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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 document file format.
  • Where available, URLs for the references have been provided.
  • The text is double-spaced; uses a 12-point Arial font; employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed within the text at the appropriate points, rather than at the end.
  • The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  • If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.
  • The Cover/forwarding letter has been loaded.
  • Authorship: All authors and their affiliations are included on the title page.
  • Letter of ethical clearance from the relevant authorities is included.
  • The complete manuscript (and any supplementary files) are loaded.

Author Guidelines


The authors should make sure that submissions are original and that they must not have been submitted to any other journals for consideration. Manuscripts must be prepared in accordance with the “Uniform requirement for Manuscripts submitted to Biomedical Journals” developed by the International Committee of Medical Journal Editors (October 2006) ( The uniform requirements and specific requirements of JGMC-N are summarized below.


JGMC Nepal does NOT charge authors article submission fees and it does NOT charge article processing fees.


Editorial Articles: These articles are written in each issue by the Editor-in-Chief or members of the editorial board or any experts invited by the Editor-in-Chief. It is unstructured and has no word or reference limitations.

Original Articles: Randomized clinical trials, interventional studies, studies of screening and diagnostic tests, outcome studies, cost-effectiveness analyses, Observational studies (Descriptive and analytical) will be considered for publication. Articles can be up to 3000 words excluding the abstract (up to 250 words), with 5 tables and/or figures, and up to 30 references.

Review Articles: Systematic critical reviews of literature and data sources will be accepted. Reviews must not exceed 4000 words, excluding the abstract (can be up to 250 words), figures, tables, and references (up to 100).

Medical education: Articles pertinent to the education process in the medical field will be published in this section. It may be about the teaching-learning process at undergraduate, postgraduate or higher levels. The word limit can be up to 3000 excluding the unstructured abstract (up to 250 words), with 5 tables and/or figures, and up to 30 references.

Case Reports: Interesting or new or rare cases with clinical significance or implications along with a literature review can be reported. Such case reports can be up to 1000 words, excluding abstract (can be up to 100 words), references (can be up to 15), and photographs (up to 5). 

Viewpoint: Articles related to your own point of view or personal views on any issues related to health will be published. The viewpoint can be up to 1000 words excluding references (up to 10).

Letter to the Editor: Letters concerning the articles published in JGMC-N can be up to 500 words, excluding references (up to 5) and must be received within one month after the publication of the article. The author must give a full reference to the article published in JGMC-N while writing the letter to which he is referring.


  1. The manuscript should be submitted online as an MS Word document.
  2. The authors have to register a free account on the journal’s website php/JGMC-N following which they can submit the manuscript.
  3. By logging in to their account, they will be able to know the status of their submission.
  4. Contents of the journal can be accessed without registration or login, but to upload or review a manuscript, registration is required.
  5. While uploading the metadata, each author's details and affiliations should be filled in completely and correctly corresponding to the order mentioned in the manuscript.


While submitting your manuscript to JGMC-N, please make sure that you have included the checklists exactly following the guidelines using the templates for each document.

  1. Cover/ forwarding letter
  2. Authorship
  3. Letter of ethical clearance for original research articles and consent form for case reports.
  4. Complete manuscript according to the format of each article type using the following respective templates
    • Original research article
    • Case report
    • Review article
    • Medical Education
    • Viewpoint
    • Letter to the editor


The cover letter accompanying the article must categorize the article type and discipline. It should contain the name and complete postal address of one author as a correspondent. The letter should be submitted online as a separate attachment.


Authorship credit should be limited to those who have made a significant contribution to the conception, design, execution, analysis, interpretation of the study, drafting of the article, or revising it critically for intellectual content following ICMJE guidelines ( The ICMJE recommends that authorship be based on the following 4 criteria:

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

Deletion or rearrangement of authors is not possible once the manuscript has been accepted for publication.


A declaration should be submitted stating that the manuscript represents valid and original work, has not been submitted simultaneously to another journal, has not been accepted for publication elsewhere and has not already been published. This is maintained during the start of the online submission process.

MANUSCRIPT PREPARATION in accordance with the “Uniform requirement for Manuscripts submitted to Biomedical Journals” developed by the ICMJE. The general guidelines are outlined below.

