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Submission Preparation Checklist

As part of the submission process, authors are required to check off their submission's compliance with all of the following items, and submissions may be returned to authors that do not adhere to these guidelines.
  • The submission has not been previously published, nor is it before another journal for consideration (or an explanation has been provided in Comments to the Editor).
  • The submission file is in OpenOffice, Microsoft Word, RTF, or WordPerfect document file format.
  • Where available, URLs for the references have been provided.
  • The text is double-spaced; uses a 12-point Arial font; employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed within the text at the appropriate points, rather than at the end.
  • The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  • If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.

Author Guidelines

Journal of Gandaki Medical College-Nepal (JGMC Nepal) is an official, open access, peer-reviewed, biannual, biomedical, scientific Journal published by Gandaki Medical College Teaching Hospital & Research Centre Pvt Ltd, Pokhara, Nepal.

The JGMC Nepal publishes original scientific articles (not published or submitted for publication elsewhere) written in English from all over the world, related to research done in the field of biomedical sciences related to all the disciplines of the Medical Sciences, Public health, Medical education, Health care management, including ethical and social issues pertaining to health. The Journal publishes original articles, systematic reviews and meta-analyses, case reports, editorial articles, viewpoint, and letters to the editor.

The editors review/screen all submitted manuscripts initially for format and style as per the guidelines and if not matched, the paper will be returned for resubmission as per the guidelines. Manuscripts with insufficient originality, serious scientific and technical flaws or lack of a significant message are rejected. If good articles are written poorly, then authors will be requested to revise and resubmit according to the JGMC Nepal format.

On acceptance at first stage screening, each manuscript will be assigned a number and subjected to the peer-review process. Manuscripts are sent to two expert reviewers without revealing the identity of the contributors. The peer-review review process will be double-blind. A reviewer is asked to review the manuscript and to transmit within three weeks. On average, the whole peer-review process will take about two months. Each manuscript is meticulously reviewed by the JGMC Nepal editorial board, based on the comments from the reviewers, and a final decision on the manuscript will be taken by Editor-in-Chief. Manuscripts that need improvement as suggested by the reviewers and editorial committee will be returned to the corresponding author for correction and incorporation of the comments made and the corrected version of the manuscript should be submitted within a month to the Editor-in-Chief. The contributors will be informed about the reviewers’ comments and acceptance/rejection of the manuscript.

Authors are encouraged to review their manuscripts by experts or colleagues before submitting it for publication. Each reviewer makes a specific recommendation for the manuscript based on the following aspects that are applicable:

  • Importance of the research
  • The originality of the work
  • Appropriateness of the approach and experimental design
  • Adequacy of experimental techniques
  • The soundness of conclusions and interpretations
  • Relevance of discussion
  • Clarity of presentation and organization of the article
  • English composition

Articles accepted would be copy edited for grammar, punctuation, print style, and format. The Editor-in-Chief of JGMC Nepal reserves the right to accept or reject any article submitted for publication. Publication in the journal is free of charge. The authors need not pay the article processing and publication fees.

The authors should make sure that submissions are original and that they must not have been submitted to any other journals for consideration. Manuscripts must be prepared in accordance with the “Uniform requirement for Manuscripts submitted to Biomedical Journals” developed by the International Committee of Medical Journal Editors (October 2006) ( The uniform requirements and specific requirements of JGMC Nepal are summarized below.

JGMC Nepal does NOT charge authors article submission fees and it does NOT charge article processing fees.

Types of manuscripts

Editorial Articles: These articles are written in each issue by the Editor-in-Chief or members of the editorial board. The Editor-in-Chief can also invite any expert to write an editorial article. It is unstructured and has no word or reference limitation.

Original Articles: Randomized clinical trialsinterventional studies, studies of screening and diagnostic tests, outcome studies, cost-effectiveness analyses, case-control series and surveys with high response rates will be considered for publication. Articles can be up to 3000 words excluding the abstract (up to 250 words), up to 5 tables and/or figures, and up to 30 references.

