2nd Symposium on new trends in nuclear and medical physics

Regulations

REGULATIONS OF THE CONFERENCE
2nd Symposium on New Trends in Nuclear and Medical Physics
("Regulations")

§ 1

Date and Duration

1. These Regulations define the rights and obligations of the Participants of the 2nd Symposium on New Trends in Nuclear and Medical Physics (hereinafter referred to as the "Conference"), which will take place from September 24–26, 2025, in person in Kraków, at the Faculty of Physics, Astronomy and Applied Computer Science of the Jagiellonian University, ul. Łojasiewicza 11, 30-348 Kraków.

2. The organizers of the Conference are the Jagiellonian University, ul. Gołębia 24, 31-007 Kraków, Faculty of Physics, Astronomy and Applied Computer Science (hereinafter referred to as "UJ") and the AGH University of Science and Technology, al. Mickiewicza 30, 30-059 Kraków, Faculty of Physics and Applied Computer Science (hereinafter referred to as "AGH") (collectively referred to as the "Organizers").

3. The academic supervision of the Conference is provided by the Scientific Committee, appointed by the Organizers (hereinafter referred to as the "Scientific Committee").

4. A Participant of the Conference is any adult individual with full legal capacity who, by September 23, 2025, at the latest:
   a) has submitted a request to participate in the Conference;
   b) or has accepted an invitation from the Organizers to participate in the Conference; and has registered for participation in the manner specified in § 2 of these Regulations, accepted the rules of participation defined herein, and received confirmation of acceptance from the Organizers (hereinafter referred to as the "Participant").

5. The Regulations are made available to Participants on the Conference website https://indico.koza.if.uj.edu.pl/event/18/ (hereinafter the "Conference Website"), in both Polish and English versions, in a downloadable format.

6. The Organizers reserve the right to amend the Regulations due to changes in generally applicable laws and the need to adapt the Regulations to such changes, especially to adjust the format of the Conference to restrictions, orders, and prohibitions in force during a state of pandemic or to enhance safety measures. The amended Regulations shall enter into force 7 days after publication on the Conference Website. For Participants who accepted the previous version of the Regulations, the changes shall take effect 7 days after they are notified via email, unless they object within this period.

7. The Organizers also reserve the right to amend the Regulations in the case of changes that do not negatively affect the rights of Participants, or to correct obvious typographical and editorial errors. In such cases, the changes may come into effect in less than 7 days, but not sooner than 3 days after email notification is sent to Participants and in the absence of objections.

8. The Organizers reserve the right to change the date and format of the Conference if holding it as originally planned becomes impossible or excessively difficult due to circumstances beyond their control, particularly in the case of restrictions related to a pandemic. Any such changes will be announced immediately on the Conference Website.

9. The Organizers also reserve the right to introduce changes to the Conference program, including adjustments to the schedule and order of presentations. Such changes will be promptly announced on the Conference Website. These changes do not constitute an amendment to the Regulations.

§ 2

Registration for Participation in the Conference

1. Participation in the Conference is subject to a fee and requires prior registration via the registration form (hereinafter referred to as the “Form”) available on the Conference Website, on the subpage: https://indico.koza.if.uj.edu.pl/event/18/registrations/8/. Individuals wishing to participate in the Conference are required to provide the following information: full name, email address, affiliation, country of affiliation, date of arrival, date of departure, and invoicing details for the conference fee (payer's name/institution name, address, and tax identification number – NIP).

2. Detailed information about the registration process, registration deadlines, the registration fee (hereinafter referred to as the “Fee”), and the payment method are provided on the Conference Website, on the subpage: https://indico.koza.if.uj.edu.pl/event/18/page/166-conference-fee.

3. In the event of withdrawal from the Conference, the Participant is required to promptly inform the Organizers by sending a relevant notice to the following email addresses:
   jagiellonian.symposium@uj.edu.pl,
   magdalena.skurzok@uj.edu.pl, or
   sushil.sharma@uj.edu.pl.
   Participants who withdraw from the Conference by September 1, 2025, in accordance with this clause, will receive a refund of the Fee. Withdrawal after September 1, 2025 will result in no refund. Refunds will be processed by the Organizers after the Conference concludes.

