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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

The Bangladesh Journal of Psychiatry (Bang J Psychiatry) (ISSN 1728-4406) is a peer-reviewed official publication of the Bangladesh Association of Psychiatrists (BAP), published twice yearly, June and December. Research/Original article, mini-review, case report, letter to the editor are published here.

The Bangladesh Journal of Psychiatry will not accept any responsibility for any opinion or views expressed in papers or other contributions. Material in the Bangladesh Journal of Psychiatry does not necessarily reflect the views of the editor or Bangladesh Association of Psychiatrists.

All manuscripts are published after acceptance.

How to submit your paper

Manuscript submission

  • Manuscript submission to the Bangladesh Journal of Psychiatry is totally free of cost.
  • Submission of manuscripts refers transfer of copyright from the author to the publisher.  Interested contributors are requested to submit their article/s through e-mail to bap@agni.com or mekhala_sarkar@yahoo.com. Manuscript should be submitted to the editor accompanied by a cover letter. Correspondences with editor could be done through email or over phone. Detail address of author of correspondence should be clearly mentioned in the mail including their/ his/her contact number and e-mail address. Rejected manuscripts are not returned to the author and publisher is not responsible for the loss.
  • This must be noted that manuscripts must be solely the work of the author(s) stated, must not have been previously published elsewhere (except in the form of abstract), and must not be under consideration by another journal. 
  • Manuscripts which are related to psychiatry are encouraged to submit.
  • All contributors are requested to submit their manuscript according to our journal style. For instruction on how to format the text of your paper, including tables, figures, and references, please see our formatting guidelines/instructions to authors (described later in formatting guideline).
  • Submitted manuscripts should be in MS word. All text (title page, abstract, body, references) should be submitted as one document.

Cover letter

A cover letter is expected to be submitted along with manuscript. Use the cover letter to explain why your paper should be published in The Bangladesh Journal of Psychiatry rather than elsewhere.

Formatting guidelines (Instructions to authors)

Total length/word counts

Original article and review article should not exceed 5000 words or equivalent space including summary, references, table (title, content) and figures (title).

Case reports on contribution may be accepted. These should not exceed 1000 words or equivalent space including summary, references, table (title, content).

Abbreviations
Abbreviation should be defined in the text, first time they are appeared in the manuscript. After this point, they should be used exclusively and not interchangeable with their definition.

Structure of manuscripts (for original/research article, review article and case report)

(It is essential to follow this sequence)

  1. Title and authors (Title page)
  2. Summary
  3. Main Body/text
  4. References (please see the detail described below)

1.  Title and authors

  • The title should be brief, relevant and self-explanatory.
  • Title should not be phrased as questions.
  • The names of the authors should appear on the title that should include full names of all authors (no initial).
  • The affiliations and full addresses of all authors should be mentioned in the title page before the summary.

2.  Summary
Each paper requires a summary of not more than 250 words. Avoid abbreviations, diagrams, and references in the abstract. There will be a single paragraph for summary. No subheading will be there in the summary.

  • Original article (summary) should contain ‘background’, ‘objective(s)’, ‘material and methods’, ‘results’, and ‘conclusion’ in brief form. (But no sub-heading, only the content should be in a described in a single paragraph).
  • Review article is expected to contain ‘background’, ‘objective(s)’, ‘material and methods’, ‘findings & discussion’ and ‘conclusion’ in brief form. (But no sub-heading, the content should be in a described in a single paragraph).
  • Case report needs to have ‘background’, ‘case summary’ and ‘conclusion’.  (But no sub-heading, the content should be in a described in a single paragraph)

3.  Main Body/text

Research/Original article
The body of the text in should be divided into the following sections: Introduction, Materials and methods, Results, Discussion, conclusion. Subheading should be there in the main body. 

  • Introduction: should not exceed 400 words. This section will include background of the problem. Justification of the study and its objective should be mentioned at the end of this section. All information given in this section must have references that to be listed in the reference section.
  • Material and methods: the type of study (study design), study period, sampling technique, sample size, study population, data collection technique and tool as well as data handling, processing and data analysis should be briefly mentioned in this section.
  • Results: the finding should be described here briefly supplemented appropriately with tables and figures. Results should be described in past tense.
  • Discussion:  The discussion section should reflect the author’s comment on the results. Relevant study finding should be compared here with present study and potential argument for discrepancy and consistency. This section must be described in past tense.
  • Conclusion: The article to be concluded very briefly (not more than 100 words). Recommendation(s) can also be included in this section which should not exceed 30 words.

