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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 OpenOffice, Microsoft Word, RTF, or WordPerfect document file format.
  • Where available, URLs for the references have been provided.
  • The text is single-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.
  • If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.

Author Guidelines

Nepalese Heart Journal (NHJ) is a biannual, peer-reviewed, open-access, international medical journal. NHJ publishes the original research and critical reviews dealing with all disciplines of cardiovascular Medicine. It is the official journal of the Cardiac Society of Nepal and is published twice a year (May and November). Each issue of NHJ publishes Original Articles, Review Articles, Case Reports, Editorials and Letters to the Editor. From time to time invited articles, editorials and review of selected topics will be published. Authors do not have to pay for the submission, processing or publication of articles in NHJ.

In each issue, we publish articles under certain types/ sections. The types of articles we publish are as follows:

  • Editorials
  • Original Articles
  • Audits
  • Case Reports
  • Review articles
  • Medical education

Beside the regular types of articles we also sometimes publish articles under categories like Invited Articles (See below for details of each type), Proceedings/ Declaration of Conferences/ Congress, Updates, Supplements, etc. The types are determined by the title, aim(s) and objective(s), and most importantly the content of the manuscript. We also require that the author clearly specify the type of article s/he is submitting. However, the final decision under which category the article is published rests on the decision of the editorial board. In such case, the author will be duly informed regarding the decision. The author will have the right to withdraw the article if s/he chooses, but must do so within the specified time.

The paper should provide all the list or references and financial support. Plagiarism and fraudulent data are not entertained and the paper once submitted to Nepalese Heart Journal is forbidden to publish in other journals.

Manuscripts are processed as per standard procedure mentioned in a NHJ policy for manuscript processing. In case of any confusion, author can contact NHJ editor at

NHJ accepts manuscripts submitted only as e-mail attachments. Authors are requested to submit manuscripts via email in the following address: All manuscripts must be addressed to the Chief Editor, NHJ.

The Editorial Office will send an e-mail to the corresponding author acknowledging receipt of a manuscript, whether new or a resubmission.

Manuscripts should be accompanied by a covering letter from the author responsible for correspondence regarding the manuscript. Submission type of the manuscript should be mentioned in the cover letter. The cover letter should contain the following copyright disclosure statement.

“Upon acceptance by NHJ, all copyright ownership for the article is transferred to NHJ. We, the undersigned coauthors of this article, have contributed significantly to and share in the responsibility for above. The undersigned stipulate that the material submitted to NHJ is new, original and has not been submitted to another publication for concurrent consideration. We had full access to all of the data in this study and we take complete responsibility for the integrity of the data and the accuracy of the data analysis.

We also attest that any human and /or animal studies undertaken as part of the research from which this manuscript was derived are in compliance with regulation of our institution(s) and with generally accepted guidelines governing such work. We further attest that we have herein disclosed any and all financial or other relationships which could be construed as a conflict of interest and that all sources of financial support for this study have been disclosed and are indicated in the acknowledgement.”

All authors must sign this statement. The covering letter should also contain statement that the manuscript has been seen and approved by all authors and should give any additional information which may be helpful to the Editor. If there has been any prior publication of any part of the work, this should be acknowledged and appropriate written permission included.

The cover letter should include the corresponding author’s full address and telephone/fax numbers and should be in an e-mail message sent to the editor, with the file, whose name should begin with the first author’s surname, as an attachment. The author(s) may also suggest two to four reviewers for the manuscript (NHJ may designate other reviewers).

Apart from the covering letter, the authors are required to address following statements:

  • The authors are required to provide their ORCID identification number, which will be displayed on the first page of each article. The ORCID id can be obtained by login into ORCID id is necessary for future and other journals too. So the authors are requested to remember the ORCID id.

  • The authors are required to include DOIs for references used in the reference section at the end of their manuscript. The DOIs can be obtained by logging into , you may be asked to provide your email address.

