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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.
  • Where available, URLs for the references have been provided.
  • The text is single-spaced; uses Arial 12-point font; employs italics, rather than underlining (except with URL addresses); and the margins should be a minimum of 25mm. 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

The Medical Journal of Pokhara Academy of Health Sciences is published and distributed by Pokhara Academy of Health Sciences (PAHS), Pokhara. PAHS was established in 2016 A.D. and is in the process of starting academic activities. MJPAHS is one such example. MJPAHS aims to encourage and sustain research in this institute. All members of this academy are requested to pursue academic research and prepare papers for publication. MJPAHS aspires to publish issues in a regular and timely basis. This is a journal which has just begun its first step, but with everyone’s support MJPAHS can be made one of the best of its kind in Nepal.

Articles can be forwarded to the following address:
The Chief Editor
Medical Journal of Pokhara Academy of Health Sciences
Pokhara Academy of Health Sciences
Ramghat, Pokhara, Nepal
Email: jpoahs@gmail.com

AUTHOR GUIDELINES
Manuscripts should be written in simple English. All authors must provide signed consents to publication which has to be sent with the manuscript. Publication materials can be original research articles, case reports, review articles, book reviews, personal experiences and letters to the editor. Submission of a manuscript is an indication that it has not been published previously, nor has been sent for publication to other journals.

The submitted articles are reviewed by the editorial board. Those that need corrections are asked to resubmit after revision. In the next step, the articles are sent to two expert peer reviewers blinded to the authors and vice versa for review and inputs. The final decision is made by the editorial board based on peer review. Accepted articles have to be resubmitted after making the necessary changes.

Manuscript preparation
Manuscript preparation guidelines is in accordance with ‘Uniform requirements for Manuscripts submitted to Biomedical Journal’ developed by the International Committee of Medical Journal Editors (October 2006). The instructions are summarized below.

An electronic copy of manuscript must be submitted to the above-mentioned e-mail address. Apart from the soft copy, three copies of manuscript must be prepared and sent to the editor’s office.

The article must be typed in MS Office Word document, Arial Font with font size of 12. Margins should be a minimum of 25 mm. The pages should be numbered, beginning with the title page. Page number should be typed at top right. Standard abbreviations can be used in the text, given that the full forms have been provided when they first appear in the text. Explanation in a concise manner is encouraged. Use of signs like ‘&’, ‘@’, ‘#’ is not permitted.

  • Original Article: up to 2500 words excluding references; abstract up to 250 words.
  • Review Article: up to 3000 words excluding references; abstract up to 250 words.
  • Case Report: up to 1000 words excluding references.
  • View Point: personal views on relevant health issues; up to 800 words excluding references; references up to 8.
  • Letter to the Editor: up to 400 words and 5 references.
  • Images and Tables: not more than one table and image per 500 words.

ORIGINAL ARTICLE: Manuscript has to be prepared in sections, which are:

  1. Title page
  2. Abstract
  3. Introduction
  4. Materials and Methods
  5. Result
  6. Discussion
  7. Conclusion
  8. Acknowledgement (not mandatory)
  9. References

Each section of the manuscript should commence on a new page.

Title page
The title page should contain:

  1. Title itself: title should be concise and to the point.
  2. The name(s) of author(s) in full; family name(s) followed by first name(s)
  3. The name of department or institution affiliated to the author(s). The designation should comprise the department, institution, city and nation from which the work originated. It should be typed as a footnote to the author’s name.
  4. The name and full mailing address of the corresponding author.

Abstract
The abstract should be the second page of the manuscript. It should not exceed 250 words (for original articles). Use of abbreviations, footnotes or references is not permitted in abstract. Keywords can be provided at the end of the abstract. Up to ten keywords can be included in alphabetical order, separated by semi-colon.

Main text of original article
The main text of original article should follow the format: Introduction, Materials and Methods, Results, Discussion and Conclusion.

Introduction
The main purpose of the study should be outlined by this section. The most helpful references should be used in introduction. Extensive review of the research subject should be avoided.

Materials and Methods
This section has to include a number of points. First, the type of study should be mentioned. The place and duration of study should be added. The study population has to be described in detail. The methods and procedures applied in the research should be explained fully. Statistics applied should also be elaborated. The statistical methods should be described so as to enable a knowledgeable reader with access to the original data to verify the reported results. Sta­tistical terms, abbreviations and symbols have to be made clear. When research on human beings is conducted, prior approval from a medical ethical committee has to be obtained. The researcher should get informed written consent from the subjects to be enrolled in the study.

