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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 Microsoft Word (.doc or .docx) file format.
  • Where available, URLs for the references should be provided. DOI link should be typed as in https://doi.org:10.3126/njn.v16i3.27333
  • 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

Nepalese Journal of Neurosciences (NJNS) is an internationally peer reviewed indexed open access neurosciences journal, an official publication of Nepalese Society of Neurosurgeons (NESON). NJNS presently has following features

Before submitting your article, please note

  • The submission has not been previously published, nor is it before another journal for consideration.
  • The submission file is in Microsoft Word file (.doc or .docx) format.
  • The text of the manuscript is single-spaced; uses a 12-point font; Time New Roman font, all illustrations, figures, and tables are placed within the manuscript (with captions, legends and descriptions).
  • Provide a website link to all references for PubMed, PMCID, DOI, Full Text (provide all or as much as available).
  • The manuscript should follow Vancouver style of referencing and bibliographic requirement as devised in the NLM style (see at the end or read https://guides.lib.monash.edu/citing-referencing/vancouver)
  • Submit supplementary files along with your manuscript as below
    • Cover letter
    • Authorship declaration form
    • Copyright transfer
    • Title page
    • Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers (starting with each page).
      Try not to disclose any identify to ensure blind review. With Microsoft Office documents, author identification should also be removed from the properties for the file (see under File in Word), by clicking on the following, beginning with File on the main menu of the Microsoft application: File > Save As > Tools (or Options with a Mac) > Security > Remove personal information from file properties on save > Save. With PDFs, the authors' names should also be removed from Document Properties found under File on Adobe Acrobat's main menu.
    • Patient’s consent for publication (if pictures or details discloses the identity of the patient in the study)
    • Ethical Approval letter for research article
  • You can submit your articles either by sending email to njns2004@yahoo.comor directly upload the articles on online https://www.nepjol.info/index.php/NJN/about/submissions  

Please consider the following while preparing Manuscripts

  • Abbreviations (Acronyms): Abbreviations should be avoided in abstract. In the main text of the article, abbreviations should be written in brackets along with full form for the first time. Subsequently abbreviation alone may be used. However, standard english abbreviation can be used without its full form. For example: "e.g." for "example"
  • When starting a sentence with a number, please spell the number. For e.g. “Seventy one percent of subjects had...”
  • When using drug names, generic names should be used. Trade names are not allowed
  • NJNS follows modified Vancouver system as devised in the NLM style (see at the end or read https://guides.lib.monash.edu/citing-referencing/vancouver)
  • Use of Language
    • Uniformity in Language is required, with preference to British English?
    • Avoid repetition of same words or waste words.
    • Do not use ‘&’ and ‘@’ in the text. Please do not write in contractions. For e.g. write “do not” instead of “don’t”.
    • Running title provided should be not more than 50 characters or 8 words.
  • Rules while using Numbers
    • Numbers less than 10 should be written in words. For e.g. “was found in two percent”.
    • Numbers 10 or more should be written in numbers.
    • Words not numbers should begin a sentence.
    • Be consistent in lists of numbers.
    • Do not use a space between a number and its percent sign.
    • Use one space between a number and its unit.
    • 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
    • Use the metric system throughout; use of appropriate SI Units is encouraged. If using other, more commonly used units, give the SI equivalent in parenthesis.
  • Images:
    • Colour: All images should be in colour, except for images which are originally in greyscale e.g. electron microscopy slides or radiological images.
    • Italicized Caption and Numbering: All images must be numbered as: Figure “number (in Arabic numerals)” with a title describing the image, placed below the image. The caption should read like “Figure 1: Figure title”.
    • The captions should be placed where the image is meant to be in the manuscript with one line spacing above and below the caption.
  • Tables:
    • Title and Numbering: Italicized Title of table should be placed below the table. The title should read like "Table 1: Table title".
    • Tables, Figure and Images number in Arabic letters (no Romans).
    • Title/legends provided in no more than 40 words.
    • For borrowed materials – credit note must be provided in the figure/table/image itself.
    • Keep the table/figures simple and uncluttered as possible.
    • Standard abbreviation of units of measurement should be added in parentheses
    • Use tables to present data that is detailed and that is important.
    • Avoid tables created with the tab key, pictures, and embedded objects
    • Fancy borders, shading, 3D effects, multiple grids are both distracting and unnecessary.
    • Prefer grey shades of tables and figures.
    • Figures should be simple to interpret, uncluttered, and free of extra lines, text, dimensions and other gimmicks.
    • Table may be placed within the text of manuscript
  • Graphs/Charts:
    • Italicized Caption and Numbering: same as Images.
    • If possible, please send us the graphs/charts as part of Microsoft Worksheet along with the data used to generate the graph/chart.
  • While making references to the tables and figures in manuscript
    • Refer using Arabic numerals
    • Point out the relevant part(s) of a table/figure when referring to it.
    • Do not restate all the information from tables/figures in the text of the paper.
    • Tables/figures should not be used to highlight what has already been said in the paper.

