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Author Guidelines

The Nepalese Journal of Ophthalmology (Nepal J Ophthalmol) is a bi-annual peer-reviewed academic journal of the Nepal Ophthalmic Society (NOS).

This journal aims to provide opportunity of sharing knowledge and experience amongst the ophthalmic professionals as well as help disseminate findings of research/achievements in ophthalmic field at home and abroad.

Original articles, short communications, case reports and review articles on electronic submission are welcome from the academia.

Research works involving human subjects and animals should meet international norms and the terms of Declaration of Helsinki of the World Medical Association. Approval from the institutional/ethical review board and informed consent from the subject of study must have been obtained for all experimental studies and articles based on these studies. Please upload the ethical review approval letter in the supplementary file during the submission of the original manuscript.

Review articles and editorial notes are sometimes invited from national and internationally renowned authors.

Please also adhere to the Reference guidelines given below (Harvard Reference system) in the manuscript before submission.

Processing Fees:
Nepalese Journal of Ophthalmology does not charge authors for article submission and processing fees.

Peer Review:
The Nepalese Journal of Ophthalmology has a double blind process for the review. The articles submitted are reviewed by the national and international experts in the respective fields after the initial screening by the editorial board. We ensure that the peer reviewer is not from the same institute as that of the any of the authors and does not have any conflict of interest to the work. It will be sole right of the editorial board to decide the reviewers for the manuscript. The review process from the reviewer is usually one month and if there is not respons, it will be sent to another reviewer. The whole process of review will take from 6 weeks to 4 months, depending on the significance of the article.

The article is sent to at least two reviewers, with one of them being an international expert. Once the reviewers comments are received, the authors are asked to resubmit their manuscript by incorporating the reviewers comments. if both the reviewers reject the article, the editorial board will reject it. However, the final decision of the paper acceptance is reserved by the editorial board. 

Authors are advised to read the instructions carefully and comply with them before submitting their manuscripts.

Copyright:
It is mandatory that a copyright transfer agreement form signed by the principal author and all the co-authors confirming the consensus of all the authors be submitted to the editorial office by fax (00977-25-520251 or 530119) or a scanned copy of the original agreement form by e-mail to editor@nepjoph.org.np at the time of manuscript submission. Please upload the copyright form in the Supplementary file during submission of the article. Without the form, the article will not be processed for review. The agreement form can be downloaded from the journal’s website: http://www.nepjoph.org.np and uploaded at the time of paper submission.

Creative Commons License
Articles in the Nepalese Journal of Ophthalmology are Open Access articles 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.

Patient Consent form for Case Reports:
Please submit the patient consent form, which is available at www.nepjoph.org.np, signed by the patient of Guardian of the patient is a minor. Without it, the article will not be processed further. Please upload it in the supplementary file during the submission of case report.

Plagiarism
The journal will check all submitted articles for plagiarism using the Crossref Similarity Check software.

Crossref Similarity Check logo 

Instructions

Manuscript preparation and submission
Only those manuscripts written in scientifically correct English are eligible for review process. The Editorial Board may help with some grammatical corrections. However, the authors requiring substantial help are encouraged to get the required assistance by the linguistic experts before submission of the manuscript.

Commercial or proprietary interest to products or companies mentioned in or related to the subject matter of the article being submitted must be disclosed in the covering letter, which may be published at the discretion of the Editor in Chief.

Manuscripts and supporting documents should be submitted using the online submission system. Register here.

Manuscripts should ideally be double-spaced with 2.5 cm margins to all sides with page numbering starting from the title page.

The title page should contain the following information: title of the manuscript, manuscript category (original article, brief communication, case report or review article), full name(s) of author(s), with their affiliated institution(s) and their full address(es), word count of abstract, word count of text, number of references, number of illustrations and/or figures, number of tables, number of pages, commercial interest, a running title with not more than 50 characters, name and address of the corresponding author including fax number, e-mail address and telephone number.

The title page should also include the role of each author during the preparation of the manuscript.

Please provide the email address of the main as well as the co-authors on the title page. We encourage authors to obtain ORCIDs and include them on the manuscript and during the submission process.

In case of multiple authors please see whether the person(s) who get(s) the authorship has/have contributed significantly in designing the study, analyzing data, manuscript writing and was/ were involved in treatment of study subjects. Financial contributors and simple advisors can be acknowledged in the last paragraph of the manuscript after conclusion. The number of authors should not generally exceed six. Only one person can be the first author.

Abstract
The abstract must be structured incorporating the following headings in not more than 250 words: Introduction, Objectives, Materials and methods or Subjects and methods and Conclusion for original articles, whereas the abstracts for case reports are described in terms of background, case(s), observations and conclusions.

