Submissions

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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 double-spaced; uses a 12-point font; employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed at the end of the text.
  • 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 Journal of ENT Head and Neck Surgery (Nepalese J ENT Head Neck Surg) is a biannual official publication of Society of Otolaryngologists of Nepal.

Submit paper in accordance with these instructions for a quick processing and subsequent publication. The Editorial board does not necessarily agree with the views in articles published in Nepalese J ENT Head Neck Surg.

The manuscript is reviewed for publication in the Nepalese J ENT Head Neck Surg on the understanding that it has not been submitted simultaneously to another journal, has not been accepted for publication elsewhere or has not already been published. On acceptance, a manuscript becomes the copyright of the Nepalese J ENT Head Neck Surg. Manuscripts are subjected to peer review (two anonymous peer reviewers) but the Editor-in-chief reserves the right to make the final decision regarding publication and to make literary amendments where necessary. The proofs of the articles will be sent to the corresponding authors for minor corrections and must be returned to the journal email address/ via online within 2 weeks time (from the date of dispatch). Major alterations will not be accepted at this time. The Nepalese J ENT Head Neck Surg accepts the criteria for authors proposed in "uniform requirements for manuscripts submitted to biomedical journals" as published by International Committee of Medical Journal Editors (ICMJE) www.icmje.org.

A covering letter signed by all authors must accompany submission, stating that all have seen and approved the manuscript and are fully conversant with its contents. Authors must mention in the covering letter any potential or actual personal, financial or political interest they may have in the study. It should be disclosed if an abstract of the work has previously been published or if any papers using data set or relating to the same topic have been published or submitted by any of the authors for publication elsewhere. Results of multicentre studies should be reported under the name of the organization. We aim to reach decision on submitted articles within eight weeks. Rejected manuscripts will not be returned.

It is mandatory for all the authors to obtain and submit Ethical Clearance document, properly signed and scanned to the Editorial board while submitting an article. All studies (including case reports) of human subjects must contain an appropriate statement within the materials and methods section or case presentation section indicating the approval of study by the Institutional Review Board that subjects have signed written informed consent or that the Institutional Review Board waived the need for informed consent. Before your submission can be sent out for peer review, it is necessary that you address this issue of institutional review approval. This is in accordance with the International Committee of Journal Editors uniform requirements for manuscripts submitted to biomedical journals. Please see http://www.icmje.org for more details. All studies in which animals are used must contain a statement within the materials and methods section confirming approval by the Institutional Animal Care and Use committee and that the care and handling of the animals were in accord with National Institutes of health Guidelines or another appropriate internationally recognized guideline for ethical animal treatment.

Manuscripts must be supplied as follows:
The articles to be made available online should adhere to the following format; text should be in 12pt font size, New Times Roman double spaced in Microsoft Word. The references and legends should be at the end of the text. Please provide all photographs in colour whenever possible. Photographic images must be submitted in non-compressed files with 300-dpi resolution. Place each illustration in a separate file. Although we offer a provision for submitting manuscripts via online submission at www.solnepal.org.np, for the time being, authors are encouraged to submit the manuscript via email attachment at yogeshneupane@hotmail.com

Each of the following sections should be in a new page:

  • Title Page
  • Abstract
  • Acknowledgement(s)
  • References
  • Illustrations

Title page should give the following information:

  • The article and initials of each author
  • Department & institution to which the work should be attributed to
  • Address, telephone & fax number, and e-mail address of the author responsible for correspondence
  • Details of financial support and a short title
  • Words appearing as medical Subject headings (MeSH) in the supplement to the index Medicus may be used as key words.

Abstract
The second page of the manuscript should carry an abstract of less than 250 words. It should include the following sections: Objective, Materials and methods, Results and Conclusion.

Text
Suggested Outline would be:

  • Introduction
  • Materials and methods
  • Results
  • Discussion, which should be concise & not digress from the direct results
  • Conclusion

(The subheadings in text should be written in capital letters. The findings should be analysed by statistical methods and be well interpreted showing the level of significance).