Guidelines on individual article types

  • Editorial

It is written by NJNS editors or invited (Guest Editorial) on most pertinent issues on Neurosciences in Nepal or in the world.  It undergoes a fast-track peer review process. 

  • Review Articles

Review articles summarize the current state of understanding on a topic and analyses or discusses research previously published by others on the subject matter, rather than reporting new experimental results and which does not fit into the category of systematic review. They are thorough literature reviews that identify historical and current trends in the topic, gaps in the research (areas for further exploration), and current debates or controversies.  It has to be about 3000 words without counting abstract (maximum 250 words) and references (usually >50 but <100). It is recommended that the authors use the ENTREQ guideline for a review of studies that use descriptive data, MOOSE guideline for a review of observational studies or PRISMA guideline for any other kind of systematic review or meta-analysis.

Reviews undergo a rigorous yet fast peer review process. 


Required Submission Documents:

  1. Cover letter
  2. Authorship declaration form
  3. Copyright transfer
  4. Title page
  5. Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers (starting with each page). Try not to disclose any identify to ensure blind review
  • Original/ Research Articles

Original research articles should contain 2500-3500 words (excluding the title, abstract, acknowledgements, texts used in tables and graphs, and references). Authors must check the EQUATOR NetworkCONSORT and STROBE sites for any reporting guidelines that apply to the study design and ensure they include any required supporting information recommended by the relevant guidelines. All clinical trials submitted to NJNS must be entered in a publicly accessible registry approved by the WHO or ICMJE. See the list of approved registries.

The manuscript should be written under the following headings:

  1. Title and authorship
  2. Structured Abstract
  3. Introduction
  4. Methods and Materials
  5. Results
  6. Discussion
  7. Conclusion
  8. Acknowledgement
  9. References
  • Short Communications

Short Communications are short papers that present original and significant material for rapid dissemination, however they do not qualify for full length articles for example pilot study. A Short Communication may focus on a particular aspect of a problem or a new finding that is expected to have a significant impact. Short articles include, but are not limited to: discovery or development of new materials, cutting-edge experiments and theory, novelty in simulation and modeling, elucidation of mechanisms, epidemiological study and outcome analysis.

Authors must check the EQUATOR NetworkCONSORT and STROBE sites for any reporting guidelines that apply to the study design and ensure they include any required supporting information recommended by the relevant guidelines. 

Short Communications are limited to 3000 words and are not subdivided (no subsection is allowed). The paper should contain an abstract, main body and references, and contain no more than 3 figures or tables, combined. The abstract is limited to 100 words. Up to five keywords or short phrases should be given below the abstract.

Short Communications will appear after original article sections in the journal table of contents. Each paper will begin with “Short Communication:” followed by the title.