  • The authors are required to provide the conflict of interest and acknowledgement of sources of funding for the research.

The Chief Editor, together with the editorial board will ensure the double-blind peer review policy. The manuscript will be blinded when sending out for review. The author is anonymous to the reviewer and the reviewer is anonymous to the author as well. The editors will be responsible for directing the manuscripts to the appropriate reviewers who have the knowledge and/or expertise in the requisite fields. Peer Reviewers will be provided with Review Guidelines, once they accept to review the submission. In rare, controversial and special circumstances, papers that require revision as suggested by the reviewer will be sent back to that same reviewer for him/her to evaluate the manuscript once again after revised re-submission from the author. In the case of a controversial groundbreaking article that could have a far-reaching impact on the field, further reviews may be sought.

The typical review will take minimum 6-8 weeks which includes 4 weeks for peer review and remaining weeks for peer review handling process. However, this may take a little longer depending upon reviewer’s response. The final decision on whether to accept or reject the article is taken by the Editor-in-Chief based on editorial board and peer reviewers. The rejection could also be due to peer reviewers' comment not adequately answered or unanswered, plagiarism, publication misconduct and more.

The contributors are informed about the rejection/acceptance of the manuscript with the peer reviewer’s comments. Accepted articles have to be resubmitted after making the necessary changes or clarifying questions made during the peer review process. All comments received from the reviewers will be passed on to the authors within 1-2 weeks after getting back from the reviewers. NHJ respect the views, opinion, comments and decision of the reviewer. However, the right for acceptance and rejection of the manuscript is reserved with the Chief Editor, on the basis of maintaining the integrity of the science, following the guideline of ICJMEWAME and COPE. The accepted articles are edited for grammatical, punctuation, print style and format errors and page proofs and are sent to the corresponding author who should return them within three days. Non-response to galley proof may result in the delay of publication or even rejection of the article.

Articles submitted to the Nepal Heart Journal are checked for plagiarism using the Crossref Similarity Check powered by iThenticate.

All items published by the journal are registered with Crossref for a Digital Object Identifier (DOI).


Copyright on any open access article published in NHJ is retained by the author(s). Authors grant NHJ 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
Nepalese Heart Journal publishes open access articles under a Creative Commons Attribution 4.0 International License (CC BY). This license permits user to freely share (copy, distribute and transmit) and adapt the contribution including for commercial purposes, as long as the author is properly attributed.


NHJ allows its author(s) to retain publishing rights without restrictions.


      • Original research
      • Case reports
      • Review articles
      • Letter to editor

Manuscript must be written in English. Whenever there is any doubt, authors should seek the assistance of experienced, English-speaking medical editors. A medical editor should review the final draft of the original and any revision of the manuscript.

NHJ has following outlines for paper presentation and formats.

      1. Use single spacing throughout
      2. Pages should have margins at least 25 mm and be numbered
      3. Maintain the sequence title page, abstract, key words, text, acknowledgements, references and legends.
      4. Text should be presented as per the nature of paper
      5. The Cover page should carry the title, a short running title, total words count on abstract, total word count of manuscript, information of any disclaimers or funding bodies and the corresponding author’s full names, qualifications, affiliations, departments, email and addresses of institute affiliated (street, city, country)
      6. Authorship page should carry in sequence information on primary author, corresponding author, and other authors, with authors’ full names, qualifications, affiliations, departments, email and addresses of institute affiliated (street, city, country)
      7. Declaration page must be scanned and sent with signature of all authors.
      8. Include permission to reproduce previously published material or to use illustrations that may identify participants


      1. Uniformity in Language is required, with preference to British English
      2. There should be no abbreviation in Abstract
      3. Abbreviation spelt out in full for the first time
      4. Avoid repetition of same words and waste words
      5. Do not use ‘&’ and ‘@’ in the text
      6. Running title provided should be not more than 50 characters
      7. Format the manuscript in a single column
      8. Do not use any special typeface for emphasis


