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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 a Microsoft Word file format.
  • Where available, DOIs for the references have been provided.
  • The text is double-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.

Author Guidelines

GENERAL POLICY

  1. Nepal Medical College Journal (NMCJ) is a quarterly (It was being published biannually till Dec 2005) Scientific Medical Journal published in English by Nepal Medical College Research Committee in Kathmandu, Nepal. The Journal is printed in two column format.
  2. Subjects covered include all aspects of health and diseases including clinical and experimental studies and medical education (in the form of original full papers, short communications, critical reviews, editorial commentaries, conference summaries and book reviews).
  3. Manuscripts in English from investigators/authors from any institutions in any country are considered. The results and ideas contained therein should be original.
  4. Three sets of manuscript (one original) accompanied by a covering letter signed by all the authors should be submitted to The Chief Editor, Nepal Medical College Journal (NMCJ), Nepal Medical College, Attarkhel, Jorpati-7, Post Box No. 13344, Kathmandu, Nepal; Email: nmcjournal@nmcth.edu. The covering letter should clearly state that the manuscript has been seen and approved by all authors and has not been submitted for consideration; and will not be submitted in any other Journal while the manuscript remains under consideration for publication in NMCJ.
  5. All persons designated as authors should qualify for authorship. Each author must have at least bachelor degree in the related field and should have participated sufficiently in the work to take the public responsibility for the content. A paper with corporate (collective) authorship must specify the key person responsible for the article.
  6. Articles for publication will only be accepted after getting signed declaration from the author(s) that the manuscript has not been submitted elsewhere for publication.
  7. If the instructions are not followed, the manuscripts will be returned to the authors for appropriate modification.
  8. Manuscripts meeting the editorial policy will be sent to two anonymous peer reviewers. The suggestion and/or comments of peer reviewers will be communicated to the author for necessary revision/modification/information.
  9. Upon acceptance, authors should submit the whole text of manuscript revised as per the advice or comments of peer reviewers and/or Editorial Board in CD or Pen drive (MS Word-file) or by e-mail.
  10. The galley proofs of the articles will be sent to the corresponding authors for minor corrections and must be returned (reached) to the Editor within one month’s time (from the date of dispatch). Major alterations (even an addition or deletion of single sentence) will not be accepted.
  11. If the manuscript is accepted for publication and published, the paper or the portion there of, will not be published elsewhere unless the consent is obtained in writing from editor of NMCJ.
  12. The final decision of whether to publish is made by the Editorial Board.

PREPARATION OF MANUSCRIPT

  1. Format: The whole text including references should be typed or printed by a good quality printer in double space with margins of at least one inch on both sides. The manuscript should be arranged in this order: (1) Title page, (2) Abstract and Key words, (3) Text (Introduction, Materials and Methods, Results and Discussion), (4) Acknowledgements, (5) References, (6) Tables, (7) Figures and (8) Legends. All pages should be numbered in above sequence, beginning with Title page as 1, Abstract as 2 etc.
  2. Title page: This should carry (1) a concise but informative title of the paper, (2) the abbreviated name of each author(s) with highest academic degree and institutional affiliation, (3) running title (in less than 40 letters), (4) address for correspondence about the articles and for the reprint request and (5) disclaimers, if any.
  3. Abstract: The second page should carry an abstract of not more than 250 words. It should include objectives and rationale of the study, methods used, main findings and significance of findings. It should be accompanied by 3-6 key words.
  4. Text: The text should be divided into (1) Introduction, (2) Materials and Methods in sufficient detail, (3) Results and (4) discussion (including conclusion) and these sub-headings should be written in capital letters. No ‘Tabs’ are given in the text. Findings should be analysed by statistical methods and be well interpreted showing level of significance.
  5. Acknowledgements: All acknowledgements including financial support should be mentioned under this heading.
  6. References: The number of references should be in consecutive order in which they are first mentioned in the text. The references in the text should be identified by Arabic numerals as superscript. The list of references should be in Vancouver System and the name of journal should be abbreviated in accordance with the Index Medicus and should be in Italic.
    Examples:
    A. Standard Journal Article (including review articles): List all authors when six or less: when seven or more, list only first three and add et al.