  1. Manuscripts must be typed double-spaced with text alignment justified (Ctrl+J) on one side only on A4 size white paper with Arial Font, size of 12 points, with a margin not less than 25 mm. Do not insert a tab, indent, or extra spaces before the beginning of a paragraph.
  2. The pages should be numbered consecutively, at the bottom of the page beginning with the title page. Also, add the line numbers to the document. Uniformity in the language is required, with preference to American English.
  3. There should be no abbreviations in the title and the abstract; however, universally popular abbreviations such as HIV, and WHO may be used.
  4. Standard abbreviations and symbols used in standard textbooks can be used, provided the full form has been mentioned when it first appears in the text.
    For example:  knowledge, attitude and practices (KAP).
  5. Always abbreviate units when reporting numerical information with a space between the number and the unit. Write in full in a non-numerical context. E.g. The mean height was 48.2 cm. The length was measured in meters.
  6. Write a percentage as % without a space between the number and the sign. Write percentage to two decimal points if the population size is more than 100, one decimal if 10-100, and do not use percentage at all if the population is less than 10.
  7. Numbers one to ten should be written out in words unless they are used as a unit of measurement, except in figures and tables.
  8. Use zero (0) before the decimal point in all fractions (e.g., 0.235, not .235).
  9. Words, not numbers should begin a sentence.
  10. When starting a sentence with a number and unit, both must be spelt out as words e.g. Eighty-three milligrams of ………….. and not 83 mg of…………
  11. Do not use ‘&’, ‘@’ in the text.
  12. pH should be reported as “pH 7.4” (without the quotes).
  13. Drugs should preferably be written in generic names. If a brand name has to be used, it should begin with a capital letter.
  14. Do not use the software’s facility of automatic referencing, footnotes, headers, footers, etc. Do not use ‘O’ for zero (0) and ‘l’ for one (1).
    • Measurements of length, height, weight, and volume should be reported in metric units (meter, kilogram, or litre) or other decimal multiples.
    • Temperatures should be in degrees Celsius. Blood pressures should be in millimeters of mercury (mmHg).
    • Laboratory information should be reported in both local and International System of Units (SI). Since SI units are not used universally, alternative or non-SI units may be provided in parentheses.
    • Drug concentrations may be reported in either SI or mass units, but the alternative should be provided in parentheses wherever appropriate.
    • Currency exchange rates should be in US $ along with local currency for the appropriate date for any prices cited.
    • Use a 12-hr time system with four digits, the first two for hours, and the last two for minutes (e.g. 09.30 AM).
    • Dates are reported with the month first, then the day of the month followed by the year with a comma in between (E.g. October 4, 2019).
  17. REVISED MANUSCRIPTS: Revised manuscript must be submitted in two versions:
    • Manuscript with track changes
    • Final manuscript without track changes

The authors should provide a point-to-point letter to all the comments provided by the reviewers/editors. This letter must provide a detailed response to each reviewer/editorial point raised, describing exactly what amendments have been made to the manuscript text and where these can be viewed (e.g. Methods section, line 12, page 5). If you disagree with any comments raised, please provide a detailed rebuttal to help explain and justify your decision.


The title page should be submitted as a separate attachment and it should carry:

