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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 Times New Roman 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

1. The preparation and presentation of manuscripts
Manuscripts should be drafted as concisely as possible. By submission of a manuscript to the journal, all authors warrant that they have the authority to publish the material and that the paper, or one substantially the same, has neither been published previously, nor is being considered for publication elsewhere.

2. Format of papers
The manuscript must be typed double-spaced on A4 size white paper with Times New Roman font, size of 12 points (In hard printing-Book Antiqua). Individual papers have a limit of approximately 4000 words, including figures and tables. The pages should be numbered consecutively beginning with the title page. The first page should show: (a) the title; (b) name(s) of author(s) and place(s) where the work was done; (c) an abbreviated running headline not exceeding 35 letters and spaces; (d) the name, complete mailing address, email address, telephone and fax numbers of the author to whom all correspondence should be addressed and who will check the proofs. English language used in the manuscript should be of a publishable standard.

3. Submissions
Authors are advised to submit their manuscripts through e-mails (,, or or electronic copy and three hard copies of the manuscript to the Research Management Cell, Central Department of Microbiology at Kirtipur. A signed cover letter mentioning that the article has not been submitted elsewhere for publication should be submitted with the manuscript.

Copyright of the articles is transferred to the Central Department of Microbiology, Tribhuvan University.

Authors do not have to pay for submission, processing or publication of articles in TUJM.

3. 1 Full-length papers
The paper should have new concepts or the recording of facts. The manuscript should be prepared for a wide readership. As far as possible, the paper should present the results of an original scientific research. The paper will have the following sections:

(a) ABSTRACT: A brief summary of about 150- 200 words, should give the major findings of the investigation under the following headings: Objectives; Methods; Results; Conclusion. A list of between four and six keywords should be added.

(b) INTRODUCTION: A balance should be maintained between the pure and applied aspects of the subject.

(c) MATERIALS AND METHODS: Ensure that the work can be repeated according to the details provided. By submission of a manuscript, the authors consent that biological material, including plasmids, viruses and microbial strains, unobtainable from national collections will be made available to members of the scientific community for non-commercial purposes subject to national and international regulations governing the supply of biological material. In the case of a new diagnostic PCR, you should consider the need for an internal amplification control. Ethical approval letter Reg no. form authorised institution should be given if applicable.

(d) RESULTS: Well-prepared tables and figures must be a feature of the ‘Results’ section because they convey the major observations to readers. Information provided in tables and figures should not be repeated in the text, but attention on the importance of the principal findings of the study should be focused.

(e) DISCUSSION: This must not recapitulate the results and should explain the meaning of results.



(h) REFERENCES: Citation of references having three or more names should be cited in the text as Jones et al. (1992) at the first and Green and Smith (1992) would have to be quoted in full. A series of references should be given in ascending date order (Green and Smith 1946; Jones et al. 1956). Different publications having the same author(s) and year will be distinguished by, for example, 1992a, 1992b. This also applies to the Bibliography. Papers or other publications having no obvious author(s) should usually be cited as ‘Anonymous’ with the year in the text and bibliography. Web sites should be quoted in the text with an access date.

Layout of references
The Harvard system should be used. Names with the prefixes de, do van, von, etc. will be placed in alphabetical order of the first letter of the prefix, e.g. von Braun would appear under ‘V’. Where italics are intended, words must either be typed in roman and underlined or printed in italics from a word processor. Abbreviate journal titles according to Index Medicus (). The following is an example of order and style to be used in the manuscript:

Laverick MA, Wyn-Jones AP and Carter MJ (2004) Quantitative RT-PCR for the enumeration of noroviruses (Norwalk-like viruses) in water and sewage. Lett Appl Microbiol 39: 127-135.

Garner JS and Favero MS (1985) Guidelines for Handwashing and Hospital Environment Control. US Public Health Service, Centers for Disease Control HHS Washington DC: Government Printing Office No. 99-117.

Fricker CR (1995) Detection of Cryptosporidium and Giardia in water. In Protozoan Parasites in Water Eds

Betts WB, Casemore D, Fricker CR, Smith HV and Watkins J London: The Royal Society of Chemistry pp 91-96.

Personal communications should be cited in the text with initials and family name of all individuals.

