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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, URLs for the references have been provided.
  • The text is 1.5 line-spaced; uses a 12-point Times New Roman font; uses italics for emphasis (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

Manuscript Submission
Submission of a manuscript implies that;

  • The work described has not been published before,
  • It is not under consideration for publication anywhere else,
  • Its publication has been approved by all co-authors,

The publisher will not legally be responsible for any claims for compensation.

Permissions
Authors wishing to include figures, tables, or text passages that have already been published elsewhere are required to obtain permission from the copyright owner(s) for both the print and online format, and to include evidence that such permission has been granted when submitting their papers. Any material received without such evidence will be assumed to originate from the authors.

Submission
Authors should submit their manuscripts in both hard and/or electronic copy. Electronic submission should be made via the corresponding author's email account. The final decision concerning publication rests on Editor-in-Chief.

Article structure
The title page should include:

  • Title
  • The name(s) of the author(s)
  • The affiliation(s) and address(es) of the authors
  • The e-mail ID and telephone numbers of the corresponding author

Title

  • Title should be clear, concise and informative, preferably within 20 words limit, in 14 point size Times New Roman font.
  • The author(s) name(s), affiliation(s) and e-mail ID should appear just below the title in 12 point Times New Roman font.
  • Indicate all affiliations with a lower-case superscript letter immediately after the author's name and in front of the respective address.
  • Provide the full postal address including country name and email address of each author.

Corresponding author
Clearly indicate the author for correspondence at all stages of referring, publication, and post-publication. Contact details must be kept up to date by the corresponding author.

Abstract A concise and factual abstract is required. The abstract should state briefly the purpose of the research, the principal results and major conclusions within 250 words. The abstract should not contain any undefined abbreviations or unspecified references.

Keywords: Provide 3-5 key words in alphabetical order, immediately after the abstract.

Headings
The paper must be divided into clearly defined sections starting with introduction and ending with conclusion. Use no more than three levels of displayed headings.

Introduction
State the objectives of the work and provide an adequate background, avoiding a detailed literature survey or a summary of the results.

Materials and Methods
Provide sufficient detail to allow the work to be replicated. Methods already published should be indicated by a reference: only relevant modifications should be described.

Results and Discussion
Results should be clear and concise with significance of the work discussed simultaneously.

Conclusion
The main conclusions of the study should be presented in a short stand alone conclusion section.

Length of Article
3000-5000 words.

Text Formatting

  • Manuscripts should be submitted in Microsoft Word file format.
  • Use a normal, plain 12-point Times New Roman font with 1.5 line spacing.
  • Use italics for emphasis.
  • Use the automatic page numbering function to number the pages.
  • Use tab stops or other commands for indents, not the space bar.
  • Use the table function, not spreadsheets, to make tables.
  • Use the equation editor or Math-Type for equations.
  • Save your file in *.doc format (Microsoft Word 1997-2003 versions) or *.docx format (Microsoft Word 2007 versions).

Abbreviations
Abbreviations should be defined at first mention and used consistently thereafter.

Acknowledgements
Acknowledgements of people, grants, research and working institutions, etc. should be placed in a separate section before the reference list. Acknowledge only those who provided help during the research and writing manuscript. The names to be acknowledged should be written in full.

References
In-text citation
Cite references in the text by last name and year of publication in parentheses.

Single author: the author's last name and the year of publication- (Thompson, 1990) or Thompson (1990).

Two authors: both author's last name and the year of publication- (Becker & Seligman, 1996) or Becker and Seligman (1996).

Three or more authors: first author's last name followed by "et al." and the year of publication- (Kumar et al., 1999) or Kumar et al. (1999).

Groups of references should be cited first alphabetically and then chronologically. Example: "as demonstrated (Allan, 1996a, 1996b,

1999; Allan & Jones, 1995, Gurung, 2010); Rai (1995, 2000) have reported…

Reference list
The list of references should only include works that are cited in the text and that have been published or accepted for publication.

Personal communications should only be mentioned in the text.

Reference list entries should be alphabetized by the last names of the first author of each work. Use the full form of a journal's name.

Journal article
Single author
Hakanson, L. (1984). On the relationship between lake trophic level and lake sediments. Water Research, 18, 303–314.