Randomised controlled trials (RCTs) should be clearly identified as such. Test should be gender-neutral. Patient confidentiality must be maintained in articles and illustrations unless specific written, consent has been provided & can be provided to the journal. Papers reporting studies that relate to human investigation (e.g. controlled trials or animal experimentation are published only if the design of the work has been approved by hospital and/or national ethics committees. Research on human must conform to the standards of the declaration of Helsinki (See Bm0 194; 2057: 177). The authors should mention if there are competing interests.

Acknowledgements:
All acknowledgements including financial support should be mentioned under this heading.

Tables & Illustrations:
Ensure that all units of measurements are included and that all tables are listed in the text. If a table or illustration has been reproduced from a published work, the reference must be given with full, written permission granted by the author and by the publisher.

If images (photographs/line drawings) are to be included, clearly scanned images free from technical facts should be submitted. Magnified area of key interest should be indicated by an arrow, symbol or abbreviation, with the details explained at the bottom of the figures. While doing so, the author should provide a clean duplicate image also. Captions for each image must be provided in the last page of the manuscript. Please make sure each figure is inserted in order in the text, e.g. (Fig-2).Specification of the image file should be as follows. The headings of the table should be written above and

  • Image file format: jpg, gif
  • Resolution: 300 dpi (dots per inch)

References:
References should strickly follow Vancouver system (http://www.lif.monosh.edu.an/tutorials/citing/vancouver.html). Authors must supply the complete URL for each reference as cited on Medline. Accuracy of references is the sole responsibility of the author & articles found to contain inaccuracies in references will be returned. Authors must not cite references to works they have not read without explicitly that their information derives from a secondary source. Authors must also ensure that the material is cited with the approval of the originator. Reference, numbered in the order they are mentioned in text, should be listed on a separate page. Journal abbreviations should be as listed in Index Medicus.

While citing reference, please follow the modifications as under:

  • Superscripts rather than brackets must be used
  • Numbers should be inserted to the left of column & semi-columns.
  • Full stops are placed before the reference number
  • Ensure that punctuations form is consistently applied

Examples:
Adhikari P. Pattern of ear diseases in rural school children: Experiences of free health camps in Nepal. Int J Paediatric Otorhinolaryngol 2009; 73(9):1278-80.

Weymuller EA, Gal TJ. Neoplasm. In Cummings CW editor. Otolaryngology Head and Neck Surgery. (4th ed). Pennsylvania: Elsevier Mosby 2005: 1212.

Statistics and units of measurement:
Decimal points, not commas, should be used. All measurements should be expressed in SI units. Numerical data should be analysed by appropriate statistical methods and these should be mentioned clearly in the methodology section of the text. Authors are required to ensure the validity of any statistical test presented as a significant component of a submitted article.

Case Reports
The topic should be on significant clinical relevance, important educational content and interest to journal readers. The case report should consist of:

  1. a sentence or two of introduction
  2. key words
  3. the main body of text and discussion
  4. a conclusion
  5. five or less than five references (In certain cases we accept up to 10 references maximum)

Images should be included with clear legends. The word length should be between 500-1000 words.

Medical Education:
Medical education section should be pertinent to the education process in the medical field. It may be about teaching learning process in undergraduate, postgraduate or higher levels.

Audits:
The audits should be written in different subheadings similar to original articles. Whether the original article submitted to the journal belongs to original article itself or is published under the section of audit finally relies on the editorial board.

Review Article:
There is no need of structured abstract. Authors of review article can divide the article into different sections as favourable by discussing with the editor.

How I do it Section:
This section should describe in brief a procedure (usually a surgical one) by an eminent expert in the field. This section does not need abstract. The work may be a modification of a well established clerical procedure or can be totally new one. But the latter must have been tested by scientific means with the result being equal or superior to the clerical one. The word length should not be more than 1000 words.