Review Articles: Systematic critical reviews of literature and data sources will be accepted. Reviews must not exceed 4000 words, excluding the abstract (can be up to 250 words), figures, tables, and references (up to 100).

Medical education: Articles pertinent to the education process in the medical field will be published in this section. It may be about the teaching-learning process in undergraduate, postgraduate or higher levels. Word limit can be up to 3000.

Case Reports: Interesting or new or rare cases with clinical significance or implications along with literature review can be reported. Such case reports can be up to 1000 words, excluding abstract (can be up to 100 words), references (can be up to 15), and photographs (up to 4).

Viewpoint: Articles related to your own point of view or personal views on any issue related to health will be published. The viewpoint can be up to 1000 words excluding references (up to 10).

Letter to the Editor: Letters with reference to articles published in JGMC Nepal can be up to 250 words, and must be received within one month after the publication of the article. The author must give a full reference of the article published in JGMC Nepal while writing the letter to which he is referring. The letters unrelated to a Journal article can be up to 500 words, excluding 5 references.

Images and tables: For all the above-mentioned categories, the number of images and tables can be up to one per 400 words.


  1. Manuscripts must be clearly typed double-spaced on one side only on A4 size white paper with Arial Font, size of 12 points, with a margin not less than 25 mm.
  2. The pages should be numbered consecutively, beginning with the title page. Uniformity in the language is required, with preference to American English.
  3. There should be no abbreviations in Title and abstract; however, universally popular abbreviations such as HIV, WHO may be used.
  4. Abbreviations should be fully spelled out at its first use.
  5. Do not use ‘&’, ‘@’ in the text.
  6. SI units should be used in the manuscript. BP should be in mm Hg, the temperature in °C.
  7. Always abbreviate units when reporting numerical information. Write in full in a non-numerical context. e.g. The mean height was 48.2 cm. The length was measured in meters.
  8. Write a percentage as % without a space between the number and the sign. Write percentage to two decimal points if population size more than 100, one decimal if 10-100, and no percentage at all if the population is less than 10.
  9. When starting a sentence with a number and unit, both must be spelled out as words e.g. Eighty-three milligrams of …………..
  10. Put a space between number and unit e.g. 232.1 m.
  11. Words, not numbers should begin a sentence.
  12. Numbers less than 10 should be written in words.
  13. Use 0 before the decimal point when writing numbers between -1 to 1.
  14. pH should be reported as “pH 7.4” (without the quotes).
  15. Drugs should preferably be written in generic names. If a brand name has to be used, it should begin with a capital letter.
  16. Do not insert a tab, indent, or extra spaces before the beginning of a paragraph.
  17. Do not use the software’s facility of automatic referencing, footnotes, headers, footers, etc. Do not use ‘O’ for zero (0) and ‘l’ for one (1).
  18. The text of the article should be divided into sections with the headings and should commence on a new page in the following sequence: title page, abstract, keywords, introduction, materials and methods, results, discussion, conclusions, acknowledgment, references, tables, and figures.

Title page
The title page should be submitted as a separate attachment and it should carry

  1. Type of manuscript (e.g. Original article, Review article, Case report, etc).
  2. Title of the article: The simpler the title better; should be concise and informative, should reflect the content of the paper.
  3. Short, running title (should not be more than 45 characters).
  4. Corresponding author: full name, highest academic degrees, name of the department(s), and institutions where they work, country, postal address, e-mail and telephone/mobile number of the corresponding author.
  5. ORCID of all authors (or ORCID of at least principal and corresponding author for the time being). If you do not have an ORCID, you can get one at for free.
  6. Full name, highest degrees, department, institution, city, and country of all co-authors.
  7. Any disclaimers, e.g. That the views expressed in the manuscript are their own and not of the institution or funder.
    Sources of support like grants, equipment, drugs, other supplies
    Any conflict of interest
  8. Counts
    • Word count for article's text (excluding abstract, acknowledgments, tables, figures and references)
    • Word count for the Abstract (excluding keywords)
    • Number of figures and tables (count)
    • Numbers of references


  1. The abstract should contain the essence of the whole paper. Be clear and concise without any cited references and avoid unnecessary detail.
  2. The abstract must not exceed 250 words and should be presented in prescribed structured format: Introduction and Objectives, Methods, Results, and Conclusions.
  3. Provide three to six keywords (will not be included in the word count for the abstract) below the abstract arranged alphabetically.
  4. The abstract need not be structured for a review article or case report. Universally accepted standard abbreviations used in standard textbooks can only be used.