Required Submission Documents:

  1. Cover letter
  2. Authorship declaration form
  3. Copyright transfer
  4. Title page
  5. Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers (starting with each page). Try not to disclose any identify to ensure blind review
  6. Patient’s consent for publication (if pictures or details discloses the identity of the patient in the study)
  7. Ethical Approval letter
  • Case Reports

This section is to bring to notice an unusual finding or unexpected causation or event during treatment or observation, an extraordinary occurrence or outcome of a new procedure or treatment modality or findings that shed new light on the possible pathogenesis of a disease or an adverse effect, unique or rare feature of a disease, unique therapeutic approaches, approaches to a case report, a patient whose diagnosis was difficult to make, describe changes in one or more patients with chronic conditions over an extended time period, report on two or more patients with similar characteristics who received different interventions and had different outcomes, atypical management of patients with common problems, atypical patient presentations, apply theory to patient or client management or report on an administrative or academic experience which can consist of a single or series of cases.

Submission should include a case report with literature review. Use the CARE Case Report Checklist while preparing your case report taking an account of CARE Flow Diagram.

Required Submission Documents:

  1. Cover letter
  2. Authorship declaration form
  3. Copyright transfer
  4. Title page
  5. Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers (starting with each page). Try not to disclose any identify to ensure blind review (using CARE or SCARE reporting guideline)
  6. Patient’s consent for publication (if pictures or details discloses the identity of the patient in the study)
  7. Ethical Approval letter
  • Neuro View Box

This section includes interesting but illustrative images, radiological or clinical or intra-operative findings, which should depict a unique finding or association in a commentary of fewer than 1000 words without an abstract. Format of submission should include a brief introduction, clinical scenario and relevant literature review.

Required Submission Documents:

  1. Cover letter
  2. Authorship declaration form
  3. Copyright transfer
  4. Title page
  5. Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers. Try not to disclose any identify to ensure blind review (using CARE or SCARE reporting guideline).
  6. Patient’s consent for publication (if pictures or details discloses the identity of the patient in the study).
  • Letters to the Editor 

This section includes any concern or issue relating to NJNS, be it a comment relating a recent article, an elaboration of an important discovery, or simply a thought-provoking commentary of fewer than 1000 words without an abstract.


Required Submission Documents:

  1. Cover letter
  2. Authorship declaration form
  3. Copyright transfer
  4. Title page
  5. Anonymized manuscript with abstract and key words. Insert page numbers at bottom and mark each line numbers (starting with each page). Try not to disclose any identify to ensure blind review