      1. Numbers less than 10 should be written in words.
      2. Numbers 10 or more should be written in numbers.
      3. Words not numbers begin a sentence.
      4. Be consistent in lists of numbers.
      5. Numbers less than 1 begin with a zero.
      6. Do not use a space between a number and its percent sign.
      7. Use one space between a number and its unit.
      8. Report percentages to only one decimal place if the sample size is larger than 100.
      9. Do not use decimal places if the sample size is less than 100.
      10. Do not use percentages if the sample size is less than 20.
      11. Do not imply greater precision than your measurement instrument.
      12. For ranges use “to” but not “–” to avoid confusion with a minus sign and use the same number of decimal places as the summary statistic.
      13. Rules for data numbers do not apply to citations to the literature
      14. Use the metric system throughout; use of appropriate SI Units is encouraged. If using other, more commonly used units, give the SI equivalent in parenthesis.


      1. Tables, Figure and Images number in Arabic letters (no Romans)
      2. Title/legends provided in no more than 40 words.
      3. For borrowed materials – credit note must be provided in the figure/table/image itself.
      4. Keep the table/figures simple and uncluttered as possible.
      5. Standard abbreviation of units of measurement should be added in parentheses
        Use of Tables Rule of thumb: Use tables to present data that is detailed and that is important
      6. Avoid tables created with the tab key, pictures, and embedded objects
      7. Fancy borders, shading, 3d effects, multiple grids are both distracting and unnecessary.
      8. Prefer grey shades of tables and figures
      9. Scientific table have few horizontal lines and no vertical lines. Usually only three horizontal lines (above and below the column headings, below the table)
      10. Tables should be formatted so that they have to be read horizontally (left to right) – the natural reading style
        Use of Figures Rule of thumb: Use figures to - Show trends in data (as graphs)
      11. Do not use Pie charts, 3d bar diagrams, as Figures
      12. Figures should be simple to interpret, uncluttered, and free of extra lines, text, dimensions and other gimmicks.
      13. Prefer common data-presentation formats in figures: Column charts/bar charts; Line charts; Scatter plots
        Use of Images/photographs
      14. Do not create math equations or tables as pictures
      15. For Images and photographs, use TIFF or a high resolution JPEG.
      16. Figures necessitate good quality – 300dpi with minimum resolution of 800x600 pixel
        Relating to tables and figures in text
      17. Refer to all the tables/figures in the text
      18. Point out the relevant part(s) of a table/figure when referring to it
      19. Do not restate all the information from tables/figures in the text of the paper
      20. Tables/figures should not be used to highlight what has already been said in the paper

Written permission to reproduce borrowed material (illustrations, tables and photographs) must be obtained. Authors must ensure that appropriate permission has been obtained for the publication of identifiable clinical photographs. Borrowed and previously published material should be acknowledged in the captions in this style: ‘Reproduced by kind permission of . . . (publishers) . . . from . . . obtain all such permissions from the original publishers and authors, and to submit them with the manuscript.

Generic drug names should be used.

Authors are strictly instructed to follow Vancouver system for citing scientific literature. Any manuscript reference not following Vancouver system will immediately be sent back to author for revision. Authors can get a comprehensive explanation of the system with practical examples in the following link:

Authors must also note that NHJ follows following variation in Vancouver style:

      1. Superscripts must be used rather than brackets.
      2. Numbers (citations) should be inserted before colons and semi-colons. (to the left)
      3. Numbers (citations) should be inserted after comas and full stops. (to the right)
      4.  It is important that the punctuation and form is consistently applied to the whole document.

These are commonly used abbreviations to write in reference list
c. = circa (about, approximately) ed. = edition
fig; figs = figure(s) p. = page(s)
pt pts = part(s) suppl= Supplement
ch. = Chapter et al.. = and others
ill ills = illustrator(s) para paras = paragraph(s)
rev = revised

The decision of the editor will be final for modification or rejection. However, the author may withdraw his/her manuscript prior to publication when given a chance by the editor (e.g. after modification).