Review article:
The body of the text should be divided into the following sections: Introduction, Materials and methods, finding and discussion, conclusion.  

  • Introduction: should not exceed 400 words. This section will include background of the topic. At the end of the review, why the author want to publish the topic on the article to be mentioned (objective).
  • Material and methods: How the review was done, what sort of article were searched, how they were searched, the total number of articles reviewed should be mentioned here.
  • Results and discussion: the finding on the topic after reviewing the articles should be described here briefly.
  • Conclusion: The article to be concluded very briefly (not more than 100 words).

Case report:
The body of the text should be divided into the following sections: Introduction, case summary, discussion, and conclusion.  

  • Introduction: authors are requested to give a brief description on the topic of the case.
  • Case study: Summary of the finding of the case should be described here. Management (if any) can also be given.

4.  References:

  1. Author should follow Vancouver style.
  2. Your reference list should appear at the end of the article in an order in which they are mentioned in the text. The list should be done numerically in the same order that they have been cited in the text which is done by superscript (single press of ‘Ctrl shift +’) in numerical form (citation number).
  3. When multiple references are cited at a given place in the text, use a hyphen to join the first and last numbers that are inclusive. Use commas (without spaces) to separate non-inclusive numbers in a multiple citation.
    Example:
    2,3,4,5,7,10,12 is abbreviated to (2-5,7,10,12).
  4. Do not use a hyphen if there is no citation numbers in between that support your statement.
    Example:
    1-2 (in-correct form). 1,2 (correct form)
  5. As a general rule, citation numbers in the text should be placed outside full stops and commas, inside colons and semicolons (applicable for any part of the document).
    Example:
    Mamun Morshed,1 Rahim Khan2
    Example
    : Over the past decades public health relevance of mental health condition ‘in children and adolescents has been of growing concern’.1-3,5,6

CITING A BOOK: The essential details required are (in order):

1.1 Name/s of author/s, editor/s, compiler/s or the institution responsible.

  • Where there are 6 or less authors you must list all authors.
  • Where there are 7 or more authors, only the first 6 are listed and add et al (after a comma). 
  • Put a comma and 1 space between each name. The last author must have a full-stop after their initial(s).

Format: surname (1 space) initial/s (no spaces or punctuation between initials) (full-stop OR if further names comma, 1 space)
Example:
Smith AK, Jones BC, Bloggs TC, Ashe PT, Fauci AS, Wilson JD, et al.
Example:
The Cardiac Society of Australia and New Zealand.

When author/s is/are editor/s :
Follow the same methods used with authors but use the word editor” or “editors” in full after the name/s. The word editor or editors must be in lower case. (Do NOT confuse with “ed.”used for edition.)

Example 1.1:
Millares M, editor. Applied drug information: strategies for information management. Vancouver (WA): Applied Therapeutics, Inc.; 1998.

Sponsored by institution, corporation or other organization (including PAMPHLET)

Example: Australian Pharmaceutical Advisory Council. Integrated best practice model for medication management in residential aged care facilities. Canberra: Australian Government Publishing Service; 1997.

1.2. Title of publication and subtitle if any

  • Do not use italics or underline.
  • Only the first word of journal articles or book titles (and words that normally begin with a capital letter) are capitalized.

Format: 1: title (full-stop, 1 space)
Example:
Harrison's principles of internal medicine.
Example:
Physical pharmacy: physical chemical principles in the   pharmaceutical sciences.
Example:
Pharmacy in Australia: the national experience

1.3. Edition (other than first)

  • Number of edition other than first one should be mentioned as 2nd, 3rd,10th ed.

Example: Blenkinsopp A, Paxton P. Symptoms in the pharmacy: a guide to the management of common illness. 3rd ed. Oxford: Blackwell Science; 1998.