Results
While constructing result section, only important observations should be emphasized. Not all the data derived from the study need to be focused on. The author is responsible for turning his/her study into an attractive one by highlighting only the pertinent issues. Repetition should be avoided.

When data is summarized in results section, one should mention numeric results as derivatives (for example, percentages) as well as the absolute numbers from which the derivatives were calculated, along with statistical methods used to analyze them.

Graphs can be used as an alternative to tables with many entries. Data should not be duplicated in graphs and tables. Use of non-technical terms should be avoided, such as ‘random’, ‘normal’, ‘significant’.

Discussion
The findings of the study should be discussed in relation to similar other studies. New and important aspects of the study need to be focused, including the implications of the findings, and their relation to other relevant studies. The positive points can be laid out. At the same time, limitations of the study also can be stated. It is useful to begin the discussion by summarizing briefly the main findings, then exploring possible mechanisms or explanations for these findings, comparing the results with other related studies.

Conclusion
The conclusions should be clearly linked to the objectives of the study. Conclusions that are not supported by the data need to be avoided. Unqualified statements and conclusions not supported by the data should be avoided. One should not claim priority.

Acknowledgements
Acknowledgement is placed as the last section of the text before references. Acknowledgements should be made to funding institutions/organizations. Authors are responsible for obtaining written permission from anyone acknowledged by name.

References
References should be framed in Vancouver System.

Tables and Figures
Tables should not have more than 10 columns and 25 rows. Each table should be cited in the text. Tables should be numbered in Roman numerals. Tables need to have a descriptive title. Short footnotes can be added to tables. Follow­ing symbols should be used for footnotes in sequence: *, +, $, I I, * *.

Illustrations
Graphs, charts and diagrams can be included in the scientific paper. Miniature photo prints are accepted in case of x-rays. Photographs should be submitted dimension of 640*480 to 800*600 pixels. The picture format should be JPEG (*.jpg, *.jpeg) or TIFF (*.tif, *.tiff).

Units of Measurement
Measurements of length, height, weight and volume should be in metric units (meter, kilogram or liter). Temperature should be taken in degrees Celsius and blood pressure in millimeters of mercury.

CASE REPORT
A case report represents “any unique clinical presentation with management outcome, etiological factor but not reported before”.

The sections of a case report should be:

  1. Title
  2. Abstract ( up to 100 words)
  3. Introduction
  4. Case report
  5. Discussion
  6. References

For case report, 1000 words are allowed in total, excluding references. Up to three pictures are allowed. Up to ten references are required.

Copyright Transfer and Author Agreement
Submission of manuscript means that the authors agree to grant exclusive copyright to MJPAHS. All authors must sign a Copyright Transfer and Author Agreement form upon submission of the manuscript to the journal. The article cannot be published in any other without the written consent of this MJPAHS.

All persons presented as authors should qualify for authorship. The first author must take the responsibility for en­suring that all the co-authors have provided approval. Also, it is required that all authors get permission from their institution to publish the material. Authorship credit should be based upon significant contribution to (i) conception of the study, its design, data analysis and discussion (ii) drafting the article and final form of the article. If the manuscript submitted is found to be published elsewhere, the author will be barred from approaching the Journal.

CHECK LIST
The following documents should be included while submitting the manuscript:

  • Forwarding letter: This is a covering letter which should have the name and complete postal address ‘corresponding author’. It has to be signed by all the contributors.
  • Authorship: Complete author information should be provided.
  • Declaration: This is a document stating that the manuscript holds genuine work and that this work has not been published before. It should also state that the authorship of the article will not be challenged by anyone and that the order of authorship as mentioned in the manuscript is final. This document has to be signed by all the authors in the order as mentioned in the article.
  • Manuscript
  • Ethical clearance: A letter expressing clearance from National Health Research Council has to be included in cases of studies or case reports involving human beings.

All these documents should be submitted at the same time.

Privacy Statement

Nepal Journals Online (NepJOL) is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. According to the EU definitions, NepJOL is the data controller, and Ubiquity Press are the service providers and data processors. Ubiquity Press provide the technical platform and some publishing services to NepJOL and operate under the principle of data minimisation where only the minimal amount of personal data that is required to carry out a task is obtained.

More information on the type of data that is required can be found in Ubiquity Press’ privacy policy below.

Ubiquity Press Privacy Policy

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy. This document is part of our Terms of Service, and by using the press portal, affiliated journals, book, conference and repository websites (the “Websites”), you agree to the terms of this Privacy Policy and the Terms of Service. Please read the Terms of Service in their entirety, and refer to those for definitions and contacts.

