- consistent application of the editorial assumptions made (e.g. either titles next to the names of all supervisors, or omitting titles altogether).