 1.4. Place of publication (if there is more than one place listed, use the first one)

  • Write the place name in full.
  • If the place name is not well known, add a comma, 1 space and the state or the country for clarification. For places in the USA, add after the placename the 2 letter postal code for the state. This must be in upper case. eg. Hartford (CN): (where CN=Connecticut).

Format: place of publication (colon, 1 space)
Example:
Hartford (CN):
Example:
Texas (NSW):
Example:
Kyoto (Japan):

1.5. Publisher

  • The publisher’s name should be spelt out in full.

Format: Publisher (semi-colon, 1 space)
Example:
Australian Government Publishing Service;
Example:
Raven Press;
Example:
Williams & Wilkins;

1.6. Year of publication

Format: year (full-stop, add 1 space if page numbers follow).
Example:
1999.
Example:
2000. p. 12-5.

1.7. Page numbers (if applicable).

  • Abbreviate the word page to ‘p.’.

NOTE: do not repeat digits unnecessarily
Format:
p (full-stop, 1 space) page numbers (full-stop).
Example:
p. 122-9.
Example:
p. 1129-57.
Example:
p. 333,338,340-5. (when article not on continuous pages)

1.8. Series title and individual volume (if any).

  • Put in brackets.
  • Abbreviate the word volume to “vol”.

Format: (Series title (semi-colon, 1 space) vol (1 space) volume number) full-stop outside brackets.
Example:
(Annals of the New York academy of sciences; vol 288).

2. CITING A CHAPTER IN AN EDITED BOOK(to which a number of authors have contributed)

2.1 Name/s of author of the chapter
2.2 Title of chapter
followed by, In:
2.3 Editor
2.4 Title of book
(this should be in italics)
2.5 Series title and number
(if part of a series)
2.6 Edition
(if not the first edition)
2.7 Place of publication
(if there is more than one place listed, use the first named)
2.8 Publisher
2.9 Year of publication
2.10 Page numbers

Example of citing a chapter in an edited book:
Porter RJ, Meldrum BS. Antiepileptic drugs. In: Katzung BG, editor. Basic and clinical pharmacology. 6th ed. Norwalk (CN): Appleton and Lange; 1995. p. 361-80.

(Name/s. Title. Edition(other than first). In: Editor. Series title and number. Edition. Place of publication: Publisher; year of publication. p. Page no)

(Name/s. Title. Edition(other than first). Place of publication: Publisher; year of publication. p. Page no).

3. CITING A JOURNAL ARTICLES: PRINT

The essential details required are (in order):

3.1 Name/s of author/s of the article.
See step 1 of "Citing a book" for full details.

3.2 Title of article.
See step 2 of "Citing a book" for full details.

Example: Validation of an immunoassay for measurement of plasma total homocysteine.

3.3 Name of journal (abbreviated).

Note: no punctuation marks are used in the abbreviated journal name
Format:
journal title abbreviation (1 space)
Example:
J Mol Biol

3.4 Year of publication.

  • Abbreviate the month to the first 3 letters.

Format: year (semi-colon, no space)
Example 4.1: 1996 Jun 1;12(5):127-33.

3.4 Volume number (and issue/part -).
Format:
volume number (colon, no space)
Example
: 1996;12(5):127-33. Or 1996;18:1237-8.

3.5 Page numbers
NOTE
: do not repeat digits unnecessarily
Format:
page numbers (full-stop)
Example:
531-5.
Example of citing a journal:
Russell FD, Coppell AL, Davenport AP. In vitro enzymatic processing of radiolabelled big ET-1 in human kidney as a food ingredient. Biochem Pharmacol 1998 Mar 1;55(5):697-701.

  • No author given in article

Coffee drinking and cancer of the pancreas [editorial]. BMJ 1981;283:628.

  • Journals with parts and/or supplements

Examples:

Volume with supplement:
Environ Health Perspect 1994;102 Suppl 1:275-82.

Issue with supplement:
Semin Oncol 1996:23(1 Suppl 2):89-97.

Volume with part:
Ann Clin Biochem 1995;32(Pt 3):303-6.

Issue with part:
N Z Med J 1994;107(986 Pt 1):377-8.

Issue with no volume:
Clin Orthop 1995;(320):110-4.

