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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 7.0 or later file format.
  • Where available, URLs for the references have been provided.
  • The text is double-spaced; uses a 12-point Times New Roman font; has margins of 2.5cm; is left justified; 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

Only original manuscripst will be considered for publication in NVJ. The Editorial Board accepts papers on the understanding that the manuscript is not published or under consideration for publication anywhere.

Format
Manuscripts (including footnotes, references, figure legends, and tables) should be prepared with the following attributes by using Microsoft word 7.0 or later version.

  • Page size: 8.5 X 11-inch (or A4)
  • Double-space typed
  • Font: 12-point Times New Roman
  • Margins: 1-inch (2.5 cm)
  • Page justification: Left

Any submitted paper not fulfilling these requirements will be returned to corresponding author for correction and resubmission.

Organization and contents
Manuscripts should be organized as follows:

  1. Title page
  2. Abstract
  3. Main body
  4. Acknowledgements
  5. References
  6. List of Tables
  7. List of Figures
  8. Annex(es)

Each part should begin on a new page.

Title page
This page must include:

  • Title. The title should be clear and concise. Title should clearly state the work being presented. Avoid using abbreviations.
  • Name of the authors. Authors name should be correctly spelled and must be marked by numbers in the order that should appear in the paper.
  • Qualification of the authors. Highest degree earned by each author should be provided following the author’s name.
  • Institutional affiliation and designation of the authors. Full corresponding address of the institute where the work was performed and the designation of the authors while conducting the study should be provided.
  • Corresponding author. Name and detailed mailing address including email address and telephone number of the corresponding author should be provided.

Structured abstract

  • The abstract should start from page two. An abstract should succinctly state the background, problem statement, objectives, methodology, findings and conclusion of the work. It should be intelligible without reference to the rest of the article. Refrain from using the text from the main content of the manuscript. References should be avoided, and only standard abbreviations should be used. The abstract should not exceed 300 words.
  • Key words: Provide up to five keywords or short phrases alphabetically after abstract which are not mentioned in the title. Keywords are useful for indexing articles.

Main Body
Research article/ original article
The text should include introduction, materials and methods, results, discussion and conclusions.

Introduction should contain a brief consideration of the problem, short review of the relevant literature, gap statement and objectives of the work.

Materials and methods should include a concise account of the materials and methods used. An adequate description of the techniques is required so that the results can be reproduced if someone follows the same procedure. This section should also contain the experimental plan and data analysis. Sub-heading should be used for clarity.

Results should include main findings from the study. Sub-sections can be used to organize the results. Illustrations can be used. Figures should be referred to in the text as Figure 1, Figures 1,3 etc., and tables as Table 1, Tables 1, 3 etc.

Discussion section should discuss the main findings of the study in the context of current literature in the field. It should also include authors interpretation and the significance of work. Limitation of the study should also be included in this section. Avoid repetition of the content already presented in the result section.

Conclusion section should include the main gist of the paper in a paragraph or two. It should also include the recommendation(s)/ suggestion(s) based on the finding of the study.

Review articles
Reviews should consist of introductory section followed by several sections with relevant information followed by a conclusion. Section headings can be used to organize the information.

Short communication and clinical reports or case studies
Short communication is intended to include reports of small completed investigations or new techniques of case descriptions. Such communications shall report (i) Result of sufficient significance to merit publication in advance of a more comprehensive paper, (ii) Result which confirms and adds to the existing knowledge but data are not sufficient to justify a full paper. They may follow the subdivisions and instructions for an original article with omission or combination of parts as necessary and relevant. Such communication should not exceed four printed pages (2000 words) including references, figure(s), illustration(s), photograph(s) or table(s). However, methods used must be adequately described and pertaining references (s) given to facilitate similar studies by others.

Acknowledgements
People who have contributed in the study but do not qualify for authors should be stated in acknowledgement section. It is the responsibility of the authors to acknowledge institutions or individuals for the relevant assistance and agreements.

