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Submission Preparation Checklist

As part of the submission process, authors are required to check off their submission's compliance with all of the following items, and submissions may be returned to authors that do not adhere to these guidelines.
  • The submission has not been previously published, nor is it before another journal for consideration (or an explanation has been provided in Comments to the Editor).
  • The submission file is in OpenOffice, Microsoft Word, RTF, or WordPerfect document file format.
  • Where available, URLs for the references have been provided.
  • The text is single-spaced; uses a 12-point font; employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed within the text at the appropriate points, rather than at the end.
  • The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  • If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.

Author Guidelines

MED PHOENIX is an official, open access, peer reviewed biomedical scientific journal published in English language by National Medical College, Birgunj, Nepal. At present it is published annually but will be published subsequently bi-annually in future.

MED PHOENIX adheres to the policy published by International Committee of Medical Journal Editors (ICMJE) and to publishing ethics guidelines published by the Committee on Publication Ethics (COPE).

The aim of MED PHOENIX is to increase the visibility and ease of use of open access scientific and scholarly articles that promote in increased usage and bring positive impact in medical knowledge and research activities. Considering these facts,  MED PHOENIX grants the permission to read, copy, print, download, distribute, search, or link to the full texts of these articles which is available online ( freely. At present, authors do not have to pay for submission, processing or publication of manuscripts in MED PHOENIX.

MED PHOENIX accepts original research papers, review articles, case reports, brief reports, viewpoints and letter to the editor containing new insight into any aspect of Medical, Dental and Allied Health Sciences that are neither published nor being considered for publication elsewhere. The journal is particularly interested and welcomes papers in basic and clinical medical sciences, medical education, public health, hospital and healthcare management, pharmacovigilance and pharmacy practice. Any attempt at dual publication will lead to automatic rejection, may prejudice acceptance of future submissions.

MED PHOENIX does NOT charge authors article submission fees and it does NOT charge article processing fees.

All articles received are duly acknowledged. Once the manuscripts are received, they are accessed for scope of journal, completeness, language, ethical and legal issues. They will also be reviewed for possible publication with the understanding that they are being submitted only to MED PHOENIX and have not been submitted elsewhere simultaneously, published, or already accepted for publication elsewhere. First, the editors will review all submitted manuscripts and then subsequently send them to expert peer reviewers. Double-blinded peer review process is followed.

Two independent external expert reviewers will review the manuscript individually for scientific and technical basis of the work.

Based upon the reviews received from the peer reviewers the paper may be accepted without changes, accepted with minor or major revisions or rejected with or without possibility of resubmission.

Articles with insufficient originality, serious scientific and technical flaws, or lack of a significant message, plagiarised matter, and not following the guidelines appropriately are rejected or if good article are written poorly then author are requested to re-submit after the revision according to the journal’s format.

Editorial board is the final authority to accept or reject the article after reviewing article and following reviewer’s feedback.

The corresponding author will be informed about the reviewers' comments and acceptance/rejection of manuscript. The contributors should clarify the comments and resubmit the revised manuscript to the editor in stipulated time.

Articles accepted would be copy-edited for grammar, punctuation, print style, and format.  Page proofs will be sent to the corresponding author, which has to be returned within one week. Failure to respond within stipulated time may delay the publication of the article or may even get rejected.

MED PHOENIX adheres to the policy published and regularly updated by International Committee of Medical Journal Editors (ICMJE). For detailed and updated information please visit -

All authors should meet all four following criteria for authorship, and all who meet the four criteria should be identified as authors.

  1. Substantial contributions to the conception, design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  2. Drafting the work or critical revision for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

The individuals who had contributed to the study but do not meet all the above four criteria of authorship should be acknowledged in acknowledgement section.

The corresponding author of the article has to confirm all individuals listed as authors meet the appropriate authorship criteria, that no-one who qualifies for authorship has been omitted from the list, that written authorization has been received from all co-authors, that contributors and all funding sources (for authors and contributors) have been properly acknowledged and that authors and contributors have approved the acknowledgement of their contribution.

The corresponding author is responsible for ensuring that all authors have seen, approved and are fully conversant with the contents of the manuscript. All authors are responsible for the accuracy of the manuscript, including all statistical calculations.

Manuscripts must be prepared in accordance with "Uniform requirements for Manuscripts submitted to Biomedical Journals" which was developed by the International Committee of Medical Journal Editors (ICMJE). The requirements of MED PHOENIX are summarized below. Authors are requested to check for the latest instructions available prior sending the manuscripts which are also available from the website of the journal (

Types of manuscripts and word limits
Original Article:
Randomised controlled trials, interventional studied, studies of screening and diagnostic test, outcome studies, cost effectiveness analyses, case-control series and surveys with high response rate. Up to 3000 words (excluding references of maximum 40 and abstract of maximum 250 words).

