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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 single-spaced; uses a 12-point 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

Introduction
Journal of Society of Anesthesiologists of Nepal (JSAN) is an official publication of the Society of Anesthesiologists of Nepal (SAN). It is a peer-reviewed, open-access medical journal that is published with the aim of highlighting the scientific advances in the field of anaesthesia, intensive care, pain medicine and allied sciences. The journal provides platform for anesthesiologists, intensivists and pain practitioners to share their views, finding of their scientific research, and experiences.

Type of articles published:
JSAN publishes articles under following headings:

  • Editorials
  • Special article
  • Original article
  • Case reports
  • Audits
  • Review articles
  • Letter to the editor

Manuscripts submitted must be within the area of interest of JSAN. It should provide knowledge, be original in authorship, be based on adequate records, and must have significant finding. Reviewers will evaluate the suitability of the manuscript for publication. The language of publication is English. The author should clearly specify the type of article being submitted. However, the category under which the article will be published will be decided by the editorial board.

Preparation of Manuscripts:
Manuscripts should be prepared according to the “Uniform Requirements for Manuscripts Submitted to Biomedical Journals,” at www.icmje.org.1 Single-space manuscripts with 1-inch margins on all sides. Number all pages consecutively, beginning with the title page. Submit all materials in a single file *.docx format only.

Word limit for articles
The manuscript should not exceed 3000 words and 30 references for an original article and audits, 4000 words and 50 references for a review article, 1000 words and 10 references for a case report, and 500 words and 5 references for a letter to the editor.

Guidelines on Use of Language

  • Use of Language
  • Uniformity in English Language is required.
  • There should be no abbreviation in Abstract
  • Abbreviation spelt out in full for the first time
  • Avoid repetition of same words and waste words
  • Do not use ‘&’ and ‘@’ in the text
  • Running title provided should be not more than 50 characters
  • Format the manuscript in a single column
  • Do not use any special typeface for emphasis

Use of Numbers

  • Numbers less than 10 should be written in words.
  • Numbers 10 or more should be written in numbers.
  • Words should begin a sentence.
  • Numbers less than 1 and greater than -1 should begin with 0 (e.g. -0.01)
  • Do not use a space between a number and its percent sign.
  • Use one space between a number and its unit.
  • Report percentages to two decimal place if the sample size is larger than 100.
  • Do not use decimal places if the sample size is less than 10.
  • Do not use percentages if the sample size is less than 20.
  • Do not imply greater precision than your measurement instrument.
  • For ranges use “to” but not “–” to avoid confusion with a minus sign and use the same number of decimal places as the summary statistic.

It is important for authors and reviewers to know that our journal follows double blind peer review process. To ensure the integrity of the blind peer-review for submission to this journal, every effort should be made to prevent the identities of the authors and reviewers from being known to each other. This involves the authors, editors, and reviewers (who upload documents as part of their review) should check the document to remove any identifying information from the Research Article document. Cover letter and Title page should be uploaded as supplementary files. For further detail on how to remove identity from document, please visit: http://jsan.org.np/index.php/JSAN/help/view/editorial/topic/000044

A complete manuscript includes the following elements. The elements should be prepared in separate *.docx files. The files are listed below.

1. File 1. Cover Letter: Provide a cover letter. Briefly describe the article and its unique contribution to the literature. List any previous presentations of the work and any related manuscripts. (Related manuscripts must be attached as supplemental files.)

2. File 2. Title Page. List on the title page:

Title of the manuscript. Provide a title that is concise, specific, and informative.

A running title (50 characters max)

Authors’ full names (First, Middle and Last)

Authors’ Advanced degrees and institutional affiliations

Corresponding author’s full name, address, telephone and fax numbers, and e-mail address.

Support: List all sources of financial or other material support received for the work reported.

Prior presentations. Give the name, date, and location of any conferences at which portions of the manuscript content have been presented.

Word count for abstract

Word count for the text excluding title page, abstract, references, tables and figures.

Numbers of tables and numbers of figures.

3. File 3 Research Article

Title (Repeat)

Abstract. Abstracts are required for all manuscript submissions. Abstracts should summarize main points. Do not include tables, figures, or references.

Abstracts for original research, audits are limited to 250 words and usually contain the following headings.

Background: One sentence describing the problem being addressed and one sentence stating the objective of the study.

Methods: Describe study design, setting, participants, interventions, measures, main outcomes, and analyses.

Results: State the main findings of the study.

Conclusions: Two sentences that 1) summarize the main finding/interpretation of the study and, 2) provide context by stating the main implications of the findings for practice, policy, or research.

Case reports, review articles, guidelines or theory articles may use an unstructured abstract that states the problem addressed or purpose, summarizes the major points, and ends with one to two short sentences on the major conclusion and implication.

Key words. Provide at least 3 key words from the list of MeSH database available at http://www.ncbi.nlm.nih.gov/mesh.