What type of personal data do we handle?

There are four main categories of personal data stored by our journal platform, our press platform, and our book management system; Website User data, Author data, Reviewer data and Editor data.

The minimum personal data that are stored are:

  • full name
  • email address
  • affiliation (department, and institution)
  • country of residence

Optionally, the user can provide:

  • salutation
  • gender
  • associated URL
  • phone number
  • fax number
  • reviewing interests
  • mailing address
  • ORCiD
  • a short biography
  • interests
  • Twitter profile
  • LinkedIn profile
  • ImpactStory profile
  • profile picture

The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting info@ubiquitypress.com

What do we do to keep that data secure?

We regularly backup our databases, and we use reliable cloud service providers (Amazon, Google Cloud, Linode) to ensure they are kept securely. Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to key employees only. In case of a data breach, we will report the breach to the affected users, and to the press/journal contacts within 72 hours.

How do we use the data?

Personal information is only used to deliver the services provided by the publisher. Personal data is not shared externally except for author names, affiliations, emails, and links to ORCiD and social media accounts (if provided) in published articles and books which are displayed as part of the article/book and shared externally to indexes and databases. If a journal operates under open peer review then the reviewer details are published alongside the reviewer details.

How we collect and use your data:

1. When using the website

1.1 what data we collect

  • When you browse our website, we collect anonymised data about your use of the website; for example, we collect information about which pages you view, which files you download, what browser you are using, and when you were using the site.
  • When you comment on an article or book using Disqus, we are not collecting, controlling or processing the data. More details on the DISQUS privacy policy can be found on their website.
  • When you annotate an article or book, this is done via a 3rd party plugin to the website called Hypothes.is. In using this plugin we are not collecting, controlling or processing the data. More details on the Hypothes.is privacy policy can be found on their website.

1.2 why we collect the data

  • We use anonymised website usage data to monitor traffic, help fix bugs, and see overall patterns that inform future redesigns of the website, and provide reports on how frequently the publications on our site have been accessed from within their IP ranges.

1.3 what we do (and don’t do) with the data

  • We do not collect personal information that can be used to identify you when you browse the website.
  • We currently use Google Analytics for publication reports, and to improve the website and services through traffic analysis, but no personal identifying data is shared with Google (for example your computer’s IP is anonymised before transmission).

1.4 what to do if you want to get a copy of your data, or want your data to be removed

  • Please contact info@ubiquitypress.com to request a copy of your data, or for your data to be removed/anonymised.

2. When registering as an author, and submitting an article or book

2.1 what data we collect

  • When registering an account we ask you to log in and provide certain personal information (such as your name and email address), and there is the option to register using an ORCiD which will pre-fill the registration form.
  • As part of submitting an article for publication, you will need to provide personally identifying information which will be used for the peer review process, and will be published. This can include ‘Affiliation’, ‘Competing interests’, ‘Acknowledgements’.

2.2 why we collect the data

  • Registering an account allows you to log in, manage your profile, and participate as an author/reviewer/editor. We use cookies and session information to streamline your use of the website (for example in order for you to remain logged-in when you return to a journal). You can block or delete cookies and still be able to use the websites, although if you do you will then need to enter your username and password to login. In order to take advantage of certain features of the websites, you may also choose to provide us with other personal information, such as your ORCiD, but your decision to utilize these features and provide such data will always be voluntary.
  • Personal data submitted with the article or book is collected to allow follow good publication ethics during the review process, and will form part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.

2.3 what we do (and don’t do) with the data

  • We do not share your personal information with third parties, other than as part of providing the publishing service.
  • As a registered author in the system you may be contacted by the journal editor to submit another article.
  • Any books published on the platform are freely available to download from the publisher website in PDF, EPUB and MOBI formats on the publisher’s site.
  • Any personal data accompanying an article or a book (that will have been added by the submitting author) is published alongside it. The published data includes the names, affiliations and email addresses of all authors.
  • Any articles published on the platform are freely available to download from the publisher website in various formats (e.g. PDF, XML).
  • Ubiquity Press books and articles are typeset by SiliconChips and Diacritech.This process involves them receiving the book and book associated metadata and contacting the authors to finalise the layout. Ubiquity Press work with these suppliers to ensure that personal data is only used for the purposes of typesetting and proofing.
  • For physical purchases of books on the platform Ubiquity Press use print on demand services via Lightning Source who are responsible for printing and distribution via retailers. (For example; Amazon, Book Repository, Waterstones). Lightning Source’s privacy policy and details on data handling can be found on their website.

