Submissions

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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 file format.
  • Where available, DOIs for the references have been provided.
  • The text is single-spaced; uses Times New Roman 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.

Author Guidelines

Notes

We are only accepting the manuscript through online submission. Please create your account with JGPEMN on their own website and submit your manuscript.

Guidelines for Authors

Effective from 1st January 2011. The Guidelines for Authors has been thoroughly revised and updated in May 2025.

The Editorial Process

The manuscript is meticulously reviewed by the authors in a view that they are submitted to one journal at a time and not been published. Manuscripts submitted to the JGPEMN are acknowledged for review for possible publication considering that it is only submitted to JGPEMN, has not been published, submitted or accepted for publication in other journals. Manuscripts are sent to two expert reviewers. Editorial holds the right to accept or reject the journal based on the review by the expert. Before sending a manuscript, authors are requested to check the latest instructions available and submission checklists. Journal of General Practice and Emergency Medicine of Nepal.

Rejection: We value every original work of the author with high appreciation. Until and unless there is a serious flaw in the format of the manuscript or scientific integrity, the editorial team and reviewers put all efforts to improvise the manuscripts so that it reaches standards of publication. This has kept a low rejection rate of the journal around 15 to 20%. Most of the rejections are due to incomplete submissions (not all required documents submitted), not providing revised versions on time, review comments not addressed, not as per format of journal, etc. We follow guidelines given by international committees like COPE,WAME, ICJME, DOAJ,etc. during the evaluation of the manuscripts.

Publication and decision time: Currently we are publishing two times a year mainly in July and December of each year. Manuscripts submitted around this time are evaluated promptly mostly within 8 weeks. At other times it generally takes 2 to 4 weeks at desk review then 8 weeks for peer review. After peer review, authors are given 2 weeks to get back with revised versions. So, it takes around 4 to 6 weeks from date of submission before getting the first response from the journal and 2 to 3 months for decision. Production phase which includes galley proofing, designing the articles as per the journal’s format takes another 2 to 4 weeks after a manuscript is accepted for publication.

Peer review process: After screening the manuscript from the desk, it is then sent for peer review from at least two reviewers. There will be separate editorial reviews too. Reviewers are most of the time experts of the field related to manuscripts but can sometimes be general reviewers too. If a peer reviewer thinks the manuscripts need review from more opinion from other experts like statisticians, then the manuscript is sent for review from them too. It takes around 2 to 4 weeks. All the review comments including editorial comments will be sent to authors within the next 4-week time depending upon the workload. As all the editorial team members work voluntarily, the timeline may vary little bit upon their availability too.

The review process is single blinded, that is peer reviewers are not disclosed but authors are known to reviewers. If any author does not want to disclose themselves with peer reviewers or has conflict of interest, the editorial team can be notified via email so that a double blinded review process can be carried out. However, we are continuously working for a double blinded review process in future.

Most of the time review is a one stage review process i.e revised versions are not sent to the initial peer reviewer. The editorial team handles further processes. At rare instances, if the editorial team feels the need for re-review by the initial peer reviewer then a two stage review process is carried out.

After the review process, manuscripts are accepted without corrections, accepted after revisions, or rejected. The editorial team and peer reviewer decides on these outcomes. If a dispute or controversy arises between peer reviewers then a peer reviewer can be asked to review the manuscript. Decisions made by the editorial team will be the last one.

All the review process will be carried out as per the peer review guideline and format given by the journal. After completion of review, each peer reviewer will get a peer review certificate from the journal that can be used in personal CVs or redeem CPD points.

Submission of contributors
All articles submitted for publication are meant exclusively for publication in this Journal and must be accompanied by the following warranty signed by all the authors-

"The undersigned author / authors hereby declare that the article is original, neither the article nor a part of it is under consideration for publication anywhere else and has not been previously published anywhere. We have declared all vested interests. We have meticulously followed the instructions. The article, if published, shall be the property of the Journal and we transfer the rights for the editorial board."