Guidelines for filling supplementary files and preparing the manuscript

  1. Title page with Author Information
  • Title Case; Word after colon (;) beginning with a capital letter
  • The title of the article should be complete, clear, and concise. It should not contain abbreviations.
  • Provide full names with the highest academic degree, designation, affiliation and ORCID iD of all authors.
    Example:
    ……………… MCh
    Professor, Department of Neurosurgery
    Kathmandu Medical College Teaching Hospital
    Sinamangal, Kathmandu, Nepal
    ORCID iD
  • Specify the corresponding author and provide corresponding details which should include:
  • Full name of the corresponding author.
  • Designation and Affiliation.
  • E-mail address.
  • Contact Number:
    Example:
    Address for correspondence:
    Dr …………………
    Professor, Department of Neurosurgery
    Kathmandu Medical College Teaching Hospital
    Sinamangal, Kathmandu, Nepal
    E-mail:
    Contact Number: +977-98……..
  1. Structured Abstract with Key words
  • It should summarize the major aspects of the entire content of the paper giving the reader a general idea of your work and your results but avoiding unnecessary details.
  • Word limit: 250 words.
  • Avoid abbreviations in the abstract.
  • References should not be mentioned in abstract.
  • Key Words: 3 to 6 in alphabetical order. Separated by a comma (,) and not ending with a full stop (.)
  • Use words listed in MeSH index [available from: http://www.ncbi.nlm.gov/mesh]
  • 'Key words' (and not 'Keywords' or 'Key Words') in the entire issue listed in alphabetical order with each key word capitalised and separated by a comma (,) and not ending with a full stop (.)
  1. Introduction
    It should summarize the current knowledge gap or the need of the study and specify the goals and objective of the study
  2. Methods and Materials
  • Information regarding the plan of the study should be included
  • Describe the study design in detail along with the type of study, study duration and study site.
  • The study population should be described in terms of its size, age, gender and other characteristics as required.
  • Sample size with its basis and the sampling method used should be described.
  • Mention the exclusion and inclusion criteria.
  • Depending on the type of study, procedure undertaken for randomization, matching, blinding, etc. should be clearly mentioned. Also mention briefly about important ethical issues such as ethical clearance and informed consent from the subjects.
  • The methodology including the method of data collection should be described in sufficient details such that other workers can reproduce the methods. The materials used in the study should be clearly mentioned (including the manufacturer’s name in parenthesis). If names of drugs, chemicals are to be used, use generic names.
  • Describe how statistical analysis was done and how data was summarised (mean, percentage, etc.). Mention the statistical tests done for measuring statistical significance of the findings. Also mention the statistical software, along with the version, used for data analysis.
  • Mention following, in order of their appearance, and writing in past tense or passive verb
  • Study type and study design
  • Place and duration of study
  • Sample size and Sampling method
  • Methods of data collection
  • Ethical Approval and Patient consent
  • Inclusion and exclusion criteria
  • Protocols followed (if any)
  • Statistical analysis and software used
  1. Results
    The results section should contain the key findings of your study in logical order without any interpretation of the data. The data may be illustrated in appropriate tables and graphs. If findings have been documented in tables, do not repeat it in the text. While giving your results, mention not only the derivatives of your results (e.g. percentage) but also the absolute numbers you derived from your study. Specify the method of statistical analysis and its outcome (p-value, confidence interval).
  2. Discussion
    The discussion section should describe the relevance and interpretation of your results.
    • Organize it according to the sequence in which your results are mentioned.
    • Emphasize only important and new findings from your study and do not repeat all your results. Make sure the objectives of your study are addressed by your interpretation of results.
    • 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, provide references to 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.
  3. Conclusion
    The conclusion section should include the interpretation of your results in link to your objectives. Do not deviate from the objectives and do not include statements and conclusions not supported by your results. Do not claim priority and do not allude to work in progress.
  4. References
    In modified Vancouver system (as adapted by the NLM in Citing Medicine). (https://guides.lib.monash.edu/citing-referencing/vancouver)

NLM / Vancouver Style 
Created in 1978 by a group of Medical Journal Editors (which later evolved into International Committee of Medical Journal Editors, ICMJE), Vancouver style refers to the detailed style of citation and referencing. Since 2007, the ICMJE has referred to the detailed style guide from the National Library of Medicine, Citing Medicine, for formatting citation. Please follow the version below for NJNS. (For help, read https://www.ncbi.nlm.nih.gov/books/NBK7256/)

IN-TEXT CITATIONS
NJNS accepts the following system of in-text citations.

  • citation-sequence
    • In text, Arabic numerals (as superscripts) are used to refer to the work in the reference list, in the order in which it is cited in the text, placed immediately after the text which refers to the source being cited.
    • Reference numbers should be inserted to the left or inside of colons and semi-colons but outside or after full stops and commas.
    • If you are citing more than one references, list each reference number separated by a comma, or by a dash for a sequence of consecutive numbers but do not give any space between commas or dashes.
    • You can use the author’s name in your text, but you must insert the citation number as well.
    • If a work has more than one author and you want to cite author names in your text, use ‘et al.’ after the first author
    • When citing work from a book, the author who wrote the chapter should be cited, not the editor of the book.
    • In reference list, list references in the order they first appear in the text

REFERENCE LIST

References are listed in Arabic numerical order, and in the same order in which they are cited in text. The reference list appears at the end of the paper. See Citing Medicine for a full list of citation formats and examples.