  1. The introduction should be short and tell the reader why you undertook the study.
  2. Divide the introduction into three paragraphs. The first paragraph should be a very short summary of the existing knowledge of your research area. This should lead directly into the second paragraph that summarizes what other people have done in this field, what limitations have been encountered, what questions still need to be answered? This, in turn, will lead to the last paragraph, which should clearly state what you did and why.

Objectives should be written in the last paragraph of the introduction.

Materials and Methods
This section should describe how and why a particular study was done in a particular way. Basically, it should include three questions: How was the study designed? How was the study carried out? And how was the data analyzed? Mention the following, in order of their appearance, and writing in past tense or passive verb.

  1. Study type and study design e.g. randomized clinical trials, cross-sectional study, retrospective study, experimental study, cohort study, survey, etc. Investigators embarking on Randomized clinical trial reports should present information based on the CONSORT (Consolidated Standards of Reporting Trials) statement (
  2. Place and duration of the study
  3. The setting for the study
  4. Sample size and sampling method
  5. Inclusion and exclusion criteria
  6. Tools and techniques of data collection
  7. Measurement of the outcomes/operational definition of variables
  8. Technical information about methods, apparatus, and procedures should be provided in detail to allow other workers to reproduce the results. Give references to established methods
  9. Ethical approval and patient consent
  10. Protocols are followed if any
  11. Statistical analysis and computer software used

Ethical approval

  1. Ethics committee approval (for both human as well as animal studies) from the respective institutions is obligatory for manuscript submission for original research articles.
  2. A statement on ethics committee permission with ethical approval number and ethical practices must be included under the ‘Materials and Methods’ section. The responsibility of ethical clearance should lie upon the corresponding author.
  3. Statement of written informed consent obtained from the research participants (or parent or guardian) for publication of any details or photographs that might identify an individual.


  1. The main outcome of the study and data obtained should be summarized in the Results section, in logical sequence in the text, tables and graphs.
  2. Data and results are not the same thing. Results should be presented in a concise manner avoiding data that are already given in tables and figures.
  3. Write your results in a logical sequence. Results with important findings should be present first.
  4. When you present results in a table or figure, do not repeat all those contents in the text. Present only the summary in the text.
  5. The tables and figures used in the manuscript should be precisely incorporated in sequential order in the results section.
  6. In this section, generally, the minimum, maximum and mean values of the parameters should be mentioned. Likewise, statistical values should also be mentioned. Do not interpret the results in this section. It should be included in the discussion section.


  1. In this section, at first, the findings of the research should be elaborated giving citations of previous works supporting the hypothesis and present findings.
  2. Compare and contrast the results with other relevant studies. Describe the new and important aspects of the study.
  3. Do not repeat the data or other information given in the introduction or results section.
  4. Link your discussion with the objectives of the study.
  5. State the limitations of the study, if any.
  6. Write the issues that are new or unsolved, for future research.

State the conclusions that are linked with the objectives of the study, directly supported by the evidence and explore the implications of the findings for future research and for clinical practice.

This section should state person/s and/or institution/s or funding agencies to whom the author has to acknowledge and should specify the nature of support.

Source of Financial support
Grants, funds, honoraria sanctioned for research, if any.

Conflicts of Interest
Potential conflicts of interest (e.g. employment, affiliation, consultancy, honoraria, grants or other funding, etc.) should be disclosed.