Copyright

All articles published in this Journal become the property of the Journal and should not be published or reproduced in any form, in full or in part, without the written permission of the Editor or Editor-in-Chief. 

Responsibility

The contents of the articles and the views expressed therein are the sole responsibility of the authors, and the editorial board will not be held responsible for the same.

Manuscripts for review and paper submission

The manuscript file should include the abstract, body, references, legends for tables and figures numbered in roman numbers. Any conflicts of interest should be declared.

References cited in figures or tables must be numbered in sequence, according to the position of the first text citation of the figure or table. Unpublished data, submitted manuscripts and personal communications must be referenced in the text only.

The author should consider the following points before preparing the manuscript.

  1. Manuscripts must be submitted in precise, unambiguous, concise and easy to read English.
  2. Please enlist a person as author who has given substantial contribution to the manuscript. Declare the type of contribution done by each author in the authorship form.
  3. Manuscripts should be submitted electronically to journal web portals (JGPEMN submission). No hard copy of the manuscript will be acceptable. The article should be sent in a .doc file in "Times New Roman" font (size 12) with single line spacing and at least 2.5cm margin on the sides, top and bottom. Text not to exceed word limits as mentioned above in the previous section.
  4. Number all pages consecutively in Arabic numerals at the lower right side. Provide line numbers at the left margin of the page.
  5. Title page should contain the following:
    • Title of the article; should be clear and concise and should reflect the essence of the study. It should be within 50 words.
    • Full names (beginning with underlined surname) and designations of all authors. Email addresses of all authors should be mentioned in the title page.
    • Institutions where the study was conducted and address for correspondence along with telephone number, fax number and e-mail address.
  6. Manuscript will not be returned or preserved.
  7. The journal undertaking a single blinded peer review process and working for double blind peer review process. Peer review will be done with two potential reviewers. After completion of the peer review process, the editorial board will have the authority to accept the manuscript for publication with minor or major changes or to reject the manuscript.
  8. It will be the responsibility of the authors to align with the guidelines for the manuscript. Any deviation with the above mentioned guidelines will automatically lead to the rejection of the manuscript.

Abstract:

Original article/Survey/ and Review article: Abstract should be structured and limited to 250 words. It should contain the following major headings: Introduction, Methods, Results and Conclusions, Key words. The Objective reflects the purpose of the study or the hypothesis that is being tested. The methods (study Design) should include the setting for the study, the subjects, (number and type) studied, the treatment or intervention, and the tools or statistical analysis. The Results include the outcome of the study and statistical evaluation. The Conclusion states the significance of the results.

Case Study/Case Series: Abstract should be within 150 words. Structured abstract is not applicable for case studies.

Short Communications: Abstract should be within 150 words. Structured abstract is not applicable for short communications.

Key words: Abstract should be followed by 3-5 key words for the manuscript. Use key words from MeSH index website http://www.ncbi.nlm.nih.gov/mesh

Introduction:

This should include the introduction highlighting the aim of the study and justification for the study. Introductions should be short and arresting and tell the reader why you undertook the study. Introduction should be limited to a maximum of two to three paragraphs.

  • The first paragraph should be a very short summary of the existing knowledge of your research area. (Give appropriate reference number to each information)
  • In the second paragraph summarize what other people have done in this field, what limitations have been encountered with work to date, and what questions still need to be answered.
  • Last paragraph, which should clearly state what you did and why. Do not write conclusion in this section.

Methods:

Methods should include the detailed methodology of the study; elaboration of sample size estimation, data collection tools and procedure, ethical aspects of the study and how quality of the study was assured.

Basically, it should include three questions:

  • How was the study designed?
  • How was the study carried out?
  • How was the data analysed?

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 (also provide formula for calculation or name of software used for calculating the 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. It is also encouraged to mention whether the software used was a free version or license for use was purchased.

You should give precise details of the questionnaires you used and how they were developed, validated, and tested for repeatability.