Review Article: Systemic critical assessments of literature and data sources. Up to 4000 words (excluding references 50-100 and abstract 250 words).

Case Report: The journal welcomes new/ very rare/ interesting cases with clinical significance or implications. Up to 1000 words (excluding references up to 10 and abstract up to 100 words), Photographs (maximum 3).

Short Communication: These are short, peer-reviewed articles focusing on a high-quality, hypothesis-driven, self-contained piece of original research and/or the proposal of a new theory or concept based on existing research. They should not be preliminary reports or contain purely incremental data and should be of significance and broad interest to the field of medical sciences. Maximum 2000 words (excluding references of maximum 30 and abstract of maximum 250 words).

Viewpoint: These articles are personal views and allow you to express your own point of view on any issues relevant to health. We like these to include controversial subjects (maximum 800 words excluding reference up to 5-8).

Letter to the Editor: Should be short, decisive observation. They should not be preliminary observations that need a later paper for validation (maximum 500 words and 5 references). Editorial: This is written in each issue by the editor or members of editorial board and is not open for external authors unless invited.

Limits for number of images and tables: For all the above-mentioned categories of the manuscripts, the numbers of tables and or image should be as few as possible and should present only essential data. Each of the tables and images should have short-meaningful title.

The name of title should be at the top of tables whereas; it should be at the bottom of the images/figures. Please make sure each table and image is cited within the text, e.g. (Table 2, Fig 3 etc). The images should be clearly scanned with a resolution of 300 dpi (dots per inch) and submitted as jpeg file. Written permission to reproduce borrowed materials (illustrations, tables and photographs) must be obtained.

The manuscripts duly prepared according to the journal’s guideline should be submitted along with following documents via online or email. (Please see checklist below as well)

  1. Forwarding Letter - Explaining why the manuscript is suitable for publication in Medphoenix. 
  2. Authorship
  3. Declaration
  4. Manuscript with Cover page
  5. Approval Letter from Institutional or National Review Board: All research involving humans and animals must have been approved by the authors' institutional review board or equivalent committee(s), and that board must be named by the authors in the manuscript. For research involving human participants, informed consent must have been obtained or the reason for lack of consent explained, and all clinical investigations must have been conducted according to the principles expressed in the "Declaration of Helsinki". The Methods section of the paper must state about the approval from the board and informed consent)
  6. Letter of Consent (for case reports)

Cover page should include:

  • Category in which the manuscript is being submitted (original article, review article, etc.)
  • Title of the article
  • Running title of the article
  • Full names of each author, highest academic degree, their designations, affiliated institutional addresses, telephone numbers and email addresses
  • Surname and initials of the first and middle names of each author should also be submitted.
  • Complete address of the department and institution to which the work should be attributed
  • Word count (text only, exclusive of title, abstract, references, tables, and figure legends)
  • Number of figures, number of tables, number of references
  • Statement of conflict of interest and sources of financial support

Copyright Notice

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


Creative Commons Licence
Articles in MED PHOENIX are Open Access articles published under a Creative Commons Attribution 4.0 International License (CC BY). This license permits use, distribution and reproduction in any medium, provided the original work is properly cited.

Open Access Policy
This journal provides immediate open access to its content on the principle that making research freely available to the public supports a greater global exchange of knowledge.

1. Format
The entire manuscript should be typed, double spaced on A4 size paper with 1 inch margins on  all sides. Times New Roman font 12 pt should be used. A research paper typically should include the following in the order: (1) Title page, (2) Abstract and Key words, (3) Text (Introduction, Materials and Methods, Results, Discussion and Conclusion), (4) Acknowledgements, (5) References, (6) Tables and Figures. All pages should be numbered in above sequence, beginning with Title page as 1, Abstract as 2 and so on.