4. The Organizers are not responsible for any incorrect or false information provided during registration.

5. A maximum of 100 Participants may attend the Conference. Priority for qualification is given to individuals who have received an invitation from the Organizers to participate in the Conference (§ 1 section 4 point b of the Regulations). Next in line are individuals referred to in § 1 section 4 point a of the Regulations, selected based on the criteria set out in § 5 sections 1–3. Subject to availability, individuals wishing to attend passively as listeners may also be accepted, in the order their applications were received. Each person who registers will receive an email from the Organizers confirming whether they have been accepted to participate in the Conference.

6. The participant limits stated in section 5 above may change depending on the epidemiological situation and related restrictions, orders, and bans in effect during the Conference. Any such changes will be promptly announced on the Conference Website. If the number of Participants must be reduced, the Organizers will requalify Participants based on the order of received applications, with priority as stated in section 5. Participants who cannot attend due to these changes will be informed by email.

7. By submitting the registration Form, the registrant confirms they have read and accept the Regulations. This acceptance is equivalent to granting the permissions, licenses, and authorizations referred to in the Regulations, and constitutes an obligation to pay the Fee (except for individuals exempt from payment). Registration is deemed complete when the Participant's information is entered into the Form and submitted along with the consents referred to in §§ 5–8 via the registration system on the Conference Website.

8. A registrant secures a place at the Conference upon receiving confirmation of acceptance as a Participant and after payment of the Fee (except for those who have agreed with the Organizers on different payment terms).

§ 3

General Rules of Participation in the Conference

1. During the Conference, Participants who accepted invitations from the Organizers and those selected based on the criteria outlined in § 5 sections 1–3 of the Regulations will deliver lectures (hereinafter referred to as “Lectures”) or present posters (hereinafter referred to as “Posters”). A High-Performance Data Analytics training session (hereinafter referred to as “Training”) will also take place. The Conference will include additional activities such as a banquet, with detailed information and participation rules provided on the Conference Website. The Conference will be conducted in English. Full details and the complete Conference program are available on the Conference Website.

2. After each Lecture, Participants may express their wish to ask questions. The Organizers, considering the scheduled duration of the Lectures and the overall agenda, will determine how many questions can be asked.

3. The course of the Conference will be recorded in the form of a photo report (hereinafter referred to as the “Photo Report”). The Jagiellonian University will make the Photo Report available to Participants, who will be able to access it after logging in to the Conference Website, with no time limit.

4. When providing Participants with conference materials (hereinafter referred to as “Conference Materials”), the Organizers emphasize the need to respect intellectual property rights. Participants agree to use the provided materials for personal use only. Any modification, copying, sharing, public playback, or use for commercial purposes requires prior written consent from the Organizers or other authorized entities. Participants bear full responsibility for any damages resulting from violations of this provision.

5. Participants accept the established rules and program of the Conference and commit not to interfere with or disrupt its proceedings. The Organizers have the right to exclude from participation any Participants who violate the Regulations, especially those who:
   a) disrupt the course of the Conference;
   b) engage in actions that are unlawful, unethical, or infringe on the rights or interests of third parties;
   c) attempt to circumvent the Regulations or the rules of the Conference;
   d) act against the legitimate interests or image of the Organizers.

§ 4

Rights and Obligations of Participants

1. Upon arrival at the Conference venue, the Participant must check in at the reception desk located at the Faculty of Physics, Astronomy and Applied Computer Science, Jagiellonian University, ul. Łojasiewicza 11, 30-348 Kraków, to confirm their attendance.

2. Participants are required to comply with all safety regulations, including health and safety (BHP) and fire safety rules applicable at the venues of the Conference, as well as sanitary measures in effect at the time.