  • Type of manuscript (e.g. Original article, Review article, Case report, etc).
  • Title of the article:
    • Title should be bold. The first letter of the first word in the title should use upper case and all other words should be in lowercase except any proper nouns.
    • The title should be clear, concise, and reflect the content of the research paper. Descriptive titles are preferred to declarative or interrogative titles.
    • For the observational study, population/problem and outcome should be included in the title itself. For e.g.: “Assessment of nicotine dependence among tobacco users visiting outreach programs in Dharan, Nepal: a  cross-sectional study” where, Population: tobacco users visiting outreach programs; Outcome: nicotine dependence
    • Population/problem, intervention, and outcome should be included in the title itself for the experimental study. For e.g.: “Effectiveness of oral health education intervention among 12–15-year-old school children in Dharan, Nepal: a randomized controlled trial” where, Population: 12–15-year-old school children, Intervention: oral health education; Outcome: Effectiveness
  • Short, running title (Should not have more than 45 characters).
  • List all the pertinent authors in sequential order with their information (name in full form, name of the department(s) and institution(s), and address where they are currently practicing). Corresponding author: Full name, name of the department(s), and institutions where they work, country, postal address, e-mail, and telephone/mobile number of the corresponding author. The corresponding author should ensure that all appropriate co-authors and no inappropriate co-authors are included in the paper and that all co-authors have seen and approved the final version of the manuscript and have agreed to its submission for publication.
  • Authors are highly recommended to include the ORCID iD of all authors (or of at least principal and corresponding authors). If you do not have an ORCID iD, you can register yourself at https:// for free.
  • Counts: Write the total number of words used in your manuscript
    • Total word counts (Article's text) (excluding abstract, acknowledgments, tables, figures and references)
    • Total word counts (Abstract) (excluding keywords)
    • Total number of figures and/or tables (Should not be more than 5 in total)
    • Total number of references
    • Total number of pages


  1. The abstract should contain the essence of the whole paper. Be clear and concise without any cited references and avoid unnecessary detail.
  2. Use of abbreviations, footnotes or references is not permitted in the abstract.
  3. Must not exceed 250 words and should be presented in prescribed structured format: Introduction, Methods, Results, Conclusions and Keywords (Only in case of the original article). It need not be structured for case reports (100 words) or other article types.
  4. Provide three to six keywords (will not be included in the word count for the abstract) below the abstract which should be arranged in alphabetical order, separated by a comma and a full stop at the end. The first letter of the first keywords should be written in capital letters and all the others should be written in small letters.
    E.g. Keywords:  Effectiveness, oral health education, school children.
  5. Use of Medical Subject Headings (MeSH) terms is highly recommended. 


  1. This section should explain the background of the study, a summary of the existing literature and why this study was necessary or its contribution to the field, research gaps and the aim/objective of the study. The introduction should state clearly the objective of the paper as well as the context of the research or analysis. The most helpful and recent references should be used in this section. An extensive review of the research subject should be avoided. The introduction should normally lead towards an overview of what the study will do and should conclude with the statement of the hypothesis that the study actually intends to test. Follow the funnel structure: begin with background information and narrow it down to your specific research objective or question.
  2. Divide the introduction into three paragraphs. The first paragraph should be a very short summary of the existing knowledge of your research area. This should lead directly into the second paragraph that summarizes what other people have done in this field, what limitations have been encountered, and what questions still need to be answered. This, in turn, will lead to the last paragraph, which should clearly state what you did and why.
  3. The objective(s) should be the concluding sentence of the introduction.

The word counts for introduction should not exceed 500 words.


This section should describe how and why a particular study was done in a particular way. Basically, it should answer three questions: How was the study designed? How was the study carried out? And how was the data analyzed? Mention the following, in order of their appearance, and write in the past tense or passive verb.

  1. Study type and design e.g. randomized clinical trials, cross-sectional studies, retrospective studies, experimental studies, cohort studies, surveys, etc.
  2. Duration of the study (data collection period)
  3. Study area and setting
  4. Study population
  5. Sample size and sampling method
  6. Inclusion and exclusion criteria
  7. Tools and techniques of data collection
  8. Measurement of the outcomes/operational definition of variables
  9. Technical information about methods, apparatus, and procedures should be provided in detail to allow other workers to reproduce the results. Give references to established methods
  10. Protocols followed should be mentioned, if any
  11. A clear description of all processes, interventions and comparisons should be mentioned. Generic drug names should generally be used. When proprietary brands are used in research, include the brand names in parentheses
  12. Probable bias/biases that can occur during the study and measures taken to avoid/reduce that biases.
  13. Ethical approval (Please specify the reference number) and patient consent
    • Ethical approval from the respective Institutional Review Committee (for both human as well as animal studies) is obligatory for manuscript submission.
    • A statement on ethics committee permission with an ethical approval number and the ethical practices must be included under the Methods section. The responsibility of ethical clearance should lie upon the corresponding author.
    • Written informed consent obtained from the research participants (or parent or guardian) should be clearly stated for publication of any details or photographs that might identify an individual.
  14. Statistical analysis and computer software used

Please go through the reporting guidelines according to your study design.