2. Title page
The title page of the manuscript should include the followings:

  • Type of manuscript (e.g. Original Article, Review Article, Case Report etc)
  • Title of the article (should be concise and informative). Should identify the main issue and adequately describe the context.
  • The name(s) of the author(s): family name(s) followed by first name(s).
  • The name(s) of the department(s) or institution(s) affiliated to the author(s) such as department, institution, city and country.
  • The name and full mailing address (including telephone, fax numbers and e-mail address) of the “Corresponding author”.
  • Total number of tables and figures/photographs separately.
  • Word counts for abstract and for the text (excluding references) separately.
  • Sources of financial support in the form of grants, equipment, drugs, etc. if any.
  • Running title (less than 40 characters ) indicating major features of the article .
  • Conflict of Interest: No/Yes (if yes, mention)

Abstract is advertisement of the manuscript, so it should reflect a brief summary of the manuscript. Abstract should be accurate, specific, interesting and understandable. It should be in structured format, i.e. objective, methods, main findings and conclusions. The abstract should be accompanied by 3-5 key words (MeSH) in alphabetical order. Key words are the labels of the manuscript, so key words should be carefully constituted. Do not include abbreviations and references in abstract.

4. Text
The text should be divided into (1) INTRODUCTION (2) MATERIALS AND METHODS (3) RESULTS (4) DISCUSSION (including Limitations) and CONCLUSION.

Introduction provides a brief context to the readers. It should provide description of the research area and pertinent background information (i.e. the nature of the problem and its significance, and justification for the study), any limitations and the hypotheses tested in the study. This section should also tell scientific readers the reason you have undertaken the study, clarify what your work adds to the existing scientific literature, and make sure that you have sufficiently reviewed literatures to know what has been studied before. The specific aims of the project should be identified along with rationale for the specific experiments and other work performed.

This section should clearly describe the methodology of the research, including the study design, duration, place, sample size and sampling procedures, materials, data, protocols, and statistical tools including statistical software used. This should also include ethical approval along with name of approving authority (e.g. IRC) and approval number wherever applicable. In summary, this section should highlight three questions, i.e. how was the study designed? how was the study carried out? and how was the data analyzed? Authors submitting review manuscripts should include a section describing the methods used for locating, selecting, extracting, and synthesizing data.

4. (iii) RESULTS
Results should be clear and easy to understand. It should be in logical order, highlighting the main findings first. Use a mixture of text, tables, and figures, but there shouldn’t be repetition of data. Use both number and percentage while representing data. Provide statistical analyses.

4. (iv) DISCUSSION including limitations
This is the most important section of the manuscript and thus, it should be very carefully constructed. While discussing, it should not merely be a repetition of results section. However, discussion should correspond to the major findings. Compare your results with previous works. Discuss the clinical and scientific (if any) implications of your findings and suggest further research.

The limitations of the study are those characteristics of design or methodology that impacted or influenced the interpretation of the findings from your research. If you do connect your study's limitations to suggestions for further research, be sure to explain the ways in which these unanswered questions may become more focused because of your study. A key objective of the research process is not only discovering new knowledge but to also confront assumptions and explore what we don't know.

Conclusion should be succinct. It should provide justification for the work. Link the conclusions with the goals of the study but avoid unqualified statements and conclusions not adequately supported by the data. If your introduction went from general to specific, make your conclusion go from specific to general. Give your reader something to think about, perhaps a way to use your paper in the ‘real’ world.

Those who have helped the authors carry out the study and/ or prepare the manuscript but have not made significant intellectual contribution to deserve authorship must be acknowledged. Mention all applicable grants and other funding that supported the work.

References should be typed double spaced in a separate section at the end of the manuscript and numbered consecutively in the order in which they are cited in the text. The references in the text should be identified by Arabic numerals as superscript after the punctuation mark.

Use Vancouver System for referencing and the style for referencing are based on the Citation Medicine formats used by U.S. National Library of Medicine (NLM) PubMed/Medline database. The name of journal should be abbreviated in accordance with PubMed/Medline database. If the journal is not indexed, use the complete name of the journal. Avoid using abstracts and unpublished data as references. Include the last names and initials of the authors (multiple authors: list up to the first 6 authors followed by et al.), title of article, name of journal/publication, year published, volume number, Issue number, and inclusive pages. The style and punctuation of the references should conform to the following examples.

Articles in Journals
Ansari M, Neupane D. Study on determination of errors in prescription writing: A semi electronic perspective. Kathmandu Univ Med J. 2009;7(3):238-41.

Books and Other Monographs
e. g. Chapter in a book
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.

Other Published Material
e. g. Newspaper article
Tynan T. Medical improvements lower homicide rate: study sees drop in assault rate. The Washington Post. 2002 Aug 12;Sect. A:2 (col. 4).

