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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).
  • Author's declaration, Ethical clearance, forwarding letter has been submitted along with the manuscript
  • All the reference shall have DOI. In case DOIs are not available, ensure that URLs for the references have been provided.
  • Upon acceptance of your manuscript, publication fee has to be made as mentioned in the "About the journal" section.
  • If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed. Along with complete main text (manuscript), separate blinded main text shall be submitted .
  • The submission file is in OpenOffice, Microsoft Word, RTF, or WordPerfect document file format.
  • 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, which is found in About the Journal.

Author Guidelines


  • Copyright on any article published by Journal of Pathology of Nepal is retained by the author(s).

  • Authors grant Journal of Pathology of Nepal a license to publish the article and identify itself as the original publisher.

  • Authors also grant any third party the right to use the article freely as long as its integrity is maintained and its original authors, citation details and publisher are identified.

Creative Commons Licence
All articles published in the Journal of Pathology are licensed under a Creative Commons Attribution 4.0 International License

This license permits use, distribution and reproduction in any medium, provided the original work is properly cited.

Manuscripts are to be prepared in accordance with “Uniform requirements for Manuscripts submitted to Biomedical Journals” developed by the International Committee of Medical Journal Editors (December2016). The uniform requirements and specific requirements of JPN are summarized below.

Types of manuscript and word limits

Original Article: Original articles should not exceed 30 double-spaced typewritten pages, excluding tables, figures and references. There is no limitation to the number of references. Abstracts should not exceed 250.

Review Article: Review articles should not exceed 35 double-spaced typewritten pages, excluding tables, figures and references. Abstract should be limited to 150 words. There is no limitation to the number of references.

Case report: Case reports must provide new information. Clinically significant observations based on new or developing technology will receive special consideration. Brevity is required. Case studies must not be more than 10 double spaced typed pages, including tables, figures and references. The number of references should be 15 or less and the number of figures should be 3 or less. Abstracts should not exceed 150 words. Manuscripts submitted as case studies that do not conform to these requirements will be returned without review.

Letters to the editor: Letters to the editor should contain a brief abstract that is short and decisive. They should not be preliminary observations that require a paper for later validation. They should not be more than 400 words and be limited to 5 references.

Limits for the number of images and tables: For all the above mentioned categories the number of images and tables should not be more than one per 500 words. All contributions except Letters to the Editor should contain a brief abstract; full length manuscript should not exceed 250 words; Case studies abstract should not exceed 150 words.

Peer Review Process

The manuscripts will be reviewed for possible publication with the understanding that they are being submitted to one journal at a time and have not been published, simultaneously submitted or already accepted for publication elsewhere.

The editors will review all submitted manuscripts. Manuscripts with insufficient originality, serious scientific and technical flaws, or lacking a significant message are rejected. If good articles are written poorly then the authors are requested to re- submit after revision according to the JPN format. All manuscripts received are duly acknowledged. They are sent to two expert reviewers without revealing the identity of the contributors. The JPN editors review each manuscript meticulously based on the comments from the reviewers and make a final decision to either reject or publish it. The contributors will be informed about the reviewers' comments, acceptance or rejection of the manuscript.

Articles accepted will be copy edited for grammar, punctuation, print style and format. Page proofs will be sent to the corresponding author, which has to be returned to the editorial office within seven days. Non response may delay the publication of the article or even result in being rejected.

Manuscript preparation

Style and Format
Manuscript files can be in the following formats: DOC, DOCX or RTF. Microsoft Word documents should not be locked or protected. Manuscripts can be any length and shall be written in English language. There are no restrictions on word count, number of figures, or amount of supporting information. We encourage you to present and discuss your findings concisely. Use a standard font size and any standard font, except for Symbol font.  Manuscript text should be double-spaced. Inclusion of page number and line number is mandatory in the manuscript.

Each section of the manuscript should commence on a new page in following sequence: Title page and running title, structured abstract with Keywords, Background, Materials and Methods, Results, Discussion, Conclusion, Acknowledgments, References, Tables and Figures. Please do not use any signs for example"&" for "and" or "@" for "at the rate". However, you can use abbreviations used in standard text books provided the full form has been given when it first appears in the text. Define abbreviations upon first appearance in the text. Do not use non-standard abbreviations unless they appear at least three times in the text.

The text of the original article should be divided into sections with headings: Abstract, Keywords, Introduction, Materials and Methods, Results, Discussion, Conclusion, Acknowledgments, References, Tables and Figures.

For case reports: Abstract, Keywords, Introduction, Case report, Discussion, Conclusion, Acknowledgments, References, Tables and Figures.

