Submissions

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 12-point Times New Roman 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

As part of the submission process, authors must check off their submission's compliance with all of the following items. We accept the paper, which has not been previously published, nor is it before submitted to another journal for consideration. Authors must adhere to the following guidelines before submission.

Format and Layout

Manuscripts in English from authors from any institution in any country are welcomed. The manuscripts should be typed and submitted in Microsoft Word (.docx) or RTF document file format.

The font of the manuscripts should be Times New Roman, with a font size of 12. The text should be aligned left and page size A4, in portrait

The document's margins should be set at 1 inch on all sides.

Line spacing should be double-spaced except for References, Tables and Figures, which should be single-spaced.

The author should limit her/himself to five levels of headings (as shown in the following table), including the title of the manuscript.

1^st Level Heading= Centered, Bold, Uppercase and Lowercase Heading

2^nd Level Heading = Flush Left, Bold, Uppercase and Lowercase Heading

3^rd Level Heading = Bold, Italic, Uppercase and Lowercase Heading

4^th Level Heading = Indented, Bold, Uppercase and Lowercase Heading Ending with a Period.

5^th Level Heading = Indented, Uppercase and Lowercase Heading Ending with a Period.

For lists, please use numbers or standard bullet points. However, try avoiding long lists of bulleted and numbered points.

For emphasis, please use italics, not bold. Italics should also be used for non-English words, titles of books, films, plays, etc.

Indent every paragraph except in the (first paragraph of) the abstract.

For short quoted language (not citations), use single quotes. For example, the noun ‘head’ has several meanings.

Words to be abbreviated should be spelt out in full the first time they appear in the text with the abbreviation in brackets. After that, the abbreviation should be used.

Title of the Papers

The title of the article: The title should be concise, informative, simple, and should be written in sentence case
Authors’ names with the highest academic degrees.
The affiliation of each author, including the institution at the time the work was done.
The mailing address, work telephone and fax number, and e-mail address of the corresponding author.

Types of Articles

Original Research Articles

Length of the Manuscript

Research articles to 15 to 20 double-spaced typed pages, or not exceeding 4000-6000 words.

Abstract

All manuscripts must include an abstract containing a maximum of 250 words typed on a separate page.
The abstract should be concise and complete without reference to the body of the paper.
It should contain a brief description of the study objectives, design, methods, analysis, results and conclusion in an unstructured format.
The in-text citation is not allowed in the abstract.

Key Words

A list of 5 to 7 keywords or short phrases needs to be provided directly below the abstract.
Keywords should express the precise content of the manuscript, as they are used for indexing purposes.

Main Body
The main body of the paper must include the following headings and subheadings:

Introduction: This should include background information, the rationale of the study and a brief account of previous studies (literature review) along with research objective and hypotheses (if any)
Methods and materials: Study design: (descriptive, comparative, analytical, randomized trial, quasi-experimental (Interventional), community trial, qualitative, content analysis, meta-analysis), sample(s), participants, data collection and analysis including statistical tests used.
Results: Findings should be presented logically and supported by tables and figures, statistical tests (if hypotheses are developed) in quantitative research papers, and by verbatim narration and thematic analysis in a qualitative research paper.
Discussion and conclusion: Main findings presented in the “result section” should be discussed systematically, comparing them with the findings of other related research and the study's limitations and implications. It should emphasize the new and important aspects of the study. Statements and conclusions that are not completely supported by the findings should be avoided.

Review Articles

Abstract

Prepare an abstract of no more than 250 words. In your abstract, please include the following: objective, data source, study inclusion and exclusion criteria, data extraction, data synthesis, results, and conclusions.

Length

Limit review articles to no more than 15 double-spaced typed pages, or about 3000-5000 words (Including references).

Text Format

Include the following headings and subheadings: objective, methods (data sources, inclusion and exclusion criteria, data extraction, and data synthesis), results, and conclusions.

Short Communication

Short communication provides readers with pertinent research findings in a condensed format. These include original studies that are not appropriate for full-length manuscripts but relevant to health promotion practice. The study findings should be concise, focused, and provide a clear message about possible applications for the practitioner. The brief report is appropriate for studies including but not limited to: preliminary studies; simple comparisons between two or more program alternatives; and studies that have methodological flaws, such as small sample sizes or lack of a control group, yet convey important findings.

Criteria

Short communication undergoes a review process similar to but less rigorous than full-length manuscripts. To merit acceptance, the manuscript should address an important issue, be of interest to practitioners, illustrate good research in a practice setting, clearly describe the implications of methodological limitations, be well written and presented, and be within length guidelines.

Length

The manuscript should be no longer than 2000 words of text, plus no more than ten references and two tables or illustrations.

Text Format

Include the following headings, subheadings, and word counts introduction and purpose, methods (design, sample, measures, and analysis), results, discussion, and limitations.

Acknowledgements

If applicable, place the acknowledgements after the discussion section and before the references.

Citation and Referencing Style

The citation should be done at the beginning of the sentence or at the end. References should be listed at the end of the main text using the APA format (7^th edition), whereby the author's surname and year of publication of the reference are used in the text. There should be proper citations and references while preparing the manuscript. The list of references should be in alphabetical order of surnames.

Tables and Figures

Up to 5 tables, figures, graphs, and illustrations are allowed. Refer to all tables, figures, graphs, and illustrations by number within the text and include them at the end of the article, after the list of references, in the order in which they were cited in the text. If a table or figure is adapted from elsewhere, cite the adaptation source.
Tables should supplement, not duplicate, the text. Prepare table files in Word format. Number tables in the order in which they are mentioned in the text. Place each table on a separate page. Save large tables in separate files. Explain in footnotes all non-standard abbreviations used in each table. When p values are reported, use the asterisk (*) for the p values.
Prepare figures in PDF format. Save each figure in a separate file (i.e., if there are 5 figures in the manuscript, 5 figure files should be submitted along with the text file). Place figure legends, double-spaced, at the end of the text file, after the tables; if there are no tables, the figure legends should follow the list of references.

Copyright Notice

The copyright is transferred to the Health Education Association of Nepal (HEAN), and the license is CC.BY.NC.

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)