BASIC ARTICLE FORMAT:

  • Abbreviate journal titles in the style used in the NLM Catalog
  • Enter author's surname followed by no more than 2 initials.
  • If more than 1 author: give all authors' names and separate each by a comma and a space.
  • For articles with 1 to 6 authors, list all authors. For articles with more than 6 authors, list the first 6 authors then add 'et al.'
  • Only the first word of the article title and words that normally begin with a capital letter are capitalized.
  • Journal titles are abbreviated (to find correct abbreviations see: PubMed Journals Database
  • Follow the year of publication with a semi-colon;
  • Give the volume number (no space) followed by issue number in brackets
  • If the journal has continuous page numbering through its volumes, omit month/issue number.
  • Abbreviate page numbers where possible, e.g.: 123-29.
  • The digital object identifier (DOI) is a unique identifier, and should be provided in the reference where it is available, for example https://doi.org/10.13003/5jchdy rather than DOI: 10.1037/a0024996. This alphanumeric string is usually located on the first page with other referencing elements in the article. More recent electronic journal articles will be displayed as permanent URL's.
  • Some examples

Journal Article
Halpern SD, Ubel PA, Caplan AL. Solid-organ transplantation in HIV-infected patients. N Engl J Med. 2002;347(4):284-7.

Journal Article (more than 6 authors)
Rose ME, Huerbin MB, Melick J, Marion DW, Palmer AM, Schiding JK, et al. Regulation of interstitial excitatory amino acid concentrations after cortical contusion injury. Brain Res. 2002;943(1):15-22.

Journal Article (organization as author)
Diabetes Prevention Program Research Group. Hypertension, insulin, and proinsulin in participants with impaired glucose tolerance. Hypertension. 2002;40(5):679-86.

Online Journal Article

  • The word [Internet] in square brackets should be inserted after the abbreviated journal title.
  • The date cited [in square brackets] must be included after the date of publication.
  • The URL (web address) must be included at the end of the reference.
  • For electronic journal articles with a DOI, include the DOI (digital object identifier) at the end of the reference, after the URL

Kanneganti P, Harris JD, Brophy RH, Carey JL, Lattermann C, Flanigan DC. The effect of smoking on ligament and cartilage surgery in the knee: a systematic review. Am J Sports Med [Internet]. 2012 Dec [cited 2013 Feb 19];40(12):2872-8. Available from: http://ajs.sagepub.com/content/40/12/2872 https://doi.org/10.1177/0363546512458223

BASIC BOOK FORMAT:
Book
Author AA. Title of book. # edition [if not first]. Place of Publication: Publisher; Year of publication. Pagination.

Author AA. Title of web page [Internet]. Place of Publication: Sponsor of Website/Publisher; Year published [cited YYYY Mon DD]. Number of pages. Available from: URL DOI: (if available)

Murray PR, Rosenthal KS, Kobayashi GS, Pfaller MA. Medical microbiology. 4th ed. St. Louis: Mosby; 2002.

Book Chapter
Author AA, Author BB. Title of chapter. In: Editor AA, Editor BB, editors. Title of book. # edition. Place of Publication: Publisher; Year of publication. p. [page numbers of chapter].

Author AA, Author BB. Title of chapter. In: Editor AA, Editor BB, editors. Title of the book [Internet]. Place of publication: Publisher's name; Year of publication. [cited YYYY Mon DD]. p. #. [page or chapter number/s]. Available from: URL DOI [if available]

Neuman WL. Social research methods: qualitative and quantitative approaches. 6th ed. Boston: Pearson Education; 2006. Chapter 5, The literature review and ethical concerns; p. 110-48.

Authored Book Chapter
Meltzer PS, Kallioniemi A, Trent JM. Chromosome alterations in human solid tumors. In: Vogelstein B, Kinzler KW, editors. The genetic basis of human cancer. New York: McGraw-Hill; 2002. p. 93-113.