    Rai SK, Uga S, Wu Z, Takahashi Y, Matsumura T. Use of polymerase chain reaction in the diagnosis of toxocariasis: an experimental study. Southeast Asian J Trop Med Public Health 1997; 28: 541-4.

    Debusk RF, Houston MN, Superko R et al. A case-management system for coronary risk factor modification after acute myocardial infarction. Ann Intern Med 1994; 120: 721-9.

    B. Research Notes, Short communication, Letters to the Editor and Editorials: The pattern should be the same as the of standard Journal article but with mention of research notes, short communication, letter to the editor and editorials accordingly in the parenthesis (after the title)

    Uga S, Morimoto M, Saito T, Rai SK. Surface ultrastructure of Heterophyes heterophyes (Trematoda: hetrophyidea) collected from a man (Research Note) J Helminthol Soc Was 1998; 65: 119-22.

    C. Corporate Author in Journal:
    Ghana Vast Study Team. Vitamin A supplementation in northern Ghana: effects on clinical attendance, hospital admissions and mortality. Lancet 1993; 343: 7-12.
    Note: Supplement volume or issue of a Journal should be indicated by “Suppl” in parenthesis after the publication year [for example, Brit Med J 1990 (Suppl); 13: 121-5]

    D. Personal Author in Book:
    Oslen OW. Animal parasited – Their Life cylces and Ecology. 3rd ed. Baltiore-London –Tokyo: Univ Park Press 1974; 16: 194.

    E. Editor(s), compiler(s) as authors:
    Firkin F, Chesterman N, Penington D, Bryan R, editors. De Gruchy’s Clinical Haematology in Medica Practice (5th ed.) Oxford: Blackwell Science 1989.

    F. Corporate Author in Book:
    Virginia Law Foundation. The medical and legal implications of AIDS. Charlottesville: The Foundation 1987.

    G. Chapter in Book:
    Nimmannitya S. Dengue and dengue haemorrhagic fever. In Cook G, editor. Manson’s Tropical Diseases (5th ed._ London: WB Saunders 1996: 721-9.

    H. Scientific and Technical Report:
    WHO. Control of the leishmaniasis 1990, Technical Report Series 793.

    I. Papers accepted for publication:
    Hirai K, Takagi E, Okuno Y et al. Status of polyunsaturated fatty acids in serum of persons aged 10-72 in Nepal. Nutr Res (in press).

  7. Tables: Tables should be typed in separate page and should be typed in double space. Tables should not be typed in double space. Tables should not be submitted as photographs. Tables should be 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).
  8. Illustrations:  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 any, should be in the legends for figures, not on the illustrations themselves. Each figure should be labelled on its back indicating the Fig. No., author’s name and top of the figure. 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.
  9. Units of Measurements:  Measurements of length, height, weight and volume should be reported in metric units. Temperature should in degree Celsius.
  10. Abbreviations: Only the standard abbreviations should be used. Abbreviations should be avoided in the Title and Abstract.
  11. Page Charge: This journal is now page charged journal. The page charge per printed page is Nepalese Rs. 300.00 for first author associated with Nepal Medical College, Rs. 400.00 for other Nepalese, Indian Rs. 400.00 for SAARC Countries and US$ 20.00 for other countries.
    Payment could be made in cash or bank draft in favour of NMC Journal.
  12. Reprints:  Reprints will be available on request made in advance at the time of acceptance of manuscript. For the charge, author (S) should contact the Editor.

Disclaimer
Neither the Editorial Board nor the publisher accept responsibility for the views of authors expressed in their contributions.

Resource:
Nepal Medical College Research Committee (NMCRC)
Nepal Medical College
Email: nmcrc@nmcth.edu
Tel: +977-01-4486008 (Ext# 282)

Copyright and Licensing

Authors are required to transfer the copyright of the articles to the Nepal Medical College Journal.

Creative Commons Licence
All articles published in Nepal Medical College Journal are licensed under a Creative Commons Attribution 4.0 International License.

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)