3. The Organizers are not liable for any lost or left-behind items during the Conference, including those left in clothing, backpacks, bags, suitcases, or other accessible areas at the Conference site or the University premises.

4. If a Participant disrupts public order or fails to follow current sanitary regulations, the Conference staff is authorized to:
   a) call on the Participant to behave appropriately;
   b) request that the Participant leave the Conference premises;
   c) call the appropriate authorities if the Participant's behavior warrants such intervention, especially if it poses a threat to other Participants, staff, or Organizers’ property.

5. The Organizers are not responsible for any incidents arising from the Participant's failure to follow the Regulations, or from ignoring instructions from the Organizers, Conference staff, or security personnel.

6. To ensure safety, the Jagiellonian University may use monitoring systems covering the entire Conference area or specific parts thereof. Monitoring is governed by Order No. 34 of the Rector of the Jagiellonian University dated May 16, 2019, regarding visual surveillance regulations, available in the Public Information Bulletin of the Jagiellonian University.

7. If a Participant becomes aware of any threat to life or health, they are obligated to immediately notify Conference staff.

§ 5

Lectures, Posters, Training

1. A person referred to in § 1 section 4 point a of the Regulations who registers to participate in the Conference may express their intention to deliver a Lecture or present a Poster by submitting a proposal via the form available at: https://indico.koza.if.uj.edu.pl/event/18/abstracts/. Submissions are accepted until June 15, 2025, by 11:59 PM (Warsaw local time).

2. Any person who has declared their intention to deliver a Lecture or present a Poster must, by June 15, 2025, 11:59 PM (Warsaw time), submit to the Organizers a digital text file containing the original abstract of the Lecture or Poster (hereinafter referred to as the "Abstract") via the above-mentioned site. By June 30, 2025, the Scientific Committee will review the submitted Abstracts and select the Lecturers (hereinafter "Speakers") and Poster Presenters (hereinafter "Presenters"). Those whose Abstracts are accepted will be notified via email no later than July 31, 2025. Further arrangements regarding the details of the presentations will be agreed upon between the Speaker/Presenter and the Organizers.

3. In making the decisions mentioned in point 2, the Scientific Committee will act at its sole discretion and in consideration of ensuring a high scientific standard and thematic diversity of the Conference. The Committee’s decision is final, does not require justification, and is not subject to appeal.

4. Persons referred to in § 1 section 4 point b of the Regulations who accepted the Organizers’ invitation to deliver a Lecture or present a Poster, registered properly, and obtained Participant status (hereinafter also referred to as "Speakers" or "Presenters," respectively) must submit their Abstract to the Organizers in digital text format via email or the Indico system by September 24, 2025.

5. By performing the actions described in sections 1–4, the person grants each Organizer a non-exclusive, unlimited (in time, territory, quantity, and quality) license to use the Abstract. The license includes the right to sublicense to third parties and the right to create derivative works, as specified in Article 50 of the Act on Copyright and Related Rights of February 4, 1994. This applies to purposes including qualification as Speaker/Presenter, organizing and conducting the Conference, preparing Conference Materials (including an electronic abstract book published on the Conference Website). Abstracts are also subject to § 6 sections 1–3 and 8 of the Regulations.

6. During the Conference, a Training session will be conducted by Participants who accepted the Organizers’ invitation to lead it (hereinafter also referred to as "Trainers"). Details of the Training will be arranged between the Trainers and the Organizers.

7. Delivering a Lecture, presenting a Poster, or conducting Training, as well as granting the Organizers the permissions, authorizations, and licenses referred to in §§ 5–7 of the Regulations (covering use of the Abstract, Lecture/Poster/Training content, and image of the Speaker/Presenter/Trainer), is free of charge and intended to support the statutory purposes of the Organizers, unless a separate agreement provides otherwise.

8. Granting the permissions, licenses, and authorizations mentioned in §§ 5–7 is voluntary, but required in order to deliver a Lecture, present a Poster, or conduct Training.