Results:

Results must include statistical analysis in table format, wherever applicable. Some basic rules include:

  • Use of only generic names of drugs.
  • Spelling out the number for referring to less than 10 persons, objects, etc. Using Arabic numerals for any figures more than 10.
  • Spelling out a number starting the sentence, unless it involves a decimal point.
  • Referring obstetric cases as women and not patients. Those in comparative studies should be referred to as subjects and controls.
  • Present data in number (%) format.

Discussion:

Statements made should be supported by the data collected and/or literature references.

  • Discuss major findings. It should not merely be a repetition of the results section. Only duplicating data from results section into this heading is NOT allowed
  • Avoid unnecessary explanation of someone else's work unless it is very relevant to the study. Other studies should be quoted in relation to the findings of the present study.
  • Provide and discuss with the literatures to support the study
  • Mention about
    • Limitations of your study (if any)
    • Confounding factors

Conclusion:

It summarizes your key findings that have clinical implications. It is better not to present data here. Present only the findings that are supported by the data of your study. Findings from other studies or personal opinions do not find a place in the conclusion section.

Declarations:

The author/s should declare the following matters.

Acknowledgement: Acknowledge those who have actually contributed substantially to the study mentioning their contribution.

Disclosure of potential conflicts of interest/vested interests
Authors must disclose all relationships or interests that could have direct or potential influence or impart bias on the work. Although an author may not feel there is any conflict, disclosure of relationships and interests provide a more complete and transparent process, leading to an accurate and objective assessment of the work. Awareness of a real or perceived conflicts of interest is a perspective to which the readers are entitled. This is not meant to imply that a financial relationship with an organization that sponsored the research or compensation received for consultancy work is inappropriate. Examples of potential conflicts of interests that are directly or indirectly related to the research may include but are not limited to the following:

  • Research grants from funding agencies (please give the research funder and the grant number)
  • Honoraria for speaking at symposia
  • Financial support for attending symposia
  • Financial support for educational programs
  • Employment or consultation
  • Support from a project sponsor
  • Position on advisory board or board of directors or other type of management relationships
  • Multiple affiliations
  • Financial relationships, for example equity ownership or investment interest
  • Intellectual property rights (e.g. patents, copyrights and royalties from such rights)
  • Holdings of spouse and/or children that may have financial interest in the work

In addition, interests that go beyond financial interests and compensation (non-financial interests) that may be important to readers should be disclosed. These may include but are not limited to personal relationships or competing interests directly or indirectly tied to this research, or professional interests or personal beliefs that may influence your research. The corresponding author collects the conflict of interest disclosure forms from all authors. In author collaborations where formal agreements for representation allow it, it is sufficient for the corresponding author to sign the disclosure form on behalf of all authors.

If there is no conflict of interest to declare then, then simply write "I do not have any conflicts of interest to declare".

Funding source: Mention about the source of funds for the study.

Ethical clearance: Mention about the organization / institution that provided ethical clearance. If it was exempted, please provide the reason for that.

When reporting studies on humans, indicate whether the procedure followed were in accordance with the ethical standard of the responsible committee on human experimentation and with the Helsinki Declaration of 1975 and revised in 2000 (available at https://www.wma.net/what-we-do/medical-ethics/declaration-of-helsinki/). Do not use the patient's name, initials or hospital numbers. Evidence for approval by a local Ethics committee must be supplied by the authors on demand. The ethical standards of experiments must be in accordance with the guidelines provided by the CPCSEA (animal) and ICMR (human). The journal will not consider any paper which is ethically unacceptable.

Consent of study: Mention about who provided consent for the study.

Consent of publication from authors: Mention if all the author/s and participant consented for publication of the finding.

References

Authors are requested to use the referencing software for references. We recommend the use of Endnote, Zotero and Reference Manager for referencing.