CONSORT - Randomized Controlled Trials

STROBE - Observational Studies

STARD - Studies of Diagnostic Accuracy

PRISMA - Systematic Reviews and Meta-analyses

MOOSE - Meta-analyses of Observational Studies in Epidemiology

CHEERS - Economic Evaluation

CARE - Case Reports

COREQ - Qualitative Research (For interviews and focus groups)

SRQR - Qualitative Research

SPIRIT - Defining Standard protocol items for clinical trials

PRISMA-P - Systematic Review and Meta-Analysis Protocols

SAGER - Sex and Gender Equity in Research


  • The demographic details of the study participants should be included in the text or table/figures.
  • The main outcome of the study and data obtained should be summarized in this section, in logical sequence in the text, tables and graphs.
  • Data and results are not the same things. Results should be presented in a concise manner avoiding data that are already given in tables and figures.
  • Write your results in a logical sequence. Results with important findings should be presented first.
  • When you present results in a table or figure, do not repeat all those contents in the text. Present only the summary in the text.
  • The tables and figures used in the manuscript should be precisely incorporated in sequential order in the results section.
  • In this section, generally, the minimum, maximum and mean values of the parameters should be mentioned. Likewise, statistical values should also be mentioned. Do not interpret the results in this section.
  • It is highly recommended to include confidence intervals (CI) with significance tests (Include CI along with p-value).
  • If a p-value is to be used, the real value should be used; not as >0.05, <0.05, or significant. If it is 0, then it should be expressed as <0.001.
  • In general, p values larger than 0.01 should be reported to two decimal places, and those between 0.01 and 0.001 to three decimal places; p values smaller than 0.001 should be reported as p<0.001.
  • To prevent confusion, we recommend that authors draw a clear distinction between statistical significance and clinical (or other non-statistical) significance. This can be achieved by reserving the adjective “significant” to mean “statistically significant.”
  • Avoid non-technical uses of technical terms in statistics, such as “random” (which implies a randomizing device), “normal,” and “significant”. It should be included in the discussion section.


  1. Prepare tables in word format. Do not embed the table as excel files or submit it as photographs.
  2. Do not merge table cells, do not color the table, and keep it as unformatted as possible.
  3. Tables should be self-explanatory and should not duplicate textual material.
  4. Tables should be numbered in Arabic numerals, consecutively in the order of their first citation in the text and provide a brief title for each. Each table must be cited in the text.
  5. Tables should not contain more than 10 columns and 25 rows. In the text, refer to every table e.g. As shown in Table 3, the …... Do not write “the table above” or “the table below.” The title is placed above the table. The title should follow legend “Table x: ” without quotes. For example:
    Table 1: Demographic details of the study participants (There is no full stop at the end of the title heading)
  6. Explanatory matter should be placed in footnotes, not in the heading with the use following symbols in sequence: *, **, †, ††, ‡, ‡‡,¶¶


  • The title is placed below the figure. The title should follow legend “Figure x: ” without quotes. e.g.: Figure 1: Bone level after six months (There is no full stop at the end of the title heading)
  • Figures (graphs, photographs, x-ray films, images) should be numbered consecutively according to the order in which they have been cited in the text.
  • If a figure has been published previously, acknowledge the original source, and submit written permission from the copyright holder to reproduce the figure.
  • The figures should be supplied electronically (scanned) and should have a resolution of 300 dpi, and the dimension of 640 x 480 to 800 x 600 pixels and the picture format should be JPEG.
  • Pictures will be published in black and white free of charge. But, if you want to publish your picture in color, please contact the Editor-in-Chief for the cost and payment procedure.
  • Letters, numbers, and symbols on figures should be clear and large enough to remain legible when the figure is reduced for publication.
  • Remove or black out the details of patients from the figure/pictures where applicable. If the identity of the patients cannot be removed, written consent from the patient is necessary.
  • In the case of photomicrographs, stains used and magnification should be mentioned. Photomicrographs should have internal scale markers. Symbols, arrows, or letters used in photomicrographs should contrast with the background.