CONFERENCE PUBLICATIONS

Conference Proceeding
Harnden P, Joffe JK, Jones WG, editors. Germ cell tumours V. Proceedings of the 5th Germ Cell Tumour Conference; 2001 Sep 13-15; Leeds, UK. New York: Springer; 2002.

WEBSITE BASIC FORMAT

Author/organization's name. Title of the page [Internet]. Place of publication: Publisher's name; Date or year of publication [updated year month day; cited year month day]. Available from: URL

Title of the homepage [Internet]. Place of publication: Publisher's name; Date or year of publication. Title of specific page/part; Date of publication of part [Date cited of part]; [location or pagination of part]. Available from: URL

Diabetes Australia. Diabetes globally [Internet]. Canberra ACT: Diabetes Australia; 2012 [updated 2012 June 15; cited 2012 Nov 5]. Available from: https://www.diabetesaustralia.com.au/diabetes-globally

Australian Medical Association [Internet]. Barton ACT: AMA; c1995-2012. Junior doctors and medical students call for urgent solution to medical training crisis; 2012 Oct 22 [cited 2012 Nov 5]; [about 3 screens]. Available from: https://ama.com.au/media/junior-doctors-and-medical-students-call-urgent-solution-medical-training-crisis

GOVERNMENT AND OTHER REPORTS

  • Where the author is an organization, quote the full name of the organization, omitting the word "The" if preceding the name.
  • Where an author and organization are cited, use the author's name.
  • If there are no authors, only editors, list all editors, followed by a comma and the word editor(s)
  • Author AA, Author BB. Title of report. Place of publication: Publisher; Date of publication. reports Total number of pages. Report No.:

Rowe IL, Carson NE. Medical manpower in Victoria. East Bentleigh (AU): Monash University, Department of Community Practice; 1981. 35 p. Report No.: 4.

Sample Reference List

References

  1. O'Campo P, Dunn JR, editors. Rethinking social epidemiology: towards a science of change. Dordrecht: Springer; 2012. 348 p.
  2. Schiraldi GR. Post-traumatic stress disorder sourcebook: a guide to healing, recovery, and growth [Internet]. New York: McGraw-Hill; 2000 [cited 2006 Nov 6]. 446 p. Available from: http://books.mcgraw- hill.com/getbook.php?isbn=0071393722&template=#toc https://doi.org/10.1036/0737302658  
  3. Halpen-Felsher BL, Morrell HE. Preventing and reducing tobacco use. In: Berlan ED, Bravender T, editors. Adolescent medicine today: a guide to caring for the adolescent patient [Internet]. Singapore: World Scientific Publishing Co.; 2012 [cited 2012 Nov 3]. Chapter 18. Available from: http://www.worldscientific.com/doi/pdf/10.1142/9789814324496_0018
  4. Stockhausen L, Turale S. An explorative study of Australian nursing scholars and contemporary scholarship. J Nurs Scholarsh [Internet]. 2011 Mar [cited 2013 Feb 19];43(1):89-96. Available from: http://search.proquest.com.ezproxy.lib.monash.edu.au/docview/858241255?accountid=12528
  5. Kanneganti P, Harris JD, Brophy RH, Carey JL, Lattermann C, Flanigan DC. The effect of smoking on ligament and cartilage surgery in the knee: a systematic review. Am J Sports Med [Internet]. 2012 Dec [cited 2013 Feb 19];40(12):2872-8. Available from: http://ajs.sagepub.com/content/40/12/2872 https://doi.org/10.1177/0363546512458223  
  6. Subbarao M. Tough cases in carotid stenting [DVD]. Woodbury (CT): Cine-Med, Inc.; 2003. 1 DVD: sound, color, 4 3/4 in.
  7. Stem cells in the brain [television broadcast]. Catalyst. Sydney: ABC; 2009 Jun 25.

Page Proofs
Page proofs will be sent to the corresponding author once the article is accepted in the final form preferably via email for correction. Authors are encouraged to return the proofs as soon as possible preferably within 48 hours. Failure to return the proofs may result in the delay in the publication of the article.

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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)