Immediately after the abstract, key-words up to 5 in number are required for indexing and abstracting purposes.

Text
The text section of original articles must contain an Introduction, Materials and methods (or Subjects and methods), Results, Discussion and Conclusion. Generally, the word count should not exceed 6000 for review articles and 2500 for original ones. Brief communications and letters to editor usually should not exceed 1000 words, 10 citations and one table or two pictures. Review articles and guest editorials are usually commissioned from experienced scientists. Abbreviations must be defined immediately following first use in the abstract, the main text, and in figures and tables. The authors are advised not to use any unusual abbreviations. Drugs’ names should be affirmed in standard chemical or generic nomenclature. Unit of measure should conform to International System (SI) units.

Referencing
Plagiarism in any form is not accepted. Any works done by others, if cited in your text must be properly referenced. References should be limited to those cited in the text following the Harvard referencing system.

Harvard referencing system
The Nep J Oph expects authors to use the alphabetical or name-date method known as the Harvard system. In this system, the author’s surname and year of publication are cited in the text, e.g. Albanese et al (2003), and a reference list (of these citations) is included at the end of the assignment, in alphabetical order by author. The reference list also includes additional details such as the title and publisher. Authors are required to include the DOIs of articles where possible. The Crossref Simple Text Query form can be used for this.

Example of listing Harvard referencing system
Albanese MA, Snow MH, Skochelak SE, Huggett KN, Ferrell PM (2003). Assessing personal qualities in medical school admissions. Academic Medicine; 78 (4) : 313-321. DOI: https://doi.org/10.1097/00001888-200303000-00016

References to sources may be cited in the text in different ways depending on the nature of the sentence/paragraph that is being written. Various examples are given below.

Author’s name cited in the text
Dewey (1991) believed the process of behavior changes was critical to reflective learning.

Author’s name not cited directly in the text
As humans we all try to make sense of the world in any way we can, gathering information of varying accuracies, constantly developing intuitive theories, and interpreting situations in a manner that fits the theories we have previously developed (Gilovich, 1993).

More than one author cited in the text
Bransford et al (1999) outlined the …… important characteristics of expertise.

More than one author not cited directly in the text
In a recent review that was published in the Lancet the authors identified major impediments to improving mental health services in countries such as ….. (Saraceno et al, 2007).
Or
Our conceptual framework for understanding education in the teaching clinics is to adopt an experiential learning model (Kolb, 1984; Jarvis, 1995; Smith & Irby, 1997).

Two authors for the same work
Reliability coefficients in many OSCEs show considerable variation and unevenness in magnitude (Pedhazur & Schmelkin, 1991).

More than two authors for a work
Ginsburg et al (2004) have recently examined differences between the formal admissions policy implemented for residency selections and the informal understanding…..

Several works by one author in different years
(Upadhyay 1993, 1997)…….

Several works by one author in the same year
Earlier research by Badhu (1997a) found that……..but later research suggested again by Badhu (1997b) that………

Corporate authors
B P Koirala Institute of Health Sciences (BPKIHS), 1996
(B P Koirala Institute of Health Sciences, 1996)
BPKIHS, 1996 (in case of second citation)

Chapters of edited books
For chapters of edited books the required elements for a reference are:
Chapter author(s) surname(s) and initials. Year. Title of chapter followed by ‘In’

Book editor(s) initials and surnames with ed. or eds. after the last name.

Title of book. Place of publication: Publisher. Chapter number or first and last page numbers followed by full-stop.

Smith J. (1975). A source of information. In W. Jones, ed. One hundred and one ways to find information about health. Oxford: Oxford University Press. Ch. 2.

Samson C. (1970). Problems of information studies in history. In S. Stone, ed. Humanities information research. Sheffield: CRUS, 1980, p. 44-68.

(Note: for more details of the Harvard Referencing system, please refer to http://libweb.anglia.ac.uk/referencing/harvard.htm).

The Editorial Board would also like to thank you for sharing your time with us. We expect your continued support in this academic endeavour. And we feel privileged to have the opportunity of presenting the Nepal J Ophthalmol to the ophthalmic academia.

Badri P Badhu, MD
Editor-in-Chief
Nepalese Journal of Ophthalmology
Department of Ophthalmology
B P Koirala Institute of Health Sciences
Dharan-18, Sunsari, Nepal

 

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 double-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.
  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.
  7. Copyright agreement transfer form is signed and dated by all the authors, with their emails for all the articles

  8. Patient Consent form, signed by patient or guardian if the patient is a minor.
  9. Reference system in the manuscript should be in the Harvard System. Please check before submission.
 

Copyright Notice

© Nepalese Journal of Opthalmology

Creative Commons License
Articles in the Nepalese Journal of Ophthalmology are Open Access articles 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)