  • The number of references must not exceed 30 (15 for case reports). Only recent (not more than 15 years old) references should be used. Do not give text books as references.
  • References must be numbered consecutively in the sequential order in which they are mentioned in the text, tables and figures. They must be cited in the text, tables and figures as the number of the reference in the reference list as a superscript.
  • References list must be set out in Vancouver style giving authors surnames and initials, title of the paper, abbreviation of the Journal, year, volume number, and first and last page numbers. Give surnames and initials of all the authors.
  • Medical Journal abbreviations must be as used by Index Medicus.
  • Books: Books should be quoted as Authors (surnames followed by initials) of chapter/section, and its title, followed by Editors - (names followed by initials), title of the book, number of the edition, city of publication, name of the publisher, year of publication and number of the first and the last page referred to.
  • Abstracts of papers presented at conferences should be cited only from the published proceedings strictly using the format of the surname of authors followed by initials, title of the paper, title of the abstract book, city of publication, name of the publisher, year of publication, and page numbers referred to.
  • Unpublished work, work in preparation, and personal communications should only be mentioned in the text and not used as references.
  • Personal communication must carry the date of the communication. However, work accepted for publication should be included in the reference list as "In Press" giving the name of the Journal.
  • Responsibility: Authors are solely responsible for the accuracy of references.

Tables

The number of Tables should not exceed five. 

The table should not exceed the limit of one page. Each Table should be typed, single spaced, on a separate page at the end of the manuscript, should carry a title and be serially numbered in Arabic numerals in the order of its first citation in the text. Each column should have a short heading with units of measure, if applicable, in parenthesis. Do not use vertical rules. Use horizontal rules only above and below column headings and at the bottom of the Table. Explanatory matter should only be given in footnotes using a, b, c, d etc, as symbols sequentially. Matter given in a sentence or two in the text should not be repeated in the Table. Use graphs as an alternative to Tables with many entries.

Tables should be hyperlinked with its appearance in the text of the manuscript. Authors should also mention the position at which the authors want to place the tables/figure as "Insert Table 1 here"

Figures and photographs

These should be serially numbered in Arabic numerals. Figures should be unmounted in black ink drawings of professional quality with clear lettering. They should have a legend. Matter given in a Table must not be repeated as a Figure.

Photographs should be in colored glossy prints and if black and white there should be a sharp contrast between black and white areas. They should be 8 x13 cm in size. If applicable a linear scale should be incorporated in the photography or magnification stated.

 The word "Top" should be written in the appropriate place at the back of the photograph (if a hard copy is submitted). A legend should be supplied for each photograph typed double spaced in consecutive order on a separate sheet of paper. Costs of processing and printing of figures and photographs will have to be paid in advance by the author on acceptance of the paper.

CONCLUDING INSTRUCTIONS

  • All measurements must be in metric units and temperature in degrees Celsius.
  • Use only standard abbreviations, symbols and acronyms that are universally accepted.
  • Use American Spell-Check for English.
  • When using Microsoft Word, Click on Tools and select Spelling and choose English (US).
  • Reprints can be ordered on payment by the author after acceptance of the paper.
  • Proof correction will be done by the Editors.
  • DISCLOSURES: Authors should include all relevant information regarding Conflict of interest and Sponsorship statements

Original Article

Randomized controlled trials, interventional studies, studies of screening and diagnostic test, outcome studies, cost effectiveness analyses and case control series with high response rate up to 2500 words excluding references (up to 30) and abstract (up to 250 words). Please follow STROBE checklist for case-control, cohort and cross-sectional studies. Follow CONSORT guidelines for RCTs. Make a new submission to the Original Article section.

Review Article/Short Review

Systemic critical assessments of literature and data source up to 3500 words excluding references (up to 50) and abstract (up to 250 words). Please follow PRISMA checklist 2020 while writing this type of article.

Make a new submission to the Review Article/Short Review section.

Case Report/Case Series

New/Interesting/Very rare cases with clinical significance or implications can be reported. Up to 1000 words excluding references (up to 15) and abstract (up to 150 words) and up to three photographs (identity of the patient should not be identifiable and consent should have been received). Please follow CARE checklist while preparing case reports.

Make a new submission to the Case Report section.

Short Communication

Personal Communication: News and letters addressing important issues in the society or letter to editor addressing important issues. Personal Communication should be short, topic specific and limited to 500

Make a new submission to the Short Communication section.