Review Articles

  1. Review articles must incorporate various aspects of the topic chosen, and should also incorporate the latest research and findings.
  2. It should not merely be a collection of quotes from textbooks or very old articles of journals that do not contribute anything new to the scientific literature base already available.
  3. The ideal review should be topical, up to date, balanced, accurate, authoritative, quotable, provocative, and a good read.
  4. The ideal contents of review should contain the problem, historical background, basic science, methodology (Describing the methods used for locating, selecting, extracting, and synthesizing data), human studies, discussion, conclusions, recommendations, and the future. Of course, with an abstract (need not be structured).

Case Reports
Case reports should include unstructured abstract with keywords, introduction, case report, discussion, references, tables and figure legends.

Student JGMC Nepal
This is a section in the Journal especially provided for students and interns. Students can take the help of an expert from a concerned subject in the conception of the topic providing suitable resources, revision and final approval of the write-up to ensure that article submitted to JGMC Nepal are authoritative and accurate. Articles in this students’ section can be on education, medical profession, careers, case reports, viewpoint, etc.

Citation and References:

  1. Responsibility for the accuracy and completeness of citation and references rests entirely with the author.
  2. Citation and references should be prepared following the Vancouver style.


  1. The citation in the text should be identified by Arabic numerals in superscript immediately after punctuation (with no word spacing). For example.2, not 2.
  2. Citing the author's name in the text: One can use the author's name in the text, but the authors must insert the citation number immediately after the author's name as well. If a work has more than one author, use 'et al.' after the first author. e.g. Paudel et al. stated that .........


  1. Number the references by Arabic numerals in superscript consecutively in the order of their appearance in the text, tables or figures.
  2. Include the last names and initials of the authors, the title of the article, name of publication, year published, volume number, and inclusive pages.
  3. The titles of the journals can be abbreviated according to the style used in Index Medicus. For non-indexed journals, complete name of the journal should be used.
  4. References should be at the end of the manuscript.
  5. List all authors when six or less; when seven or more, list only first six and add et al.
  6. Use one space only between words up to the year and then no spaces.
  7. References should include Digital Object Identifier (DOI ) and PubMed ID (PMID) if they have one. Authors can find the DOIs for their references by using the Crossref Simple Text Query

The style and punctuation of the references should conform to the following examples.

Journal article: Print
Neupane B, Paudel S, Shrestha A, Bijukchhe S, Bhattarai A, Subedi P. Management of Acute Abdomen: Acute Appendicitis. Journal of Gandaki Medical College-Nepal. 2019;12(2):3-9. DOI: 10.3126/jgmcn.v12i2.27149

Journal article: online/electronic
Errami M, Garner H. A tale of two citations. Nature. 2008;451(7177): 397–399. Available from: [Accessed on 20th January 2015]. DOI: 10.1038/451397a

Pre-print journal articles
Laghezza M, Sharma R, Hsu H, Greenwald P, Sullivan R, Bou Eid DA. A telehealth program to perform medical screening examinations. JAAPA. 2020 May 6. DOI: 10.1097/01.JAA.0000662420.25306.73 Epub ahead of print. PMID: 32384296.

Book: PrintSimons NE, Menzies B, Matthews M. A Short Course in Soil and Rock Slope Engineering. London: Thomas Telford Publishing; 2001.

Book: online/electronic
Grech ED. ABC of interventional cardiology. 2nd ed. Chichester: Wiley Blackwell; 2011 Available from: [Accessed 6th July 2017].

Book: chapter in an edited book
Partridge H, Hallam G. Evidence-based practice and information literacy. In: Lipu S, Williamson K, Lloyd A. (eds.) Exploring methods in information literacy research. Wagga Wagga, Australia: Centre for Information Studies; 2007. p.149–170. DOI: 10.1016/B978-1-876938-61-1.50009-5

For other types of references such as electronic media, newspaper items, etc. please refer to ICMJE guidelines ( or