§ 6

Copyright

1. The Speaker / Presenter / Trainer bears full responsibility for the form and content of the Lecture / Poster / Training. Wherever this paragraph refers to a "Lecture / Training," it means the content of the oral presentation delivered by the Speaker / Trainer during the Conference, along with any optional accompanying slide shows or multimedia presentations.

2. The Speaker / Presenter / Trainer agrees to prepare and deliver original content and guarantees that the Lecture / Poster / Training will not infringe the rights or personal interests of third parties, nor include theses or views inciting hatred or discrimination based on race, culture, ethnicity, religion, worldview, or gender. It is also prohibited to promote ideologies or symbols related to totalitarian regimes, or to present any content forbidden by law or that would harm the good name of the Organizers.

3. If any part of the Lecture / Poster / Training includes legally protected elements to which the Speaker / Presenter / Trainer does not hold rights, they guarantee that they are authorized to use such elements as necessary to deliver the Lecture / present the Poster / conduct the Training and to grant the Organizers a license with sublicensing rights, without the need for the Organizers to obtain any further permissions.

4. The Speaker / Presenter / Trainer consents to the recording of the Lecture / Poster / Training in the form of a Photo Report by UJ or persons acting on its behalf.

5. The Speaker / Presenter / Trainer grants UJ a non-exclusive, unlimited license (in time, territory, quantity, and quality), with the right to grant sublicenses, to use the Lecture / Poster / Training – including its recording in the Photo Report – either in full or in part, independently or as part of a collective work, in combination with other works selected by UJ (including Lectures by other Speakers, Posters by other Presenters, Training, images, and sound, including within Conference Materials). The use includes, in particular, informational, educational, promotional, and archival purposes on the internet, intranet, or via any telecommunication services or devices, including publication on the Conference Website.

6. The license described above ("License") is granted to UJ when the Speaker begins delivering the Lecture / the Presenter displays the Poster / the Trainer begins the Training, and covers both the presentation and its recording and use, as defined under Article 50 of the Polish Copyright and Related Rights Act of February 4, 1994.

7. The License also includes the right for UJ and its authorized agents to create derivative works, make alterations, and use and distribute these derivative works, as well as the right to authorize third parties to do the same.

8. The Speaker / Presenter / Trainer agrees not to assert moral rights against UJ or any of its authorized entities, including the right to maintain the integrity of the work, oversee how it is used, decide on its first public release, and how the author is credited. However, UJ will respect requests regarding author attribution, where reasonably possible.

9. If any third party raises claims against UJ and/or its authorized parties regarding the Lecture / Poster / Training or Abstract (or any of their components), the Speaker / Presenter / Trainer shall:
   a) Release UJ and/or the authorized parties from such claims, to the extent that they were responsible for acquiring third-party rights, including economic copyrights and related rights, sublicensing rights, and the necessary permissions.
   b) Be fully liable for any damages incurred by UJ and/or the authorized parties due to such claims, including (but not limited to) compensation claims for unauthorized use of content or its components.

§ 7

Image Rights

1. UJ will document the Conference using image recording equipment to produce a Photo Report – for educational, didactic, informational, promotional, and archival purposes related to UJ and the Conference.

2. By expressing the intention to participate via the registration Form, the Participant grants unlimited consent (in time, territory, quantity, and quality) for their image to be used for the purposes stated in section 1, without the right to compensation. This includes recording their image in the Photo Report, processing, reproducing, and publishing it repeatedly without requiring individual approvals, under the same terms as outlined in § 6 sections 5–7, particularly for use on the Conference Website.

3. The Participant acknowledges that the Photo Report and recordings will be published online and accessible indefinitely to logged-in Participants via the Conference Website.

4. The Participant waives the right to control or approve how their image is used, including the final form of the Photo Report and whether they are identified by name or otherwise indicated as the person visible in the images.

5. Only the Organizers are allowed to take photos and create visual documentation. Participants are prohibited from recording or photographing the event without prior permission from the Organizers.