In all types of article supporting information files are uploaded separately.

Title Page
The title page should contain:

Type of manuscript (e.g. Original article, Case report, Review Article etc.);

The title of the article, which should be concise, but informative;

Running title or short title not more than 50 characters;

The name by which the author is known (Last name, initials of First name and Middle name);

The name of the department and institution to which the work should be attributed;

The name, address, phone number, facsimile numbers and e-mail addresses of the contributors for correspondence about the manuscript;

Author ORCID ID number (for at least the corresponding author, but preferably for all authors);

Source(s) of support in the form of grants, equipment, drugs, or all of these.

Conflict of Interest Notification Page
To prevent the information of potential conflicts of interest from being overlooked or misplaced, it needs to be part of the manuscript. All forms of funding and support as well as any potential competing financial interests should be acknowledged in the cover letter to the editors when applicable and also should be mentioned at the end of the article as an acknowledgment. However, it should also be included on a separate page immediately following the title page. ACPN will not send information on conflicts to the reviewers.

The abstract should start on the second page (third page if a conflict of interest is included). It should be structured for original articles as: Background, Materials and Methods, Results, Conclusion and Keywords. State the context, aim, settings and design, materials and methods, statistical analysis used, results and conclusion. We request you provide 3 to 8 keywords or short phrases that capture the main topic of the article. These words should the follow MeSH list and be listed in the same order as they appear in the text. The abstract should not be structured for a review article or a case report. Do not include references in the abstract. Abstract should not include abbreviation as possible.

The introduction should provide background that puts the manuscript into context and allows readers to understand the problem addressed and why it is important. For this include a brief review of the key literature with relevant disagreements in the field. State the purpose or the research objectives of the paper clearly. Do not review the subject extensively and give only pertinent references.

Materials and Methods
The Materials and Methods section should provide enough detail to allow suitably skilled investigators to fully replicate your study. Specific information and/or protocols for new methods should be included in detail. If materials, methods, and protocols are well established, authors may cite articles where those protocols are described in detail, but the submission should include sufficient information to be understood independent of these references.

Selection and Description of Participants
Describe your selection of the observational or experimental participants (patients or laboratory animals, including controls) clearly, including eligibility and exclusion criteria and a description of the source population. Because the relevance of such variables as age and sex to the object of research is not always clear, authors should explain their use when they are included in a study report. For example, authors should explain why only subjects of certain ages were included or why women were excluded. The guiding principle should be clarity about how and why a study was done in a particular way. When authors use variables such as race or ethnicity, they should define how they measured the variables and justify their relevance.

Technical information
Identify the methods, apparatus (give the manufacturer’s name and address in parentheses), and procedures in sufficient detail to allow other workers to reproduce the results. Give references to established methods, including statistical methods. Provide references and brief descriptions for methods that have been published but are not well known. Describe new or substantially modified methods, give reasons for using them and evaluate their limitations. Precisely identify all drugs and chemicals used, including generic name(s), dose(s), and route(s) of administration.

All research articles should mention its approval from Institutional Review committee in the manuscript. All research involving human participants must have been approved by the authors’ Institutional Review Board (IRB) or by equivalent ethics committee (s), in accordance with the ethical standards of the responsible committee on human experimentation and with the Helsinki Declaration of 1975, as revised in 2000 ( If consent was verbal instead of written, or if consent could not be obtained, the authors must explain the reason in the manuscript, and the use of verbal consent of lack of consent must have been approved by the IRB or ethics committee.

Do not use the patients' name, initials, or hospital numbers, especially in illustrative material. More information about patient privacy, anonymity and informed consent can be found in the International Committee of Medical Journal Editors (ICMJE) Privacy and Confidentiality guidelines. When reporting experiment on animals, indicate the guidelines/laws on the care and use of laboratory animals that were followed.

Evidence of approval by a local Ethics Committee (for both human and animal) must be supplied by the authors on demand.

Describe statistical methods with enough detail to enable a reader with access to the original data to verify the reported result. When possible, quantify findings and present them with appropriate indicators of measurement error or uncertainty (such as confidence intervals). Avoid relying solely on statistical hypothesis testing, such as P values. These fail to convey important information such as the effect of the size of the population. References for the design of the study and statistical methods should be to standard procedures when possible. Define statistical terms, abbreviations, and symbols. Specify the computer software used.