Letter to Editor:
The editorial board also accepts the letter to Editor on the article published in Nepalese J ENT Head Neck Surg. While writing it, the authors must give a full reference of the article published in our journal. After acceptance, the editorial board invites for authors’ response which should be sent to Nepalese J ENT Head Neck Surg within 10 days. If not received, the editorial board will write---the authors has been invited to give reply but could not be received.

Copyright Notice

©Society of Otolaryngologists of Nepal (SOL Nepal)

This journal and the individual contributions contained in it are protected under copyright by Society of Otorhinolaryngologist of Nepal (SOL Nepal). No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior permission of the publisher.

Privacy Statement

Nepal Journals Online (NepJOL) is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. According to the EU definitions, NepJOL is the data controller, and Ubiquity Press are the service providers and data processors. Ubiquity Press provide the technical platform and some publishing services to NepJOL and operate under the principle of data minimisation where only the minimal amount of personal data that is required to carry out a task is obtained.

More information on the type of data that is required can be found in Ubiquity Press’ privacy policy below.

Ubiquity Press Privacy Policy

We take seriously our duty to process your personal data in a fair and transparent way. We collect and manage user data according to the following Privacy Policy. This document is part of our Terms of Service, and by using the press portal, affiliated journals, book, conference and repository websites (the “Websites”), you agree to the terms of this Privacy Policy and the Terms of Service. Please read the Terms of Service in their entirety, and refer to those for definitions and contacts.

What type of personal data do we handle?

There are four main categories of personal data stored by our journal platform, our press platform, and our book management system; Website User data, Author data, Reviewer data and Editor data.

The minimum personal data that are stored are:

  • full name
  • email address
  • affiliation (department, and institution)
  • country of residence

Optionally, the user can provide:

  • salutation
  • gender
  • associated URL
  • phone number
  • fax number
  • reviewing interests
  • mailing address
  • ORCiD
  • a short biography
  • interests
  • Twitter profile
  • LinkedIn profile
  • ImpactStory profile
  • profile picture

The data subjects have complete control of this data through their profile, and can request for it to be removed by contacting info@ubiquitypress.com

What do we do to keep that data secure?

We regularly backup our databases, and we use reliable cloud service providers (Amazon, Google Cloud, Linode) to ensure they are kept securely. Backups are regularly rotated and the old data is permanently deleted. We have a clear internal data handling policy, restricting access to the data and backups to key employees only. In case of a data breach, we will report the breach to the affected users, and to the press/journal contacts within 72 hours.

How do we use the data?

Personal information is only used to deliver the services provided by the publisher. Personal data is not shared externally except for author names, affiliations, emails, and links to ORCiD and social media accounts (if provided) in published articles and books which are displayed as part of the article/book and shared externally to indexes and databases. If a journal operates under open peer review then the reviewer details are published alongside the reviewer details.

How we collect and use your data:

1. When using the website

1.1 what data we collect

  • When you browse our website, we collect anonymised data about your use of the website; for example, we collect information about which pages you view, which files you download, what browser you are using, and when you were using the site.
  • When you comment on an article or book using Disqus, we are not collecting, controlling or processing the data. More details on the DISQUS privacy policy can be found on their website.
  • When you annotate an article or book, this is done via a 3rd party plugin to the website called Hypothes.is. In using this plugin we are not collecting, controlling or processing the data. More details on the Hypothes.is privacy policy can be found on their website.

1.2 why we collect the data

  • We use anonymised website usage data to monitor traffic, help fix bugs, and see overall patterns that inform future redesigns of the website, and provide reports on how frequently the publications on our site have been accessed from within their IP ranges.

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

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

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

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

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

2.1 what data we collect

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

2.2 why we collect the data

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

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

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

2.4 why we store the data

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

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

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

3. When registering as a reviewer

3.1 what data we collect

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

3.2 why we collect the data

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

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

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

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

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

4. When being registered as a co-author

4.1 what data we collect

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

4.2 why we collect the data

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

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

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

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

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

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

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

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

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

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

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

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

Notification about change of ownership or of control of data

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

(Updated: 18 May 2018)