2.4 why we store the data

  • We store the account data so that you may choose to become a reviewer and be able to perform those tasks, or to become an author and submit an article and then track progress of that article.
  • Published personal data that accompanies an article or a book forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.

2.5 what to do if you want to get a copy of your data, or want your data to be removed

  • You are able to view, change and remove your data associated with your profile. Should you choose to completely delete your account, please contact us at support@ubiquitypress.com and we will follow up with your request as soon as possible.
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact info@ubiquitypress.com

3. When registering as a reviewer

3.1 what data we collect

  • To become a reviewer you must first register as a user on the website, and set your preference that you would like to be considered as a reviewer. No new personal data is collected when a registered user elects to become a reviewer.
  • When registering an account we ask you to log in and provide certain personal information (such as your name and email address), and there is the option to register using an ORCiD which will pre-fill the registration form.
  • Reviewers can also be registered by editors who invite them to review a specific article. This requires the editor to provide the reviewer’s First Name, Last Name, and Email address. Normally this will be done as part of the process of inviting you to review the article or book.
  • On submitting a review, the reviewer includes a competing interest statement, they may answer questions about the quality of the article, and they will submit their recommendation.

3.2 why we collect the data

  • The data entered is used to invite the reviewer to peer review the article or book, and to contact the reviewer during and the review process.
  • If you submit a review then the details of your review, including your recommendation, your responses to any review form, your free-form responses, your competing interests statement, and any cover letter are recorded.

3.3 what we do (and don’t do) with the data

  • This data is not shared publicly and is only accessible by the Editor and system administrators of that journal or press.
  • The data will only be used in connection with that journal or press.
  • Data that is retained post final decision is kept to conform to publication ethics and best practice, to provide evidence of peer review, and to resolve any disputes relating to the peer review of the article or book.
  • For journals or presses that publish the peer reviews, you will be asked to give consent to your review being published, and a subset of the data you have submitted will become part of the published record.

3.4 what to do if you want to get a copy of your data, or want your data to be removed

  • If you would no longer like to be registered as a reviewer you can edit your profile and tick the box ‘stop being a reviewer’. This will remove you from the reviewer database, however any existing reviews you may have carried out will remain.
  • If you have been contacted by an editor to peer review an article this means that you have been registered in the system. If you would not like to be contacted for peer review you can reply to the email requesting that your data be deleted.

4. When being registered as a co-author

4.1 what data we collect

  • Co-author data is entered by the submitting author. The submitting author will already have a user account. According to standard publishing practice, the submitting author is responsible for obtaining the consent of their co-authors to be included (including having their personal data included) in the article/book being submitted to the journal/press.
  • The requested personal data for co-authors are at the bare minimum; first name, last name, institution, country, email address. This can also include; ORCID ID, Title, Middle Name, Biographical Statement, Department, Twitter Handle, Linkedin Profile Name or ImpactStory ID.

4.2 why we collect the data

  • Assuming that it is accepted for publication, this data forms part of the official published record in order for the provenance of the work to be established, and for the work to be correctly attributed.
  • Author names, affiliations and emails are required for publication and will become part of the permanent cited record.

4.3 what we do (and don’t do) with the data

  • The co-author’s personal data is stored in the author database. This personal data is only used in relation to the publication of the associated article.
  • Any co-author data collected is added to the author database and is only used in association with the article the user is co-author on.

4.5 what to do if you want to get a copy of your data, or want your data to be removed

  • To receive a copy of your data, please contact info@ubiquitypress.com
  • To conform to publication ethics and best practice any personal data that is published alongside an article or book cannot be removed. If you have a query about a publication to which you are attributed please contact info@ubiquitypress.com

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

5.2 why we collect and store the data, and for how long

  • This data would be collected to keep you updated with any news about the platform or specific journal

5.3 what we do (and don’t do) with the data

  • We use mailchimp to provide our mailing list services. Their privacy policy can be found here

5.4 what to do if you want to get a copy of your data or want your data to be removed

  • All emails sent via our newsletter client will include a link that will allow you to unsubscribe from the mailing list

Notification about change of ownership or of control of data

We may choose to buy or sell assets. In the case that control of data changes to or from Ubiquity Press and a third party, or in the case of change of ownership of Ubiquity Press or of part of the business where the control of personal data is transferred, we will do our best to inform all affected users and present the options.

(Updated: 18 May 2018)