  1. Prepare tables in Word format. Do not embed the table as Excel files or submit as photographs.
  2. Do not merge table cells, do not color the table, keep it as un-formatted as possible.
  3. Tables should be self-explanatory and should not duplicate textual material.
  4. Tables should be numbered in Arabic numerals, consecutively in the order of their first citation in the text and provide a brief title for each. Each and every table must be cited in the text. In the text, refer to every table e.g. As shown in Table 3, the …... Do not write “the table above” or “the table below.”
  5. The title is placed above the table. The title should follow legend “Table x: ” without quotes. Ensure that your table title is brief but explanatory.
    Tables should be with not more than 10 columns and 25 rows.
  6. Give each column a short or an abbreviated heading.
  7. If P-value is to be used, its real value should be used; not as >0.05, <0.05, or significant. If it is 0, then it should be expressed as <0.001.
  8. Explanatory matter should be placed in footnotes, not in the heading.
  9. Explain all nonstandard abbreviations in footnotes, and use the following symbols in sequence: *, **, †, ††, ‡, ‡‡, ¶

Figures (Illustrations)

  1. Figures (graphs, photographs, x-ray films, images) should be numbered consecutively according to the order in which they have been cited in the text.
  2. If a figure has been published previously, acknowledge the original source, and submit written permission from the copyright holder to reproduce the figure.
  3. The figures should be supplied electronically (scanned) and should have a resolution of 300 dpi with a dimension of 640 x 480 to 800 – 600 pixels and picture format should be JPEG.
  4. Pictures will be published in black and white free of charge. But, if you want to publish your picture in color, please contact the Editor-in-Chief for the cost and payment procedure.
  5. Letters, numbers, and symbols on figures should be clear and large enough to remain legible when the figure is reduced for publication.
  6. Remove or black out the details of patients from the figure/pictures where applicable. If the identity of the patients cannot be removed, written consent from the patient is necessary.
  7. In the case of microphotographs, stains used and magnification should be mentioned. Photomicrographs should have internal scale markers. Symbols, arrows, or letters used in photomicrographs should contrast with the background.

Units of Measurement

  1. Measurements of length, height, weight, and volume should be reported in metric units (meter, kilogram, or liter) or other decimal multiples.
  2. Temperatures should be in degrees Celsius. Blood pressures should be in millimeters of mercury (mmHg).
  3. Laboratory information should be reported in both local and International System of Units (SI). Since SI units are not used universally, alternative or non-SI units may be provided in parentheses.
  4. Drug concentrations may be reported in either SI or mass units, but the alternative should be provided in parentheses wherever appropriate.
  5. Currency exchange rates should be in US $ along with local currency for the appropriate date for any prices cited.

Reporting Time and Dates

  1. Use a 12-hr time system with four digits, the first two for hours, and the last two for minutes (e.g. 09.30 AM).
  2. Dates are reported with a day of the month first, then the month, followed by the year without a comma (e.g. 13 Oct 2017).

Abbreviations and symbols
Standard abbreviations and symbols used in standard textbooks can be used, provided the full form has been given when it first appears in the text. Avoid abbreviations in the title of the manuscript.

Copyright Transfer

Copyright on any research article in the Journal of Gandaki Medical College-Nepal is retained by the author(s).
The authors grant Gandaki Medical College Teaching Hospital and Research Center Pvt. Ltd. a license to publish the articles and identify it as the original publisher.
If accepted for publication, the article should not be published elsewhere in the same form, in any language, without obtaining consent from the Editor-in-Chief.

The articles in the Journal of Gandaki Medical College-Nepal are licensed under a Creative Commons Attribution-NonCommercial 4.0 International License (CC BY-NC 4.0) license. All content is made freely available for non-commercial purposes. Users are allowed to copy and redistribute the material but do not permit the commercial re-use of the article.


  1. Authorship credit should be limited to those who have made a significant contribution to conception, design, execution, analysis, interpretation of the study, drafting the article, or revising it critically for intellectual content.
  2. All those who have made a significant contribution should be listed as co-authors.
  3. The authors may include an explanation of each author’s contribution separately.
  4. Deletion or rearrangement of authors is not possible once the manuscript has been accepted for publication.

Dual publication: 
If the same paper whole or in part appears simultaneously elsewhere or has previously been published or appears in a future publication, then the author will be black-listed for the JGMC Nepal and the future articles of the author will be rejected automatically. If the paper has been published in JGMC Nepal, it will be retracted.