References
Published work cited in the text should be written in an alphabetical order. The references should be written in following order: surname, initials followed by the year of publication in parenthesis, title of the paper, full title of periodical or other source (in Italic), volume number and first and last page numbers. Title of books must be given in full with edition, publisher, place of publication and pages referred to. Where references are quoted in the text the names of all authors should be given on the first occasion and if more than two authors, the name of the first author followed by et al subsequently.

Example of reference:
Mahato S. N., Harrison, L.J.S. and Hammand, J.A. (1997). Epidemiological basis of the control of faciolosis in Nepal. Bulletin of Veterinary Science and Animal Husbandry, Nepal, 25: 25-26.

NVJ uses APA style and this is inbuilt in MS-Word newer version. Use this version for consistency. Use of reference manager like EndNote or any other is recommended.

Please remember that referencing is giving credit for original work done by someone. One should not copy and paste whole text even citing the reference.

Tables
All tables must be in separate sheet. All tables must have titles and table number at the top. The table should be left aligned. The same table number must be referred while writing the article. All the legends and units must be mentioned in easily understandable format.

Figures
Illustrations and diagrams should be on separate sheets. The Figure should be centrally aligned, and legend should be at the bottom of the figure. For photographs to be included in the paper, electronic copy of photographs of appropriate resolution should be submitted as separate file in JPG, PNG or TIFF format with figure number and title of manuscript in subject line. Legend for the photographs should be in the manuscript in a separate sheet.

Footnotes
Use footnote(s) if necessary but in a consistent manner.

Units and Symbols
International system of Units (SI, Le Système International d'Unités) should be used wherever possible for all measurements.

Permission
The author(s) is responsible to obtain permission to reproduce figures, tables or text from other sources (published or unpublished).

Conflict of Interest
The authors should declare if there are any potential conflict of interest(s) including financial or personal with the work submitted for publication.

Funding Source
Funding obtained for the work should be mentioned. Role of the funder in any aspect of the work and preparation of the manuscript must be provided.

Review Process
With an aim of publishing high quality papers and maintaining the reliability of the Nepalese Veterinary Journal, the submitted manuscript will go through two stages of editorial process: Pre-review and Peer review.

Pre-review
Once a manuscript is received, it will be pre-reviewed by one of the editors assigned by the Editor-in-Chief. Assessment will be done if the manuscript falls under the scope of the journal, and if it has been written clearly. Manuscript satisfying both criteria will be submitted for peer review by the respective editor. If the manuscript does not satisfy any of these criteria, the manuscript will be rejected. The editor handling the manuscript will provide the reason(s) for taking a decision on the manuscript. If the editor finds merit in the manuscript but was poorly written, s/he can return it to the corresponding author with feedback. The authors can re-submit the manuscript after addressing the concerns raised by the editor.

Peer-review
After pre-review stage, the manuscript will be reviewed by two independent anonymous
reviewers. Based on reviewer’s feedback, editor will make one of the following decisions:

  • Accept: The manuscript is accepted as it is.
  • Minor revision(s)/correction(s): The manuscript is provisionally accepted and will be fully accepted after suggested minor revision(s).
  • Accepted with substantial revision: The manuscript should have to be substantially revised to be published. The manuscript will not be published if not revised as suggested.
  • Reject: Not accepted for publication and resubmission will not be considered unless substantially improved.

The editor will communicate the outcome of the manuscript to the Editor-in-Chief who will then inform the corresponding author on the outcome of their manuscript.

Timeline
After the receipt of the manuscript in NVA, decisions will be made on the outcome of the submitted manuscript within three months. Authors where revision is requested are expected to return the revised manuscript as soon as possible (within a month). The paper will be accepted on a rolling basis and corresponding author will be communicated as soon as decision is made.

Submission of article
All manuscript should be submitted with a cover letter as given in annex 1 and should be addressed to:

The Editor-in-Chief
Nepal Veterinary Association
Veterinary Complex, Tripureshwor, Kathmandu, Nepal
PO Box: 11462
Tel/Fax: +977-1-4257496
E-mail: nveta@wlink.com.np
URL: http://www.nva.org.np

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)