Abbreviations. Standard abbreviations may be used for frequently encountered terms. Place abbreviations in parentheses after the first appearance of the term in the text. They should not be used in the abstract.

Text. Research articles will usually include the sections listed below; subheadings may be used to identify major content areas. Systematic reviews, case reports, and articles describing new methods or theory may use different formats as needed.

Introduction: States clearly and concisely the article’s unique contribution within the context of prior work conducted by the authors or others, and relevant bodies of theory.

Methods: Enables the study to be assessed for validity and trustworthiness. Include a statement of approval by the appropriate institutional review board. Statistical test used should be clearly mentioned.

Results: Conveys the study findings. Tables and figures should be self explanatory and should not be repeated in words. Statistical results should include confidence intervals or exact p values, even for non-significant results. Qualitative results should focus on the main domains and interpretive findings; consider using an appendix to convey more detailed qualitative findings and quotations.

Discussion: Interprets the findings in the context of the study’s strengths and limitations, prior knowledge, published literature, and implications for practice, policy, or future research.

Acknowledgments. Before the references, list those who have made substantive contributions to the work but do not meet the criteria for authorship according to the “Uniform Requirements for Manuscripts Submitted to Biomedical Journals,” at www.icmje.org.1 Authors should retain written permission from each person they acknowledge.

Conflict of Interest Statement. At the end of the text, after any acknowledgments, include a statement of all potential, perceived, or real conflicts of interest for each author. If an author has no potential conflicts, that should be stated.

References. Authors are responsible for ensuring the accuracy of references.

Format references in accordance with the Vancouver Style. For further reference please visit http://library.vcc.ca/downloads/VCC_VancouverStyleGuide.pdf.

Number citations with superscript Arabic numerals in order of appearance in the text, tables, and figures.

Journal titles should be abbreviated using NLM abbreviations in Index Medicus.

Cite articles accepted for publication as "forthcoming" with the journal title and year. Cite unpublished articles or personal communications with name and date in parentheses. Authors must obtain prior written permission to cite a personal communication.

Tables.
Tables should be double-spaced with a short descriptive title. Include footnotes as needed to allow readers to interpret it independent of the article text.

Present tables on the same place as in the text numbered in the order it appears in the text.

Figures.
Each figure should include a brief descriptive title.

Number figures in the order they appear in the text and place them accordingly.

When a manuscript that includes a graph is accepted for publication, authors will be asked to supply actual numbers for each data point on the graph.

Appendices. (Optional) Material that is not essential to the article, but is useful to some readers, may be published in appendices, e.g., detailed quotations from qualitative studies, supplemental tables, and research instruments. Refer to appendices in the main text and follow the same standards and style as the body of the article. Submit appendices with the manuscript file during the submission process.

Duplicate/Prior Publication. If there is any possible duplicate or prior publication of any content of the manuscript, notify the editors and describe in the cover letter. Provide copies by email of all related materials that have been previously published or are under consideration or in press elsewhere.

Style
We encourage authors to write in the active voice and first person. We want a clear, brief description of the essential methods and key findings of your study. Please provide just enough background to set the context and enough discussion to disclose the limitations and declare the importance of your work. Each table must add important information to the text. Figures should be used when pictures convey more than words and numbers.

Refer to drugs by their generic names.

Quantitative values should be expressed in units with Systeme International (SI).

The JSAN will be published both in print and online.

Mailing Address:
Editorial Office
The Society of Anaesthesiologists of Nepal (SAN)
NMA building (Siddhi Sadan),
Exhibition Road,
Kathmandu, Nepal.
GPO Box: 11041.
E-mail: jsan2070@gmail.com

Manuscript Submission Process

All manuscripts are submitted online at http://jsan.org.np/ only.

Accepted file formats:

Text. Microsoft Word *.docx format.

Tables. Microsoft Word, Excel embedded in Word.

Graphs for publication. When a manuscript that includes a graph is accepted for publication, the authors will be asked to supply actual numbers for each data point on the graph.

Graphics. JPEG or PDFformat. Line art must have a resolution of 1200 dpi (dots per inch) and digital photographs (such as radiographs and scanned images) should be at least 300 dpi. They must be created at a high resolution.

Mixed text and graphics. If a graphics file includes text, the text must be on a separate layer of the TIFF or EPS file to allow conversion to our font style.

Checklist before submission

Submit all materials online.

1. First *.docx file : Cover letter

2. Second *.docx file: Title page

3. Third *.docx file: Research article

Abstract

Key words

Abbreviations

Article text

Acknowledgments

Conflict of interest statements

References

Appendices, if any

Preparing for submission:

Review the Requirements for Submission, above.

If applicable, submit hard copies of the following by mail:

Permission to republish previously published material

Consent of individual to publish material

Copies of related publications for evaluation of possible duplicate publication.

Manuscript Review Process
We make every effort to complete the peer review process and notify the corresponding author as soon as possible after receiving a complete submission. All articles are evaluated by at least two editors. Selected manuscripts undergo further review, typically by 2-4 peer reviewers. Manuscripts are assessed based on their originality, importance of results, clarity of discussion, contribution of new knowledge, and potential impact on health, health care, policy, and future inquiry.