The Editorial Process
The manuscript will be reviewed with the understanding that it has not been submitted to other journal at a time or has not been published or accepted for publication elsewhere. Manuscripts are reviewed for originality, scientific and technical ideas, and significant message. The poor articles with insufficient originality, serious scientific and technical mistakes and lack of significant message will be rejected. Manuscripts are sent to expert reviewers without revealing the identity of the authors to the reviewers. Each manuscript is then reviewed by the TUJM editor based on the comments of the reviewers and make the final decision for publication or rejection of the manuscript.

Abbreviations and units
The Journal uses SI units: g/l; d, h, min, s (time units) but week and year in full; probability is p; centrifugation conditions relative to gravity (g or rpm). Please refer to the Biochemical Journal ‘Instructions to Authors’.

Microbial nomenclature
The Latin binomial name of micro-organisms, plants and animals (other than farm animals) must be given at first mention in the text; thereafter the generic name will be abbreviated in such a way that confusion is avoided when dealing with several genera all beginning with the same letter, viz. Pseudomonas, Proteus, Pediococcus, etc. (see list of abbreviations below). Subspecies are italicized (Corynebacterium diphtheria subsp. mitis; groups and types are printed in Roman and designated by capital letters or Arabic figures (e.g. Staphylococcus aureus group A).

Common names will not have an initial capital letter nor will they be underlined in the manuscript, viz. pseudomonad, salmonellas. The specific name will be given in full in the captions to tables and figures. Major ranks are written in Roman with an initial capital (e.g. Enterobacteriaceae).

At the first citation of a serotype the genus name is given followed by the word ‘serotype’ and then the serotype name. Names of serotypes should be in Roman type with the first letter capitalized (for example Salmonella serotype Typhimurium). Subsequently the name should by written with the genus (abbreviated) followed directly by the serotype name (for example S. Typhimurium).

Nucleotide sequences

  1. Nucleotide sequence data should be deposited in the EMBL/GenBank/DDBJ Nucleotide Sequence Data Libraries and the accession number referenced in the manuscript.
  2. Sequence data should only be included if they are new (unpublished), complete (no unidentified nucleotides included) and if the sequence information itself provides important new biological in sights of direct relevance to the question addressed in the manuscript. Generally, sequences should not be submitted if the same gene has been reported in another species unless a comparison with related sequences contributes important new information.
  3. Presentation of nucleotide sequences should include clear indications of nucleotide numbers and points of interest, e.g. promoter sequences, ribosome binding sites, mutations, insertions, probe sequences, etc. In the case of comparisons, nucleotides which differ between the sequences should be readily visible to the reader, e.g. by the use of bold face, shading, boxing or by the use of a dash to represent identical nucleotides. The font size used in the manuscript should facilitate appropriate reduction of the figure.

Tests must be presented clearly to allow a reader with access to the data to repeat them. It is not necessary to describe every statistical test fully, as long as it is clear from the context what was done. In particular, null hypotheses should be clearly stated. Authors are urged to give consideration to the assumptions underlying any statistical tests used and to assure the reader that the assumptions are at least plausible. Authors should be prepared to use nonparametric tests if the assumptions do not seem to hold.

Tables must be prepared using the same word processing package as the manuscript text. They should not be embedded but be placed immediately following the main text. Do not submit tables separately. Tables must not include ruled vertical or horizontal lines with the exception of headers and a footer. The use of explanatory footnotes is permissible and they should be marked by the following (shown in order of preference): *, †, ‡, §, ,**, †† etc.

Figures may be line drawings or photographs. They may be uploaded to the online submission site as separate files or included within the manuscript following the text and any tables. Do not embed figures in the text. All graphs, charts and diagrams must be submitted in a finished form and at their intended publication size. Authors are advised that poor quality figures may delay the publication of their paper. Symbols or keys representing data series in graphs and charts must not be shown on the figure itself but be included in the legend typed on a separate sheet.

These must be of good quality and high contrast. The magnification must be indicated by adding a bar representing a stated length. Composite photographs can reduce the numbers that require publication. The Journal will not accept figures illustrating SDS-PAGE and agarose gels, with multiple lanes, where lane order has been rearranged using digital imaging software. The figure should also show sufficient of the gel to reveal reference markers (e.g. the sample origin and a tracker dye, or a lane of molecular mass markers). Captions should be set out in the same manner as that used for figures.