If the authorship of a paper is changed in any way after it has been reviewed, the Editor will require a letter, signed by all authors named on the original or on the revised submission, explicitly agreeing to the change.

Additional prints/ republication/ translation.
As NHJ is an Open Access Journal and we post all the articles published in the web in PDF format, the author may print additional copies. However, for doing so the author has an obligation to inform NHJ. This will also help us in tracking reprinted articles. However, if the quantity of reprints required is more than 50 or in a commercial basis, prior written permission is required by the author from the Chief Editor of NHJ.

For republication of the article in another journal, the author must seek prior permission from NHJ, clearly stating the purpose and request for permission to print again.

For translation of the article and publication in another language (in another journal), the author must seek prior permission from NHJ along with the purpose and request for permission to print again. Both the above mentioned points require to be compliant with ICMJE guidelines for reprints and translation.

The submitted manuscript should actually represent the scientific work done and the data should not be manipulated for whatsoever purpose.

Any irregularities, misinformation, or manipulation of the data tending to skew the conclusion towards the side that does not represent the actual finding, if found, can result in the manuscript to be rejected or retracted (if already published). NHJ may proceed with legal actions if needed in appropriate cases.

If authors of a published article subsequently become aware of a significant error in it, they should send a notifying letter to the editor of NHJ as soon as possible. If the mistake is judged significant enough to warrant a published correction, the correction will be made as an “erratum” if the fault is NHJ; “correction” if the fault is the author’s.

Review article:
maximum 4000 words excluding title page and an unstructured abstract of 150 words and references with no more than five tables or figures and 35 references.

Original article: maximum 3000 words excluding title page and a structured abstract of 250 words and references with no more than five tables or figures and 25 references.

Short Reports / Short Communications / Special Communications / Case reports: maximum 1250 words excluding title page and an unstructured abstract of 150 words and references with no more than two tables or figures and 10 references.

Case Report: Abstract; Introduction; Case Report; Discussion and Conclusion.

Letters to the Editor: maximum 250 words if it is in reference to a recent journal article, or 400 words in all other cases. It must have no more than five references and one figure or table. It must not be signed by more than three authors. Letters referring to a recent journal article must be received within four weeks of its publication.

Original double-spaced typed manuscript. Mention type of submission in your cover letter with a word count.

Title page with title, authors’ names and complete affiliations; corresponding author, complete address, telephone number and email address (necessary), author for reprint requests and complete address.

References in consecutive numerical order. Reference list typed double space.

Figures and Tables in consecutive numerical order.

Legends for all figures typed double spaced.

Consent forms for patient photographs.

Written permission from the publisher to reprint previously published figures and tables.

It is an open access journal without any publication fees currently but later on publication fees will be charged on all the manuscripts submitted

Guidelines on individual article types

This is written in each issue by the editor or members of editorial board and is not open for external authors unless invited.

A. Title Page
The title page of the manuscript should include: (1) concise and informative title (less than 200 characters); (2) complete by line, with first, middle initial and last name of each author up to ten authors may be cited; (3) complete affiliation for each author, with the name of department (s) and institution (s) to which the work should be attributed; (4) name, address and telephone number and email address (necessary) of one author responsible for correspondence about the manuscript.

B. Abstracts
Provide on a separate page a structured abstract of not more than 250 words for original article and an unstructured abstract of no more than 150 words for other submission types. The structured abstract should consist of four paragraphs, labeled Background and Aims, Methods, Results and Conclusion.

Background and Aims: Indicate the purpose and objective of the research.

Methods: Describe the setting/location for the study, study design, study population, data collection and methods of analysis used.

Results: Present as clearly and detailed as possible the findings of the study, with specific results in summarized form.