6. UJ reserves the right to authorize other entities to use the Participant’s image under the terms of this consent.

§ 8

Personal Data Processing

In accordance with Article 13 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons regarding the processing of personal data and on the free movement of such data (General Data Protection Regulation, hereinafter "GDPR"), the Jagiellonian University informs you that:

1. The controller of the Participant’s personal data is the Jagiellonian University, ul. Gołębia 24, 31-007 Kraków, represented by the Rector of the University.

2. The University has appointed a Data Protection Officer (DPO), located at ul. Czapskich 4, Room 25, 31-110 Kraków. Contact with the DPO is possible via email at: iod@uj.edu.pl or by phone: +48 12 663 12 25 (Monday to Friday, 8:00 AM–3:00 PM).

3. The Participant’s personal data will be processed for the following purposes:
   a) To perform the contract related to participation in the 2nd Symposium on New Trends in Nuclear and Medical Physics, which will take place from September 24–26, 2025, in person at the Faculty of Physics, Astronomy and Applied Computer Science, Jagiellonian University. This includes registration and submission of Lecture, Poster, or Training proposals, based on Article 6(1)(b) of the GDPR, i.e., performance of a contract (acceptance of the Regulations constitutes contract conclusion).
   b) To create a Photo Report for documentation, informational, educational, didactic, promotional, and archival purposes related to UJ and the Conference—regarding personal data in the form of image—based on Article 6(1)(e) of the GDPR.
   c) To ensure security during the Conference through visual monitoring, under the University’s internal CCTV policy available at: https://bip.uj.edu.pl/ and https://iod.uj.edu.pl/monitoring-wizyjny, also based on Article 6(1)(e) GDPR.

4. Providing personal data is mandatory to enter into a participation contract and take part in the Conference, including submission of Abstracts and Lectures/Posters/Trainings. Providing image data (as in point 3b) is voluntary. However, refusal to provide data related to security (point 3c) will make participation in the Conference impossible.

5. The Participant’s personal data may be disclosed to entities authorized to receive it under applicable law.

6. Data recipients include entities providing IT and organizational support for the Conference, including software providers for the registration platform.

7. Personal data will not be transferred outside the European Economic Area (EEA) or to international organizations.

8. Personal data will be retained for the duration of the Conference, until final settlement and closure, and for the limitation period of any legal claims. Data related to image use (point 3b) will be processed until an objection is raised. CCTV data may be stored for up to 3 months.

9. Data entered in the registration Form will not be disclosed to third parties.

10. Image data may appear in the Conference Photo Report and be processed on the Conference Website, accessible to logged-in Participants, for documentation, educational, promotional, and archival purposes, including Conference reporting, in line with § 7 of the Regulations.

11. If a Participant agrees to deliver a Lecture/present a Poster/conduct Training, any personal data voluntarily included in their content may be processed on the Conference Website for informational and documentation purposes.

12. Participants have the right to: information about personal data processing, access to and rectification of data, deletion (unless further processing is necessary for legal compliance or claim defense), restriction of processing, data portability, and to object to processing—under the terms and conditions specified in the GDPR.

13. Personal data will not be subject to automated decision-making or profiling.

14. Participants have the right to lodge a complaint with the President of the Personal Data Protection Office if they believe their data has been processed unlawfully.

 

§ 9

Final Provisions

1. These Regulations are made available to Participants on the Conference Website and enter into force on the date of their publication on that website.

2. If the Conference is canceled, the Organizers will immediately inform Participants via the Conference Website. The Organizers are not liable for any compensation or reimbursement of costs incurred in relation to Conference participation, except for refunding the registration Fee.

3. Subject to mandatory legal provisions, the applicable law for participation agreements concluded through acceptance of these Regulations shall be Polish law. Any matters not regulated by the Regulations shall be governed by generally applicable Polish law.

4. Subject to mandatory legal provisions, any disputes shall fall under the jurisdiction of Polish common courts.

5. The Regulations are drawn up in both Polish and English versions. In case of interpretational discrepancies, the Polish version prevails.