Supporting data
Data that is integral to the paper must be made available in such a way as to enable readers to replicate, verify and build upon the conclusions published in the paper. Any restriction on the availability of this data must be disclosed at the time of submission. Data may be included as part of the main article where practical. We recommend that data for which public repositories are widely used, and are accessible to all, should be deposited in such a repository prior to publication. The appropriate linking details and identifier(s) should then be included in the publication and where possible the repository, to facilitate linking between the journal article and the data. If such a repository does not exist, data should be included as supporting information to the published paper or authors should agree to make their data available upon reasonable request.

Not permitted other than on the first page of a manuscript where they are used to show the author’s change of address and the address for correspondence.

Experimental hazards
Chemical or microbiological hazards that may be involved in the experiments must be explained. Authors should provide a description of the relevant safety precautions adopted or cite an accepted ‘Code of Practice’.

Supporting information
Authors wishing to submit supporting information material (such as multimedia adjuncts, large data sets, extra colour illustrations, bibliographies or any other material for which there is in sufficient space in the print edition of the Journal) must do so at the time of first submission. This supporting information is an integral part of the article and will be reviewed accordingly. The availability of supporting information should be indicated in the main manuscript by a paragraph, to appear after the References, headed ‘Supporting information’ and providing titles of figures and tables.

Letter of Conflict of Interest (If applicable)

3.2 Review Articles Preparation of manuscript
The review manuscript should not be simply a review of past work or be concentrated largely on unpublished results from the laboratory. There should be a distillation of early and present work within the field to show progress and explain the present interest and relevance. It is essential at the planning stage to realize that there is a limit to the number of pages available. The final manuscript must not exceed 4000 words with double-spaced typing, including references. The Tables and Figures must be considered as part of the text and the pages available for text reduced accordingly. References can make a heavy demand on the pages available to you, and it is suggested that you select key references only.

Manuscript presentation
The headings in these review articles are of the author’s choice. The first page of the manuscript must give only (a) the title; (b) name(s) of author(s) and address; (c) an abbreviated title to be used for the running title not exceeding 35 letters and spaces; (d) the name, postal and e-mail address of the author to whom all correspondence should be addressed and who will check the proofs. A short SUMMARY of 150-200 words must be included, as well as an INTRODUCTION, DISCUSSION, CONCLUSION (possibly referring to future prospects) sections. References must be chosen carefully as their number is limited by the size limitation of the review article.

3.3 Letters to the editor
The Chief Editor will consider letters which will provide further debate on a particular topic arising from the publication of a paper. Author(s) of the paper will be sent an edited copy of the letter and they will have the right of reply. Both letters will be published in the Journal.

3.4 Notes to the editor
The Chief Editor will consider notes which will provide further confirmatory information on a particular topic, or a novel aspect of a methodology (e.g. detection) or a microorganism (e.g. virulence factor) for which results are preliminary but the impact for Microbiology deemed to be important and requires rapid publishing. Notes should be concise (2000 words; including references), with no headings and present results in 1 table or 1 figure only. The abstract should be a brief summary of the work under the following four headings: Objectives; Methods and Results; Conclusion; Significance and Impact of the Study.

Whilst every effort is made by the Publishers and Editorial Board to see that no inaccurate or misleading data, opinion or statement appears in this Journal, they wish to make it clear that the data and opinions appearing in the articles and advertisements herein are the sole responsibility of the contributor or advertiser concerned. Accordingly, the Publishers and Editors and their respective employees, officers and agents accept no responsibility or liability what so ever for the consequences of any such inaccurate or misleading data, opinion or statement.

Privacy Statement

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

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

Ubiquity Press Privacy Policy

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

What type of personal data do we handle?

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

The minimum personal data that are stored are:

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

Optionally, the user can provide:

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

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

What do we do to keep that data secure?

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

How do we use the data?

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

How we collect and use your data:

1. When using the website

1.1 what data we collect

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

1.2 why we collect the data

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

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

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

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

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

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

2.1 what data we collect

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

2.2 why we collect the data

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

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

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

2.4 why we store the data

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

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

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

3. When registering as a reviewer

3.1 what data we collect

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

3.2 why we collect the data

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

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

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

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

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

4. When being registered as a co-author

4.1 what data we collect

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

4.2 why we collect the data

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

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

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

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

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

5. When signing-up to receive newsletters

5.1 what data we collect

  • We require you to include your name and email address

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

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

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

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

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

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

Notification about change of ownership or of control of data

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

(Updated: 18 May 2018)