Conclusions: Briefly discuss the data and main outcome of the study. The unstructured abstract is in the form of one paragraph covering these headings.

Key Words Key Words – 3-5 words. Use Key Words from MeSH index –website

C. Introduction
Word limit – 250 words

State the purpose of the article and summarize the rationale for the study or observation. Give only strictly pertinent references and do not include data or conclusions from the work being reported. Clearly mention the objective(s) of the study in this section without adding any sub-heading.

Introductions should be short and arresting and tell the reader why you undertook the study. Divide the Introduction into three parts: 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 with work to date, 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.

D. Methods
Basically, it should include three questions: How was the study designed? How was the study carried out? How was the data analysed?

Mention following, in order of their appearance, and writing in past tense or passive verb:

Study type and study design
Place and duration of study
Sample size and Sampling method
Methods of data collection
Ethical Approval and Patient consent
Inclusion and exclusion criteria
Protocols followed (if any)
Statistical analysis and software used

You should give precise details of the questionnaires you used and how they were developed, validated, and tested for repeatability.

For comparison, you must also describe the methods of randomization, allocation concealment and blinding of the research staff and the participants to study group allocation. You must also describe any procedures that you used to maximize or measure compliance with the interventions. If a drug is being tested, then the generic name, the manufacturer, the doses used and any other information should be included.

E. Results
Present results in logical sequence in the text, tables and illustrations. Do not repeat in the text all data in the tables or illustrations. Emphasize or summarize important observations.

You should use an interesting sequence of text, tables, and figures to answer the study questions and to tell the story without diversions. Remember that results and data are not the same thing. You do not need to repeat numbers in the text that are already presented in a table or a figure.

It is essential that you are consistent in the use of units in your reporting so that readers can make valid comparisons between and within groups. NHJ require you to use Système Internationale (SI) units

Clearly present relevant data, and avoid data redundancy

Only significant results must be shown under this heading

Use a mixture of text, tables, and figures

Avoid using percentages unless the group have more than 100 subjects

When condensing results give the number of subjects, the range of results, the central tendency (mean± SD), and the spread (confidence interval for the mean)

If you have done an analysis of variance give the estimates with their degrees of freedom and p values Prepare tables and figures according to the instructions mentioned above

Tables and illustrations/ graphs/ charts should not represent the same results.

Use the space below the legend to show some important findings.

Write all your result text under one section referring to appropriate legends.

Template for Result, in order of their appearance

Describe study sample. Whom did you study?

Univariate analyses - How many participants had what?

Bivariate analyses - What is the relation between the outcome and explanatory variables?

Multivariate analyses - What is the result when the confounders and effect modifiers have been taken into account?

F. Discussion
Discuss major findings. It should not merely be a repetition of results section. Only duplicating data from results section into this heading is NOT allowed

Avoid unnecessary explanation of someone else work unless it is very relevant to the study. Other studies should be quoted in relation to the findings of the present study. Provide and discuss with the literatures to support the study. Mention about:

      • Limitations of your study
      • Confounding factors
      • Possible implications which are not mentioned in the abstract

Emphasize the new and important aspects of the study and conclusions that follow from them. Do not repeat in detail data or other material given in the introduction or the results section. Include in discussion section the implications of the findings and their limitations including implications for future research. Relate the observations to other relevant studies.

Link the conclusions with the goals of the study but avoid unqualified statements and conclusions not completely supported by data. In particular, authors should avoid making statements on economic benefits and costs unless their manuscript includes economics data and analyses. Avoid claiming priority and alluding to work that has not been completed.

