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Author Guidelines

About the Journal
Medical Journal of Shree Birendra Hospital (MJSBH) is the official journal of Nepalese Army Institute of Health Sciences, Shree Birendra Hospital, Chhauni, Kathmandu, Nepal. It is a peer reviewed, open access, multidisciplinary medical journal and follows the general principles of scientific publications. It is published biannually in both hard copies and online. MJSBH doesn't charge any publication fees from the authors.

Scope of journal
MJSBH is all-specialty medical journal and accepts articles from a wide range of medical specialties including medical education, medical sociology and clinical specialties.

Author Guidelines

1. General Principles and quality control:

General requirements: Manuscripts must be prepared in accordance with "Uniform requirements for Manuscripts submitted to Biomedical Journals" developed by the International Committee of Medical Journal Editors (Update October 2016) available at http://www.icmje.org/icmje-recommednations.pdf.

Authorship limits: MJSBH is a general medical journal and accepts articles from a wide range of medical specialties. To maintain the wide range of medical specialties, no articles of a single author (as principal author or co-author) will be accepted for publication in a single issue.

Identification as author: The contributor of any article must fulfill the guidelines laid down by ICMJE (available at http://www.icmje.org/recommendations/browse/roles-and-responsibilities/defining-the-role-of-authors-and-contributors.html) for being identified as author.

Peer review: MJSBH follows double blinded peer review. Average time period from submission of article to final decision is one to two months.

Blinding of manuscript: MJSBH uses double blinded peer reviewing process during publication. Please ensure that the entire text of the manuscript except the title page is blinded and doesn't contain any information that identifies the author/s or their affiliated institutions.

Plagiarism: MJSBH utilizes plagiarism detection tools to identify the plagiarism. Any article with unacceptable levels of copied material will be rejected and authors may be barred from submitting articles to MJSBH in the future.

Retraction: Articles may be retracted post publication in an event of proven unethical behavior or if the article is found to be published elsewhere in any form.

2. Types of manuscripts and word limits

  • Editorial: Editorial will be accepted for publication by invitation only.
  • Original Article: Randomized controlled trials, interventional studies, studies of screening and diagnostic tests, outcome studies, cost effectiveness and analyses, case-control series and surveys: up to 2500 words excluding references (up to 30) and abstract (up to 250 words).
  • Review Article: Systemic critical assessments of literature and data sources: Up to 3000 words excluding references (up to 50) and abstract (up to 250 words).
  • Case Report: New/interesting/very rare cases with clinical significance or implications can be reported. Up to 1000 words excluding references (up to 10) and abstract (up to 100 words), up to three photographs would be accepted.
  • Viewpoint: These articles are personal views and allow you to express your own point of view on any issues relevant to health. We would like these to include controversial subjects. Up to 800 words excluding references (up to 5-8) would be acceptable.
  • Letter to the Editor: These should be short, decisive observations. They should not be preliminary observations that need a later paper for validation. Up to 400 words and 5 references would be acceptable.
  • Limits for number of images and tables: on discretion of editors, as per guidelines.

3. Manuscript Preparation

The entire manuscript including tables, charts and figures should be in a single Microsoft word document file. Use Times New Roman font of size 11, black color and single-spaced for manuscript.

a. First page:

Title Page should contain (only title page will contain the information that identifies the author and their institutions; rest of the manuscript should be blinded) the following parts in the order mentioned below:

  1. Type of manuscript (e.g. Original article, Case Report)
  2. The title of the article
  3. Running title or short title not more than 50 characters
  4. Name of authors, their email id, highest degree and their current affiliations. Also mention the contribution of each author in the study like conception, planning, intervention, data collection and interpretation, literature review, manuscript preparation and review etc.
  5. The name, address, phone number and e-mail address of the corresponding author.
  6. Total word counts separately for abstract and for the text and number of charts and figures used.
  7. Funding sources (mention as ‘none’ if no funding was received).
  8. Acknowledgement:  Contributors to the study who do not qualify for authorship.
  9. Conflict of interest if any. (Mention as ‘none’ if there is no conflict of interest)

b. Abstract

The second page should carry the full title of the manuscript and an abstract. The abstract should be structured for original articles as: Introduction, Method, Result and Conclusion. Provide 3 to 8 keywords arranged alphabetically, separated by semicolon (;) and preferably not the words used in the title of the article. Do not include references in the abstract.

c. Introduction

Provide a context or background for the study (that is, the nature of the problem and its significance). State the specific purpose or research objective of, or hypothesis tested by, the study or observation; the research objective is often more sharply focused when stated as a question. General and specific objectives should be clear, and any pre-specified subgroup analyses should be described. Provide only directly pertinent references, and do not include data or conclusions from the work being reported.

d. Methods

The Methods section should only include information that was available at the time the study was planned or protocol written; all information obtained during the conduct of the study belongs to the results section. Type and method of consent or permission or approval taken before study should be mentioned in the methods section.

Reports of randomized clinical trials should present information on all major study elements, including the protocol, assignment of interventions (methods of randomization, concealment of allocation to treatment groups), and the method of masking (blinding), based on the CONSORT Statement (http://www.consort-statement.org/) .