Multiple authors
Gurung, T.B., Dhakal, R.P. Husen, Md. A., & Jones, J.R. (2010). Abundance and nutrient limiting growth rate of heterotrophic bacterioplankton in Himalayan foot hill Lake Phewa, Nepal. Lakes and Reservoirs: Research and Management, 15, 53–61.

Article by DOI

Khadka, U.R., & Ramanathan, AL. (2012). Major ion composition and seasonal variation in the Lesser Himalayan Lake: case of Begnas Lake of the Pokhara Valley, Nepal. Arabian Journal of Geosciences. doi 10.1007/s12517-012-0677-4

Book
Jorgensen, S.E., Loffler, H., Rast, W., & Straskraba, M. (2005). Lake and reservoir management. New York, Elsevier.

Chapter in an edited volume
Koirala, M. (2008). Non-timber forest products as alternative livelihood options in the transborder villages of eastern Nepal. In N. Chhettri, B. Shakya, & E. Sharma (Eds.), Biodiversity Conservation in the Kanchenjunga Landscape. ICIMOD, Kathmandu, pp.105-110.

Internet source
Cartwright, J. (2007). Big stars have weather too. IOP Publishing PhysicsWeb. Retrieved June 26, 2007 from http://physicsweb.org/articles/news/11/6/16/1.

Conference proceedings publications
Grosse, W. (2003). Ecological values and economical benefits of wetland ecosystems in mountain areas. In F.P. Neupane, K.M. Bajrachrya, (Eds.) Proceedings of International Seminar on Mountains (pp.87-97). Kathmandu, Royal Nepal Academy of Science and Technology.

Unpublished dissertation
Dhamala, M.K. (2012). Plant diversity and conservation in alpine areas of Kanchanjunga Conservation Area, Nepal (Unpublished doctoral thesis), University of Dublin, Ireland.

Tables

  • All tables are to be numbered using Arabic numerals (1, 2, 3…etc.)
  • Tables should always be cited in text in consecutive numerical order.
  • For each table, please supply a table caption (title) explaining the components of the table.
  • Identify any previously published material by giving the original source in the form of a reference at the end of the table caption.
  • Footnotes to tables should be indicated by superscript lower-case letters (or asterisks for significance values and other statistical data) and included beneath the table body.

Artwork, illustration and figure
Submit all artwork – photographs, line drawings, figures, etc. in an electronic format either in .jpg or .tif with150 dpi or higher resolution.

Figure lettering

  • Keep lettering consistently sized throughout the artwork, preferably about 8-12 point. Variation of font size within an illustration should be minimal. For example, 8-point type on an axis and 20-point type for the axis label should be avoided.
  • Avoid effects such as shading, outline letters, etc.
  • Do not include titles or captions within the illustrations.

Figure numbering

  • All figures are to be numbered using Arabic numerals.
  • Figures should always be cited in text in consecutive numerical order.
  • Figure parts should be denoted by lowercase letters (a, b, c, etc.).
  • If an appendix appears in your article and it contains one or more figures, continue the consecutive numbering of the main text. Do not number the appendix figures, "A1, A2, A3, etc."

Figure captions

  • Each figure should have a concise caption describing accurately what the figure depicts.
  • Figure captions begin with the term Fig. in bold type, followed by the figure number, also in bold type (e.g. Fig. 1).
  • No punctuation is to be included after the number, nor is any punctuation to be placed at the end of the caption.
  • Identify all elements found in the figure in the figure caption; and use boxes, circles, etc., as coordinate points in graphs.
  • Identify previously published material by giving the original source in the form of a reference citation at the end of the figure caption.

Figure size
The figures should be 39, 84 or 129 mm in width and less than 234 mm in height.

Submission checklist
Ensure that the following items are present, prior to sending to the journal for review. Please read carefully this Author's Guide for further details of any item.

  • E-mail addresses
  • Full postal address
  • Telephone number
  • Keywords
  • All figure captions
  • All tables (including title, description, footnotes)
  • Manuscript has been properly "spellchecked" and "grammar-checked"
  • References are in the correct format for this journal
  • All references mentioned

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)