Electronic Material
Journal article on the Internet
Abood S. Quality improvement initiative in nursing homes: the ANA acts in an advisory role. Am J Nurs [Internet]. 2002 Jun [cited 2002 Aug 12];102(6):[about 1 p.]. Available from:

For detail about referencing style, please refer to the guidelines at: or or page .html

Tables should be typed in separate page and should be typed in double space. Tables should not be submitted as photographs. Tables should be labeled at the top and numbered consecutively in the order of their first citation in the text. Each table should be supplied with a brief title. Any explanatory matter should be placed in footnotes and should be indicated by symbol. Tables should also contain statistical measure (for example, P values).

Figures should be drawn professionally with “low ink to data ratio” and without “3D” view. Photographs should be sharp (contrast) and be in black and white (usually 5x7 inches). Letters, numbers and symbols should be clear and even throughout and of sufficient size so that it will still be legible when reduced. Title and detailed explanation, if an y, should be in the legends for figures, not on the illustrations themselves. Each figure should be labeled at the bottom. The figures should not be marred with paper clips. Photographs of persons should not be identifiable unless it is accompanied by written permission subject. Figures should be numbered consecutively in the order of their first citation in the text.

8. Units of Measurements: Measurements of length, height, weight and volume should be reported in metric units. Temperature should in degree Celsius.

9. Abbreviations: Only the standard abbreviations should be used. Abbreviations should be avoided in the Title and Abstract.

10. Reprints: Reprints can be done after only the permission of Editorial Board. Following the request of author(s).

1 inch each side
Page number: Numbered at bottom right
Title: 14 pt Times New Roman, bold, centred.
Author and co-authors: 12 pt Times New Roman centred, bold - author and all co-authors names in one line. The corresponding author should include an asterisk*.
Authors address: Each authors' affiliation (i.e. Department/Organization /Address/ Place/ Country/email).
Author for Correspondence: Name, Department/Organization /Address/ Place/ Country/ email Abstract: Structured (Research/Review article & Short communication-250 words, Case report- 100 words)
Tables/Illustrations: Should be incorporated along with the text. Heading should be at the top (for tables) and at the bottom (for figures/images)
References: Vancouver style (

The guidelines listed below should be followed where appropriate. Please use these guidelines to structure your article. Completed applicable checklists, structured abstracts and flow diagrams should be uploaded with your submission; these will be published alongside the final version of your paper.

  • ARRIVE guidelines (Animal Research: Reporting of In Vivo Experiments)
  • CARE (for case report)
  • CONSORT Statement (for reporting of randomised controlled trials: please use the appropriate extension to the CONSORT statement, including the extension for writing abstracts)
  • TREND (`for nonrandomized evaluations of behavioural and public health interventions)
  • COREQ (for reporting qualitative research - interviews and focus groups)
  • STARD (for reporting of diagnostic accuracy studies)
  • STROBE (for reporting of observational studies in epidemiology)
  • PRISMA (for reporting of systematic reviews)
  • PRISMA-P (for reporting of systematic review and meta-analysis protocols)
  • MOOSE (for reporting of meta-analyses of observational studies)
  • TREND Quasi-experimental / non-randomized evaluations
  • SPIRIT (for reporting protocols for RCTs)
  • STREGA (for reporting of gene-disease association studies)
  • CHEERS (for reporting of health economic evaluations)

While submitting your manuscript to MED PHOENIX, please make sure you have submitted following documents:

  1. Forwarding Letter
  2. Authorship
  3. Declaration
  4. Manuscript with Cover page
  5. Ethical Approval Letter 
  6. Consent letter (Case Report)

Forwarding letter

  • Signed by all contributors
  • Previous publication / presentations mentioned
  • Source of funding mentioned
  • Conflicts of interest disclosed


  • Complete author information
  • Author for correspondence, with e-mail and tel. no.
  • Identity not revealed in paper except title/cover page (e.g. name of the institute in material and methods, citing previous study as ‘our study’, names on figure labels, name of institute in photographs, etc.)

Language and grammar

  • Uniformly American English (mention if you use (or British but do not mix up)
  • Abbreviations spelt out in full for the first time
  • Numerals from 1 to 10 spelt out
  • Numerals at the beginning of the sentence spelt out

Tables and figures

  • Number within specified limits.
  • No repetition of data in tables/graphs and in text
  • Actual numbers from which graphs drawn, provided
  • Figures necessary and of good quality (colour)
  • Table and figure numbers in Arabic letters (not Roman)
  • Labels pasted on back of the photographs (no names written)
  • Figure legends provided (not more than 40 words)
  • Patients’ privacy maintained (if not, written permission enclosed)
  • Credit note for borrowed figures/tables provided

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

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 In using this plugin we are not collecting, controlling or processing the data. More details on the 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 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 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

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
  • 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

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)