Publication Ethics:
Researchers must have a proper regard for research ethics. Research ethics cover a minimum set of guidelines in scholarly research and communication. The JGMC Nepal asks authors to ensure their works conform to guidelines set by recognized national and international institutions.
Journal of Gandaki Medical College Nepal abides by the COPE guidelines for the issues related to publication ethics. We follow the COPE flow charts to handle the issues related to ethical issues in publication. The guidelines can be found at

Plagiarism policies:
Authors are encouraged to prepare their manuscripts avoiding plagiarism. The suspected contents will be checked by plagiarism checking software and if the content is not acceptable, the article will be rejected. Minor issues will be communicated to the authors and will be advised to submit the revised content avoiding plagiarism.

Post-publication corrections:
Post-publication corrections can be done upon reasonable request from the authors. The mistakes or clarifications in articles published in the earlier issues can also be written as letters to editors.  

Corresponding Author: 
The corresponding author should ensure that all appropriate co-authors and no inappropriate co-authors are included on the paper and that all co-authors have seen and approved the final version of the manuscript and have agreed to its submission for publication.

Forwarding Letter
The covering letter accompanying the article must categorize the article type and discipline. It should contain the name and complete postal address of one author as a correspondent and must be signed by all authors. The letter should be submitted online as a separate attachment.

A declaration should be submitted stating that the manuscript represents valid and original work, and has not been submitted simultaneously to another Journal, has not been accepted for publication elsewhere and has not already been published.

Revised manuscripts
Revised manuscript should be submitted in duplicate one being original and other with the changes underlined in red and with the point to point clarification to each comment.

The covering letter, manuscripts, declaration form and other attachments have to be submitted online.

While submitting your manuscript to JGMC Nepal, please make sure that you have included the following:

  1. Covering letter
  2. Title page with abstract and keywords
  3. Body of the paper (Introduction/Background, Methods, Results, Discussion, and Conclusions), Source of funding, Acknowledgment, Conflicts of Interest and References
  4. Letter of ethical clearance for original research articles and consent form for case reports.

Manuscript Submission:

  1. The manuscript should be submitted online as an MS Word document.
  2. The authors have to register a free account in the Journal’s website following which they are able to submit the manuscript.
  3. By logging in to their account, they will be able to know the status of their submission.
  4. Contents of the journal can be accessed without registration or log in, but to upload or review a manuscript, registration is required.
  5. While uploading the metadata, each author's details and affiliations should be filled completely and correctly.

For any correspondence, please send an email to:
Dr. Nuwadatta Subedi
Journal of Gandaki Medical College Nepal (JGMC Nepal)
Gandaki Medical College Teaching Hospital & Research Centre Pvt Ltd.
Lekhnath-2, Rittepani, Kaski, Nepal

The statements or opinions or ideas published in this Journal reflect the views of authors and do not represent the official views of the JGMC Nepal editorial board. The editorial committee reserves the right to reject or accept any submitted manuscript. All final decisions will be of the Editor-in-Chief. No complaints can be lodged against the journal and concerned authorities for manuscript rejection, delay, and changes in contents of the manuscript. The submission of the manuscript to this journal declares that all terms and conditions of the journal have been read and accepted by the authors.


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  • Any personal data accompanying an article or a book (that will have been added by the submitting author) is published alongside it. The published data includes the names, affiliations and email addresses of all authors.
  • Any articles published on the platform are freely available to download from the publisher website in various formats (e.g. PDF, XML).
  • Ubiquity Press books and articles are typeset by SiliconChips and Diacritech.This process involves them receiving the book and book associated metadata and contacting the authors to finalise the layout. Ubiquity Press work with these suppliers to ensure that personal data is only used for the purposes of typesetting and proofing.
  • For physical purchases of books on the platform Ubiquity Press use print on demand services via Lightning Source who are responsible for printing and distribution via retailers. (For example; Amazon, Book Repository, Waterstones). Lightning Source’s privacy policy and details on data handling can be found on their website.