Surveys

Medical Audits that are topical, up to date, balanced, accurate, authoritative, quotable and a good read up to 2500 words (excluding references (up to 10). Abstract 250 words.

Make a new submission to the Surveys section.

Guidelines for specific study types

Authors are encouraged to follow international guidelines as per their type of article while preparing their manuscript. If you cannot find an appropriate guideline here, search the full EQUATOR database

Protocol study:

  • SPIRIT guideline for protocol of a clinical trial
  • PRISMA-P guideline for of a systemic review

Review article:

  • ENTREQ guideline for a review of qualitative data
  • MOOSE guideline for review of observational studies
  • PRISMA guideline for other kinds of systematic review or meta-analysis.

Reporting animal research:

  • ARRIVE guideline for research on animals in a lab
  • REFLECT guideline for research on livestock

Descriptive data:

  • COREQ guideline for reporting unstructured interviews and focus groups,
  • CARE guideline for reporting one case study or a series of case studies(SCARE for surgical case report),
  • SRQR guideline for any other descriptive data (qualitative research)

Diagnostic research:

  • STARD guideline if you compared the accuracy of a diagnostic test with an established reference standard test,
  • REMARK guideline if you evaluated the prognostic value of a biomarker,
  • TRIPOD guideline if you developed, validated, or updated a prognostic or diagnostic prediction modelling tool.

Research into an intervention or treatment on people:

  • TIDIER guideline to fully describe your intervention
  • CHEERS guideline for an economic evaluation of the interventions

Research into an intervention, treatment, exposure or protective factor on people

CARE guideline for reporting one case study or a series of case studies, (SCARE for surgical case report)
CONSORT guideline or one of its extensions:

  • If you selected your participants before they received the intervention/exposure/etc. under study, AND
  • You controlled which intervention/exposure/etc. they each received, AND
  • You used a random allocation method to decide which intervention/exposure/etc. they each received.

ie: a randomised controlled trial

STROBE guideline or one of its extensions:

  • If you selected your participants after they received the intervention/exposure/etc. under study, OR
  • You selected your participants before they received the intervention/exposure/etc. under study AND you did not control which intervention/exposure/etc. they received (they decided/their doctor decided/life just happened)

ie: an observational study (cross-sectional, case-control, cohort)

TREND guideline:

  • If you selected your participants before they received the intervention/exposure/etc. under study, AND
  • If CARE , CONSORT, and STROBE are not applicable to your research AND
  • You used a non-random way to decide which intervention/exposure/etc. your participants received, such as which hospital they went to or what their clinical symptoms were.

ie: a non-randomised trial

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. See the full Privacy Statement.

Publication misconduct

JGPEMAN follows the ethical principles of the Committee on Publication Ethics (COPE), which includes guidelines on publication misconduct. Key aspects of this include ensuring the originality of work, proper authorship, and avoiding plagiarism or duplicate submissions. JGPEMAN also has specific policies on text recycling and requires transparency when overlapping with previous publications. The editorial board can retract the published manuscript if any of the serious misconduct is found.

Originality and Authorship:
Authors must ensure their work is original and has not been published elsewhere. All significant contributors should be listed as co-authors.

Plagiarism:
Submissions must be original, and the manuscript or parts of it must not be under consideration by another journal. Transparency is required when overlapping with other publications.

Duplicate Submissions:
Authors must not submit the same manuscript to multiple journals simultaneously.

Text Recycling:
While some text recycling may be permissible, authors must declare any overlaps with their own publications and ensure proper attribution.

COPE Guidelines:
We adhere to the COPE guidelines on plagiarism and other forms of misconduct.

Transparency and Disclosure:
Authors should declare any potential conflicts of interest, competing interests, and funding sources.

Investigation of Allegations:
We are committed to investigating any allegations of misconduct and will follow COPE guidelines in such cases.

Copyright Notice

Authors retain copyright of their work and grant the journal the right of first publication. 

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: 24 December 2025)