Present your results in a logical sequence in the text, tables, and illustrations, giving the main or most important findings first. Do not repeat all the data of the tables or the illustrations in the text. When data are summarized in the Results section, give numeric results not only as derivatives (for example percentage), but also the absolute numbers from which the derivatives were calculated. Specify the statistical methods that were used to analyze them. Restrict tables and figures to those needed to explain the argument of the paper and to assess the supporting data. Use graphs as an alternative to tables that require many entries. Do not duplicate data in graphs and tables. Avoid non-technical uses of technical terms in statistics, such as "random" (which implies randomizing device), "normal", "significant", "correlations" and "sample". Where scientifically appropriate, analysis of the data by such variables as age and sex should be included.

Emphasize the new and important aspects of the study and the conclusions that follow from them. Do not repeat in detail the data or other information given in the Introduction or the Results section. For experimental studies, it is useful to begin the discussion by briefly summarizing the main findings. Compare and contrast the results with the study, and explore the implications of the findings for future research and for clinical practice.

Link the conclusions with the goals of the study but avoid unqualified statements and conclusions that are not adequately supported by the data. In particular, avoid making statements on economic benefits and costs unless the manuscript needs the appropriate economic data and analysis.

This section should state the person(s)/firms that the author is required to acknowledge. Those who contributed to the work but do not meet our authorship criteria should be listed in the Acknowledgments with a description of the contribution. Authors are responsible for ensuring that anyone named in the Acknowledgments agrees to be named.

The Vancouver system of referencing should be used. Authors are responsible for the accuracy of each reference and checking them against the original article. Provide a list of references, double-spaced, after the text. Cite references in the text using superscript Arabic numerals in the order in which they appear in the text. Abbreviate titles of journals according to MEDLINE. References to unpublished data and personal communications should appear in the text only. List all authors for each reference, unless there are seven or more, in which case only the first three followed by 'et al' should be given. Authors should check that all references listed have been cited in the text and that no references have been omitted from the list. 

Journal name abbreviations should be those found in the National Center for Biotechnology Information (NCBI) databases

DOIs of all the references should be presented. In the absence of DOI, URL of the reference has to provided. 

Examples of correct reference format:   

Journal Articles
Author(s) – Family name and initials. Title of article Title of journal – abbreviated Publication year; volume:pages

Note: Journal titles may be abbreviated according to the style used in the PubMed database. Go to the PubMed Journals database site: to look up journal abbreviations (to find the full journal name) or journal names in full (to find the journal abbreviation).

Aryal G, Kimula Y, Koike M. Ultrastructure of Clara cells stimulated by isoproterenolol. J Med Dent Sci 2003;50:195-9.

KC Shiva R. Thyroid function tests and its interpretation. Journal of Pathology of Nepal 2014;4:584-90. DOI:           


KC Shiva R. Thyroid function tests and its interpretation. Journal of Pathology of Nepal 2014. DOI:

 Note: A DOI number for the full-text article is acceptable as an alternative to or in addition to traditional volume and page numbers.

Accepted, unpublished articles
Same as published articles, but substitute “Forthcoming” for page numbers or DOI.

KC Shiva R. Thyroid function tests and its interpretation. Journal of Pathology of Nepal 2014. Forthcoming.

Author(s) – Family name and initials, editor. Title of Book. Volume. Publisher: Where published;year published. page(s)

Smith JB, editor. Pathology of the lung. Vol 18 3rd ed. John Green Co: Montreal; 1970. 179pp.

Chapter in a Book
Author(s) – Family name and initials. Title of Chapter, In: Title of Book. Publisher: Where published; year published. page(s).

Brown AB, Green XY. Jejunal pathology, In: Black CD, White EF, (eds). Gastrointestinal pathology; an introduction. 2nd edn. Raven: New York; 1995. pp 465-469.

Electronic citations
Author. Title of publication [type of medium – Internet]. Place of publication (if available): Publisher (if available); Date of publication – year month day (supply year if month and day not available) [updated year month day; cited year month day]. Available from: web address.

Clea Japan [homepage on the Internet]. Osaka: Clea Japan, c1999-2004. (Cited 25 November 2004) Inbred animals. Available from:

Tables capture information concisely and display it efficiently. They also provide information at any desired level of detail and precision. Including data in tables rather than in the text frequently makes it possible to reduce the length of the text.

Tables should be numbered consecutively (with Arabic numerals) in the order of their first citation in the text. Each table should be typed with double-spacing on a separate sheet of paper. Tables should be self-explanatory and include a brief descriptive title. Do not use internal horizontal or vertical lines. Give each column a short or abbreviated heading. Authors should place explanatory matter in the footnotes, not in the heading. Footnotes to tables, indicated by lower case letters are accepted, but they should not include extensive experimental detail. All nonstandard abbreviations should be explained in the footnotes. For footnotes use the following symbols, in sequence: *, †, ‡, §, ||, ¶, **, ††, ‡‡

Identify statistical measures of variations, such as standard deviation and standard error of the mean.