2.4 why we store the data

  • We store the account data so that you may choose to become a reviewer and be able to perform those tasks, or to become an author and submit an article and then track progress of that article.
  • Published personal data that accompanies an article or a book forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.

2.5 what to do if you want to get a copy of your data, or want your data to be removed

  • You are able to view, change and remove your data associated with your profile. Should you choose to completely delete your account, please contact us at and we will follow up with your request as soon as possible.
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact

3. When registering as a reviewer

3.1 what data we collect

  • To become a reviewer you must first register as a user on the website, and set your preference that you would like to be considered as a reviewer. No new personal data is collected when a registered user elects to become a reviewer.
  • When registering an account we ask you to log in and provide certain personal information (such as your name and email address), and there is the option to register using an ORCiD which will pre-fill the registration form.
  • Reviewers can also be registered by editors who invite them to review a specific article. This requires the editor to provide the reviewer’s First Name, Last Name, and Email address. Normally this will be done as part of the process of inviting you to review the article or book.
  • On submitting a review, the reviewer includes a competing interest statement, they may answer questions about the quality of the article, and they will submit their recommendation.

3.2 why we collect the data

  • The data entered is used to invite the reviewer to peer review the article or book, and to contact the reviewer during and the review process.
  • If you submit a review then the details of your review, including your recommendation, your responses to any review form, your free-form responses, your competing interests statement, and any cover letter are recorded.

3.3 what we do (and don’t do) with the data

  • This data is not shared publicly and is only accessible by the Editor and system administrators of that journal or press.
  • The data will only be used in connection with that journal or press.
  • Data that is retained post final decision is kept to conform to publication ethics and best practice, to provide evidence of peer review, and to resolve any disputes relating to the peer review of the article or book.
  • For journals or presses that publish the peer reviews, you will be asked to give consent to your review being published, and a subset of the data you have submitted will become part of the published record.

3.4 what to do if you want to get a copy of your data, or want your data to be removed

  • If you would no longer like to be registered as a reviewer you can edit your profile and tick the box ‘stop being a reviewer’. This will remove you from the reviewer database, however any existing reviews you may have carried out will remain.
  • If you have been contacted by an editor to peer review an article this means that you have been registered in the system. If you would not like to be contacted for peer review you can reply to the email requesting that your data be deleted.

4. When being registered as a co-author

4.1 what data we collect

  • Co-author data is entered by the submitting author. The submitting author will already have a user account. According to standard publishing practice, the submitting author is responsible for obtaining the consent of their co-authors to be included (including having their personal data included) in the article/book being submitted to the journal/press.
  • The requested personal data for co-authors are at the bare minimum; first name, last name, institution, country, email address. This can also include; ORCID ID, Title, Middle Name, Biographical Statement, Department, Twitter Handle, Linkedin Profile Name or ImpactStory ID.

4.2 why we collect the data

  • Assuming that it is accepted for publication, this data forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.
  • Author names, affiliations and emails are required for publication and will become part of the permanent cited record.

4.3 what we do (and don’t do) with the data

  • The co-author’s personal data is stored in the author database. This personal data is only used in relation to the publication of the associated article.
  • Any co-author data collected is added to the author database and is only used in association with the article the user is co-author on.

4.5 what to do if you want to get a copy of your data, or want your data to be removed

  • To receive a copy of your data, please contact
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

5.2 why we collect and store the data, and for how long

  • This data would be collected to keep you updated with any news about the platform or specific journal

5.3 what we do (and don’t do) with the data

  • We use mailchimp to provide our mailing list services. Their privacy policy can be found here

5.4 what to do if you want to get a copy of your data or want your data to be removed

  • All emails sent via our newsletter client will include a link that will allow you to unsubscribe from the mailing list

Notification about change of ownership or of control of data

We may choose to buy or sell assets. In the case that control of data changes to or from Ubiquity Press and a third party, or in the case of change of ownership of Ubiquity Press or of part of the business where the control of personal data is transferred, we will do our best to inform all affected users and present the options.

(Updated: 18 May 2018)