  1. In this section, at first, the findings of the research should be elaborated giving citations of previous works supporting the hypothesis and present findings.
  2. Compare and contrast the results with other relevant studies. Describe the new and important aspects of the study.
  3. Do not repeat the data or other information given in the introduction or results section.
  4. Link your discussion with the objectives of the study.
  5. State the limitations of the study, if any.


State the conclusions that are linked with the objectives of the study, directly supported by the evidence and explore the implications of the findings for future research and clinical practice. General conclusions that do not stem from the manuscript's results should be avoided. There should not be any citations and discussion about others’ studies.


This section should state the person/s and/or institution/s or funding agencies to whom the author has to acknowledge and should specify the nature of support. This section is for acknowledging individuals and institutions whose support the authors wish to mention (it is not compulsory). Please acknowledge anyone who contributed to the article, who does not meet the criteria for authorship including anyone who provided professional writing services or materials. The "Acknowledgement" section should be kept to a minimum.


Potential conflicts of interest (e.g. employment, affiliation, consultancy, honoraria, grants or other funding, etc.) should be disclosed.

If there is no conflict of interest, it should be written as: “None declared”


All sources of funding E.g.: Grants, funds, honoraria sanctioned for research, if any, should be declared. The role of the funding body in the design of the study and collection, analysis, and interpretation of data and in writing the manuscript should be declared. The sentence should begin: "This work was supported by". Proposal numbers should be complete and accurate and provided in parentheses as follows: "(proposal number xxxx)"

If there is no source of funding, it should be written as: “None”


Please mention the author/s contribution listing the names in the sequential order as needed to be published. E.g.:

NS designed the research, performed statistical analysis, and prepared the first draft of the manuscript, DK collected data, and contributed to prepare the first draft, TG, BG, BS, SP explained and interpreted the data and contributed to prepare the draft of the manuscript. All authors read and approved the manuscript.


  1. Review articles must incorporate various aspects of the topic chosen, and should also incorporate the latest research and findings.
  2. It should not merely be a collection of quotes from textbooks or very old articles from journals that do not contribute anything new to the scientific literature base already available.
  3. The ideal review should be topical, up-to-date, balanced, accurate, authoritative, quotable, provocative, and a good read.
  4. The ideal contents of the review should contain the problem, historical background, basic science, methodology (Describing the methods used for locating, selecting, extracting, and synthesizing data), human studies, discussion, conclusions, recommendations, and the future.


Case reports should include unstructured abstract with keywords, introduction, case report (tables and figure legends), discussion, conclusions, and references.


This is a section in the journal especially provided for students and interns. Students can take the help of an expert from a concerned subject in the conception of the topic by providing suitable resources, revision and final approval of the write-up to ensure that the article submitted to JGMC-N are authoritative and accurate. Articles in this students’ section can be on education, the medical profession, careers, case reports, viewpoints, etc.


  1. Responsibility for the accuracy and completeness of citations and references rests entirely on the author.
  2. Citations and references should be prepared following the Vancouver style.


  1. The citation in the text should be identified by Arabic numerals in superscript immediately after punctuation (with no word spacing).
    For example: previous studies.2 and not previous studies2.
  2. Citing the author's name in the text: While using the author's name in the text, insert the citation number immediately after it. If a work has more than one author, use 'et al.' after the first author.
    For example: Manandhar et al. stated that..................
  3. Where more than one reference is cited, these should be separated by a comma and no space
    For example:…with healthy subjects.26,28,37 (There will be no full stop after citation number)
    While for a continuous sequence of numbers, give the first and last number of the sequence separated by a hyphen.
    For example: when citing the references 4,5,6,7 as: 4-7
    A citation with the references: 4,5,6,7,12,16 is abbreviated to 4-7,12,16


  1. References are listed in numerical order, and in the same order in which they are cited in text, tables or figures.
  2. Use Arabic numerals (1, 2, 3, 4, 5, 6, 7, 8, 9).
  3. The reference lists should be at the end of the manuscript.
  4. Be consistent with your referencing style across the manuscript.
  5. Include the last names and initials of the authors, the title of the article, name of publication, year published, volume number, issue, and inclusive pages followed by DOI (Digital Object Identifier) and PMID (PubMed ID) if they have one.
  6. The titles of the journals can be abbreviated according to the style used in Index Medicus. For non-indexed journals, the complete name of the journal should be used.
  7. List all authors when six or less; when seven or more, list only the first six and add et al.
  8. Use one space only between words up to the year and then no spaces.
  9. References should include DOI (Digital Object Identifier) and PMID (PubMed ID) if they have one. Authors can find the DOIs for their references by using the Crossref Simple Text Query (
  10. While writing date in reference, you have to write only year, you do not need to write month and date. For example: 2019 not 2019 January 1

The style and punctuation of the references should conform to the following examples.