Be sure that each table is cited in the text.

If you use data from another published or unpublished source, obtain permission and acknowledge them fully.

Graphs, charts, diagrams or pen drawings must be drawn by professional hands in Indian ink (black) on white drawing paper. Figures should be either professionally drawn and photographed, or submitted as photographic quality digital prints. Photographs should be supplied in high quality glossy paper not larger than 203 mm x 254 mm (8" x 10"). On the back of each illustration write the figure number and an arrow indicating the top. All illustrations should be black and white and should be submitted in triplicate with suitable legends. Electronic versions are acceptable. Authors should review the quality of the images on a computer screen before submitting them. They should have a resolution of 300 dpi. The dimensions should be 640 X 480 to 800 X 600 and the picture format should be JPEG (*.jpg, *.jpeg) or TIFF (*.tif, *.tiff). The total size of all figures files should not exceed 20MB.

Legends for illustrations should be typed using double-spacing on a separate page and use Arabic numerals corresponding to the illustrations. Explain what each illustration shows. Define all arrows and other such indicators appearing on the illustration. If an illustration uses a patient who is identified by case number, include that case number in the legend. Titles and detailed explanations belong in the legends, not on the illustrations themselves.

For x-ray films (miniature photo prints should be supplied), scans, and other diagnostic images, as well as pictures of pathology specimens or photomicrographs, send sharp, glossy, black-and-white or colour photographic prints, usually 127 x 173 mm (5 x 7 inches). Letters, numbers, and symbols on Figures should therefore be clear and even throughout, and of sufficient size that when reduced for publication each item will still be legible.

Photomicrographs should have internal scale markers. Symbols, arrows, or letters used in photomicrographs should contrast with the background. Mention the magnification and the stains used in all of the photomicrographs.

If photographs of people are used, either the subjects must not be identifiable or their pictures must be accompanied by written permission to use the photograph.

Figures should be numbered consecutively according to the order in which they have been first cited in the text. If a figure has been published, acknowledge the original source and submit written permission from the copyright holder to reproduce the material. Permission is required irrespective of authorship or publisher except for documents in the public domain.

Authors should consult the journal about requirements for figures submitted in electronic formats.

Units of Measurement
Measurements of length, height, weight, and volume should be reported in metric units (meter, kilogram, or litre) or their decimal multiples.

Temperatures should be in degrees Celsius. Blood pressures should be in millimetres of mercury.

Authors should report laboratory information in both the local and International System of Units (SI). Drug concentrations may be reported in either SI or mass units, but the alternative should be provided in parentheses where appropriate.

Abbreviations and Symbols
Use only standard abbreviations. Please refer to Proc Natl Acad Sci USA, 92: vii-x (1995) for guidance as to which abbreviations are considered standard. Avoid abbreviations in the title. The full term for which an abbreviation stands should precede its first use in the text unless it is a standard unit of measurement. Do not use abbreviations like @ or & in the text.

Manuscript submission
The manuscript must be submitted in clear and concise English. Complete manuscript, Author contribution, Cover letter. Journal of Pathology of Nepal require authors to make all data underlying the findings described in their manuscript fully available without restriction, with rare exception. Manuscript should contain:

Title, Author list including Principal author, co-author and corresponding author (with ORCID ID), Abstract, Introduction, Materials and Methods, Results, Discussion, Conclusion, Acknowledgement, References, Figures and Tables, Supplementary documents

Please submit:

  • Cover letter
  • Forwarding letter
  • Author's contribution
  • Ethical clearance ( Review article, view points, letter to the editors, Editorial are exempted. For case reports, consent for publication has to be submitted).
  • Full text manuscript
  • Blinded manuscript

Authors should submit their manuscript in

Fee for submission, processing and publication

This journal doesn't charge for submission and processing your manuscript. After getting accepted, NRS 5,000.00 or its equavalent has to be deposited in the following bank account. Any presence of colour images additional NRS 3.000/ page or its equivalent has to be deposited. 

Account holder: ACPN; account number: 00200557510019; Swift code / BIC: HIMANPKA; Bank: Himalayan Bank Limited, Nepal

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

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 In using this plugin we are not collecting, controlling or processing the data. More details on the 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 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: 18 May 2018)