What did this study show? Address the aims stated in the Introduction

Strengths and weaknesses of methods

Discuss how the results support the current literature or refute current knowledge

Future directions “So what?” and “where next?” impact on current thinking or practice

G. Acknowledgements
Persons who have contributed intellectually to the paper but whose contributions do not justify authorship may be named and the function or contribution is described - for example, “scientific advisor critical review of study proposal, “data collection,” or “participation in clinical trial”. Such persons must have given their permission to be named. Authors are responsible for obtaining written permission from person acknowledged by name, because readers may infer their endorsement of the data and conclusions. Technical help should be acknowledged in a paragraph separate from those acknowledging other contributions.

Acknowledge any person or institute who have helped the study. Make acknowledgement short and do not add praise or literature in this section.

H. References
Abide by NHJ guideline – Vancouver citation method. Not more than 60 references for Original Article.

References should be cited in consecutive numerical order at first mentioned in the text and designated by the reference number in parenthesis. References appearing in a table or figure should be numbered sequentially with those in text.

The reference list must be typed double spaced and numbers consecutively, as in the text. “Unpublished observations” and “personal communications” should not be used as references, although written-not verbal-communications may be noted as such in the text. References cited as “in press” must have been accepted and not merely in preparation or submitted. The author is responsible for the accuracy of all references and must verify them against the original document.

For journal articles, list the first six authors, et al.

Hasan K, Bulhan K P, Zafar A, et al. Acute leukemia in children. French-American-British (FAB) classification and its relation to clinical features. J Pak Med Assoc 1992; 4:229-31.

For books and book chapters, follow the examples below:

DeGroot IJ. Evaluation of thyroid function and thyroid disease. In: DeGroot L, Stanbury J B, eds. The thyroid and its diseases. 4th ed. New York: Wiley, 1975, pp 196-248.

Dupont B. Bone marrow transplantation in severe combined immunodeficiency with an unrelated MLC compatible donor. In: White H J Smith R, eds. Proceeding of the third annual meeting of the International Experimental Hematology. Houston: International Society for Experimental Hematology, 1974, pp 44-46.

In Press
Leshner AI. Molecular mechanisms of cocaine addiction. N EngI J Med. In press 1996.

Journal article in electronic form
Morse SS. Factors in the emergence of infectious diseases. Emerg Infect Dis [serial online] 1995 Jan-Mar [cited 1996 Jun 5], Computerized Educational Systems, 1993.

Monograph in electronic form
CDI, clinical dermatology illustrated [monographs on CDROM] Reeves JRT, Maibach H. CMEA Multimedia group, producers 2nd ed. Version 2.0. San Diego: CMEA, 1995.

Conference proceedings
Kimura J, Shibasaki H, editors. Recent advances in clinical neurophysiology. Proceedings of the 10th International Congress of EMG and Clinical Neurophysiology, 1995 Oct 15-19, Kyoto, Japan. Amsterdam: Elsevier, 1996.

Kaplan SJ. Post-hospital home health care the elderly’s access and utilization [dissertation]. St. Louis (MO): Washington Univ., 1995.

Volume with supplement
Shen HM, Zhang QF. Risk assessment of nickel carcinogenicity and occupational lung cancer. Environ Health Perspect, 1994; 102 Suppl 1:275-82.

World Wide Web page
Beckleheimer J. How do you cite URL’s in a bibliography? [online] 1994 [ cited 2000 Dec 13]. Available from: URL:

World Wide Web page (no author)
Educating America for the 21st century: Developing a strategic plan for educational leadership [online] 1994 [cited 1999 May 15]. Available from: URL:

World Wide Web Home page
Curtin University of Technology. [Homepage of the Curtin University of Technology] [online] 2000 May 22 last update. [cited 2000 Jun 12]. Available from: URL:

I. Abbreviations and Symbols
With the exception of units of measurement, Journal discourages the use of abbreviations, for additional information on proper medical abbreviation, consult the CBE style Manual, Fifth Edition (Bethesda, MD Council of Biology Editions, 1983). When an abbreviation is used, it should be preceded by the full word or name of the item being abbreviated.