Article with 1 to 6 authors
Author AA, Author BB, Author CC, Author DD, Author EE, Author FF. Title of article. Abbreviated title of the journal. Date of publication YYYY;volume number(issue number):page numbers. DOI: ….. PMID: ……

Alahmadi AE, Aljuhani FM, Alshoabi SA, Aloufi KM, Alsharif WM, Alamri AM. The gap between ultrasonography and computed tomography in measuring the size of urinary calculi. Fam Med Prim Care. 2020;9(9):4925–8. DOI: 10.4103/jfmpc.jfmpc_742_20 PMID: 33209823.

Article with more than 6 authors
Liu Y, Chen Y, Liao B, Luo D, Wang K, Li H, et al. Epidemiology of urolithiasis in Asia. Asian J Urol. 2018;5(4):205–14. DOI: 10.1016/j.ajur.2018.08.007 PMID: 30364478.


Author AA, Author BB. Title of article. Abbreviated title of Journal. Date of publication YYYY; volume number(issue number):page numbers. Available from: URL [Accessed date month year]. DOI: ………… PMID: …………..

Errami M, Garner H. A tale of two citations. Nature. 2008; 451(7177): 397–399. Available from: [Accessed 20th January 2015]. DOI: 10.1038/451397a


Laghezza M, Sharma R, Hsu H, Greenwald P, Sullivan R, Bou Eid DA. A telehealth program to perform medical screening examinations. JAAPA. 2020. DOI: 10.1097/01. JAA.0000662420.25306.73 Epub ahead of print. PMID: 32384296.


Author AA. Title of book. # edition [if not first]. Place of Publication: Publisher; Year of publication. Pagination.

Carlson BM. Human embryology and developmental biology. 4th ed. St. Louis: Mosby; 2009. 541 p.


Author AA. Title of the web page. Place of Publication: Sponsor of Website/Publisher; Year published. Number of pages. Available from: URL [Accessed date Month Year]. DOI: (if available)

Shreeve DF. Reactive attachment disorder: a case-based approach. New York: Springer; 2012. 85 p. Available from: 1647-0 [Accessed 26th May 2022].


Author AA, Author BB. Title of chapter. In: Editor AA, Editor BB, editors. Title of book. # edition. Place of Publication: Publisher; Year of publication. p. [page numbers of chapter].DOI (If available):

Partridge H, Hallam G. Evidence-based practice and information literacy. In: Lipu S, Williamson K, Lloyd A. (eds.) Exploring methods in information literacy research. Wagga Wagga, Australia: Centre for Information Studies; 2007. p.149–170. DOI: 10.1016/B978-1-876938-61-1.50009-5

NOTE: For other types of references such as electronic media, newspaper items, etc. please refer to ICMJE guidelines ( or uniform_requirements.html).

For any correspondence, please send an email to:

Dr. Nuwadatta Subedi
Editor-in-Chief, Journal of Gandaki Medical College Nepal (JGMC-N)
Gandaki Medical College Teaching Hospital & Research Centre Pvt Ltd.
Pokhara -27, Ritthepani, Kaski, Nepal

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

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

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

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

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

2.1 what data we collect

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

2.2 why we collect the data

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

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

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

2.4 why we store the data

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

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

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

3. When registering as a reviewer

3.1 what data we collect

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

3.2 why we collect the data

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

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

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

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

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

4. When being registered as a co-author

4.1 what data we collect

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

4.2 why we collect the data

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

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

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

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

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

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

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

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

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

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

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

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

Notification about change of ownership or of control of data

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

(Updated: 17 November 2022)