When reporting studies on human, indicate whether the procedures followed were in accordance with the ethical standards of Helsinki Declaration of 1975, as revised in 2000 (available at http://www.wma.net/en/30publications/10policies/b3/index.html). Do not use patients' names, initials, or hospital numbers, especially in illustrative material.

Currently, MJSBH does not require approval from institutional or regional ethical committee for publication if ethical guidelines have been followed. However, approval from the department or institution head for the research study conducted may be asked for when required. Hence it is recommended that the authors get the ethical clearance from their respective institutional ethical review committee beforehand.

e. Results 

Present your results in logical sequence in the text, tables, and illustrations, giving the main or most important findings first. Do not repeat data of tables or illustrations in the text; emphasize or summarize only the most important observations. Restrict tables and figures to those needed to explain the argument of the paper and to assess supporting data. Avoid nontechnical uses of technical terms in statistics, such as "random" (which implies a randomizing device), "normal," "significant," "correlations," and "sample." All units used should be in SI system. Do not mention the analysis, interpretations or comparisons of results with other studies in ‘Results’ section.

f. Discussion

Emphasize the new and important aspects of the study and the conclusions that follow from them. Do not repeat in detail data or other information given in the Introduction or the Results section. For experimental studies, it is useful to begin the discussion by summarizing briefly the main findings, then explore possible mechanisms or explanations for these findings, compare and contrast the results with other relevant studies, state the limitations of the study, and explore the implications of the findings for future research and for clinical practice.

g. Conclusions

Link the conclusions with the goals of the study but avoid unqualified statements and conclusions not adequately supported by the data. In particular, avoid making statements on economic benefits and costs unless the manuscript includes the appropriate economic data and analyses. Avoid claiming priority or alluding to work that has not been completed. State new hypotheses when warranted, but label them clearly as such.

g. References 

The responsibility of accuracy of the document cited as references will lie with the authors. Use Vancouver system of referencing with superscripted Arabic numbers without parenthesis for ‘in-text citation’ serially in the order of their appearances in the text. Authors should also ensure that digital object identifier id (DOI) of references are included with the references. To find the DOI of the reference cited please refer to the Crossref resources available at http://apps.crossref.org/SimpleTextQuery.

If there are more than six authors for a particular reference replace all authors after sixth author as et al.

The style and punctuation of the references should conform to the following example: -

Journal

Zimmerman M, Shakya R, Pokhrel BM, Eyal N, Rijal BP, Shrestha RN, et al. Medical students' characteristics as predictors of career practice location: retrospective cohort study tracking graduates of Nepal's first medical college. BMJ 2012;345:e4826. DOI: 10.1136/bmj.e4826.

Book     

World Health Organization. Comprehensive cervical cancer control: A guide to essential practice. Second ed. Australia: WHO Press, World Health Organization, 20 Avenue Appia, 1211 Geneva 27, Switzerland; 2014.

For details of other types of references please refer to ICMJE Guidelines  available at: (http://www.icmje.org or http://www.nlm.nih.gov/bsd/uniform_requirements.html or http://www.ncbi.nlm.nih.gov/books/bookres.fcgi/citmed/frontpage.html).

h. Tables and Figures

Tables and figures should be self explanatory and numbered in Arabic consecutively with caption. Explain all non-standard abbreviations in caption. Ensure that each table/figure is cited in the text in the sequentially in the order of their appearance. Excel files used to create chart and high-resolution pictures may be uploaded as supplementary files during submission process. Corresponding author may be asked for excel files or high-resolution pictures for the purpose of reconstruction of figures during typesetting process.

4. Submission process:

For submitting your article to MJSBH

5. Copyright Transfer and Author Agreement

Copyright on any research article is transferred in full to the Medical Journal of Shree Birendra Hospital upon publication. The copyright transfer includes the right to reproduce and distribute the article in any form of reproduction (printing, electronic media or any other form).

Creative Commons Licence
Articles in the Medical Journal of Shree Birendra Hospital are Open Access articles published under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License (CC BY-NC-ND).

This license permits use, distribution and reproduction in any medium, provided the original work is properly cited, is not changed in any way, and is not used for commercial purposes. 

6. Privacy Statement

The names and email addresses entered in this journal site will be used exclusively for the stated purposes of this journal and will not be made available for any other purpose or to any other party.

 

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.

  1. 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).
  2. The submission file is in Microsoft Word, RTF, or WordPerfect document file format.
  3. Where available, URLs for the references have been provided.
  4. The text is single-spaced; uses a 11-point Times New Roman 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.
  5. The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  6. If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.
 

Copyright Notice

Copyright on any research article is transferred in full to the Medical Journal of Shree Birendra Hospital upon publication. The copyright transfer includes the right to reproduce and distribute the article in any form of reproduction (printing, electronic media or any other form).

Creative Commons Licence
Articles in the Medical Journal of Shree Birendra Hospital are Open Access articles published under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License (CC BY-NC-ND).

This license permits use, distribution and reproduction in any medium, provided the original work is properly cited, is not changed in any way, and is not used for commercial purposes.

 

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)