We encourage authors to share their expertise by becoming a peer reviewer. Express your interest with an email to the executive editor.

Information submitted or accepted for publication in the JSAN may be released to the media or the public only after it has been published in the JSAN, or after the corresponding author has been notified that the JSAN will not publish it. If the research represents thesis work of a residency program, it should be clearly mentioned in the disclosures. However, even before research is published in JSAN, authors may present the results at scientific meetings or conferences.

Privacy Statement

Nepal Journals Online (NepJOL) is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. According to the EU definitions, NepJOL is the data controller, and Ubiquity Press are the service providers and data processors. Ubiquity Press provide the technical platform and some publishing services to NepJOL and operate under the principle of data minimisation where only the minimal amount of personal data that is required to carry out a task is obtained.

More information on the type of data that is required can be found in Ubiquity Press’ privacy policy below.

Ubiquity Press Privacy Policy

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy. This document is part of our Terms of Service, and by using the press portal, affiliated journals, book, conference and repository websites (the “Websites”), you agree to the terms of this Privacy Policy and the Terms of Service. Please read the Terms of Service in their entirety, and refer to those for definitions and contacts.

What type of personal data do we handle?

There are four main categories of personal data stored by our journal platform, our press platform, and our book management system; Website User data, Author data, Reviewer data and Editor data.

The minimum personal data that are stored are:

  • full name
  • email address
  • affiliation (department, and institution)
  • country of residence

Optionally, the user can provide:

  • salutation
  • gender
  • associated URL
  • phone number
  • fax number
  • reviewing interests
  • mailing address
  • ORCiD
  • a short biography
  • interests
  • Twitter profile
  • LinkedIn profile
  • ImpactStory profile
  • profile picture

The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting info@ubiquitypress.com

What do we do to keep that data secure?

We regularly backup our databases, and we use reliable cloud service providers (Amazon, Google Cloud, Linode) to ensure they are kept securely. Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to key employees only. In case of a data breach, we will report the breach to the affected users, and to the press/journal contacts within 72 hours.

How do we use the data?

Personal information is only used to deliver the services provided by the publisher. Personal data is not shared externally except for author names, affiliations, emails, and links to ORCiD and social media accounts (if provided) in published articles and books which are displayed as part of the article/book and shared externally to indexes and databases. If a journal operates under open peer review then the reviewer details are published alongside the reviewer details.

How we collect and use your data:

1. When using the website

1.1 what data we collect

  • When you browse our website, we collect anonymised data about your use of the website; for example, we collect information about which pages you view, which files you download, what browser you are using, and when you were using the site.
  • When you comment on an article or book using Disqus, we are not collecting, controlling or processing the data. More details on the DISQUS privacy policy can be found on their website.
  • When you annotate an article or book, this is done via a 3rd party plugin to the website called Hypothes.is. In using this plugin we are not collecting, controlling or processing the data. More details on the Hypothes.is privacy policy can be found on their website.

1.2 why we collect the data

  • We use anonymised website usage data to monitor traffic, help fix bugs, and see overall patterns that inform future redesigns of the website, and provide reports on how frequently the publications on our site have been accessed from within their IP ranges.

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

  • We do not collect personal information that can be used to identify you when you browse the website.
  • We currently use Google Analytics for publication reports, and to improve the website and services through traffic analysis, but no personal identifying data is shared with Google (for example your computer’s IP is anonymised before transmission).

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

  • Please contact info@ubiquitypress.com to request a copy of your data, or for your data to be removed/anonymised.

2. When registering as an author, and submitting an article or book

2.1 what data we collect

  • 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.
  • As part of submitting an article for publication, you will need to provide personally identifying information which will be used for the peer review process, and will be published. This can include ‘Affiliation’, ‘Competing interests’, ‘Acknowledgements’.

2.2 why we collect the data

  • Registering an account allows you to log in, manage your profile, and participate as an author/reviewer/editor. We use cookies and session information to streamline your use of the website (for example in order for you to remain logged-in when you return to a journal). You can block or delete cookies and still be able to use the websites, although if you do you will then need to enter your username and password to login. In order to take advantage of certain features of the websites, you may also choose to provide us with other personal information, such as your ORCiD, but your decision to utilize these features and provide such data will always be voluntary.
  • Personal data submitted with the article or book is collected to allow follow good publication ethics during the review process, and will form 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.

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

  • We do not share your personal information with third parties, other than as part of providing the publishing service.
  • As a registered author in the system you may be contacted by the journal editor to submit another article.
  • Any books published on the platform are freely available to download from the publisher website in PDF, EPUB and MOBI formats on the publisher’s site.
  • 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 support@ubiquitypress.com 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 info@ubiquitypress.com

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 info@ubiquitypress.com
  • 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 info@ubiquitypress.com

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)