J. Drug Names
Generic names should generally be used.

K. Tables
Type each table double-spaced on a separate page. Do not submit tables as photographs. Tables should be self-explanatory and should supplement, not duplicate the text. Each table must be cited in consecutive numerical order in the text. Number the tables consecutively with an Arabic number following the word Table. The titles should be descriptive, brief and typed centered in upper and title, column headings and at the end of the table. Do not use vertical lines. Give each column a short or abbreviated heading.

Place explanatory matter in footnotes not in heading. Use the following symbols in this sequence *,+,++,#,**. Expand in the footnote all non-standard abbreviations used in each table. For footnotes, identify statistical measures of variations, such as standard deviation and standard error of the mean. If data from another published source are used, obtain written permission from the publisher of the original source and acknowledge fully. If data from an unpublished source are used, obtain permission from the principal investigator and acknowledge fully.

L. Illustrations
Illustrations should clarify and augment the text. The selection of sharp, high-quality illustrations is of paramount importance. Figures of inferior quality will be returned to the author for correction or replacement.

Submit two complete sets of glossy illustrations, no smaller than 3-1/2x5 inches nor larger than 8x10 inches. Do not send original artwork. Glossy photographs of line drawings rendered professionally on white drawing paper in black India ink, with template or typeset lettering, should be submitted. No hand drawn or typewritten art will be accepted. Letters, number and symbols (typeset or template) must be clear and of sufficient size to retain legibility after reduction.

Each illustration must be numbered and cited in consecutive order in the text. Illustrations should be identified on a gummed label affixed to the back of each illustration and containing the following information: figure number, part of figure (if more than one) and designation of “top”.

Legends for Illustrations
Legends for illustrations should be concise and should not repeat the text. Legends should be typed double-spaced on a separate page. Each figure should be cited in consecutive numerical order in the text. Give the figures a number following the word Figure. Use letters to designate parts of illustrations (e g, A, B, C) and describe each part clearly in the legend. Any letter designations or arrows appearing on the illustration should be identified and described fully.

Originally (not previously published) illustrations are preferred for publication in the Journal; however, if illustrations have been published previously, authors are responsible for obtaining written permission from the publisher to reprint. The source of the original material must be cited in the references and the following credit line included in the legend (reprinted by permission of Ref. X). All permission release must be submitted to the Editor at the time of manuscript submission.

Complete title of the article Provide also Running title – not more than 50 characters

Be short, accurate, and unambiguous giving your paper a distinct outlook

Begin with the subject of the study

Avoid excessive adjectives and noun strings

The abstract should contain the essence of the whole paper and should stand-alone. Be clear and concise and avoid unnecessary detail.

Word limits – 150 words

No abbreviation to be used in abstract

Non Structured abstract

Provide - Age and Gender of the Case

Key Words
Key Words – 3-5 words

Use Key Words from MeSH index - website

Introduce the case in short and highlight the importance of presenting it as a case report in the journal.

Case Report
Reason for reporting this case

The report should detail: what happened to the patient, the time course of events, why the particular management was chosen

Provide and discuss latest literatures about your case report.

Mention about limitation of the reporting, if any Valid written expressed consent from patient/s must be taken prior to involving any person in case note manuscript. The identity of the patient must not be revealed by text or figures. If the figure/picture tends to reveal the identity of the individual, it is the responsibility of the author to have explained so to the patient before submitting the manuscript.

Acknowledgement, References and Legends to be used as mentioned above. Not more than 25 references in Case Report.

Review article must incorporate various aspects of the topic chosen, and should also incorporate latest researches and findings. It should not merely be a collection of quotes from textbooks or very old articles of journals that does not contribute anything new to the scientific literature base already available.

Ideal contents of a review:

What is the problem?
Historical background
Basic science
Human studies
The future

The ideal review should be topical, up to date, balanced, accurate, authoritative, quotable, provocative and a good read. Word Limit for Review Articles - 6000 words (excluding references).

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  • 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)