No issue or volume:
Curr Opin Gen Surg 1993:325-33.

4.1   CITING INTERNET and OTHER ELECTRONIC SOURCES

  • This includes software and Internet sources such as web sites, electronic journals and databases.
  • These sources are proliferating and the guidelines for citation are developing and subject to change.
  • The following information is based on the recommendations of the National Library of Medicine.
  • The basic form of the citations follow the principles listed for print sources (see above).

In the case of sources that may be subject to alteration it is important to acknowledge the DATE THE INFORMATION WAS CITED. This is particularly true for web sites that may disappear or permit changes to be made and for CD-ROMS that are updated during the year.

5.1 JOURNAL ON THE INTERNET
NOTE:
Follow the same procedure for citing print journals as for electronic journals regarding date, volume pages and journal title
Format:
Author/s
(full-stop after last author, 1 space) Title of article (full-stop, 1 space)
Abbreviated title of electronic journal
(1 space) [serial online] (1 space) Publication year (1space) month(s) - if available (1 space) [cited year month (abbreviated) day] - in square brackets (semi colon, 1 space) Volume number (no space) Issue number if applicable in round brackets (colon) Page numbers or number of screens in square brackets (full-stop, 1 space) Available from (colon, 1 space) URL:URL address underlined

Examples:
Morse SS. Factors in the emergence of infectious disease. Emerg Infect Dis [serial online] 1995 Jan-Mar [cited 1999 Dec 25]; 1(1):[24 screens]. Available from: URL: http://www/cdc/gov/ncidoc/EID/eid.htm

Garfinkel PE, Lin E, Goering P. Should amenorrhoea be necessary for the diagnosis of anorexia nervosa? Br J Psych [serial online] 1996 [cited 1999 Aug 17]; 168(4):500-6. Available from: URL:http://biomed.niss.ac.uk

6.1 WWW site:
(If the author is not documented, the title becomes the first element of the reference.)

Format:
Author
(full-stop after last author, 1 space) Title (full-stop, 1 space) [Online] (full stop, 1 space) Publication Year (1 space) [cited year month (abbreviated) day] (semi colon) Number of screens in square brackets or pages (full-stop, 1 space) Available from (colon, 1 space) URL: (no space) URL address underlined

NOTE:  The number of screens is NOT necessary. Put a semi colon and 1 space after the cited date if no pages or screen numbers are listed.

When the date is approximated, indicate that by following the date with a question mark and inserting the statement in square brackets. Eg. [2001?]

 Examples: National Organization for Rare Diseases [Online]. 1999 Aug 16 [cited 1999 Aug 21]; Available from: URL: http://www.rarediseases.org/

Royal College of General Practitioners. The primary health care team. [Online]. 1998 [cited 1999 Aug 22];[10 screens]. Available from: URL: http://ww.rcgp.org.uk/informat/publicat/rcf0021.htm Zand J. The natural pharmacy: herbal medicine for depression [Online]. [1999?] [cited 2001 Aug 23];[15 screens]. Available from: URL: http://www.healthy.net/asp/templates/Article.asp?PageType=Article&Id=920

Letter to the Editor: There will be no abstract and subheadings. Text will be within 1,500 words with one/two Figures or Tables with up to 10 references. It will not be peer reviewed and published rapidly. 

Important points for reference list:

  • For a book, give any editors and the publisher, the city of publication, and year of publication
  • For a chapter or section of a book, also give the authors and title of the section, and the page numbers
  • For online material, please cite the URL, together with the date you accessed the website
  • Online journal articles can be cited using the DOI number
  • Do not put references in the Summary.

Conflict of interest: 
All authors are requested to disclose any actual or potential conflict of interest including any financial, personal or other relationships with other people or organizations.

Guidelines for supplementary material:

TEXT

  • All material should be submitted as one document which will be peer reviewed.
  • All material should be provided in English. Text. 

TABLES

Title of the table

  • Each table should be given a brief title. (should be bold).
  • In case of results section (in original article), sample number to be mentioned in bracket at the end of title (see the example below).

Format of the title of table: Table (1 space, no hyphen) number of table (colon, no space) title (I space)   sample size (should be written as n=120)

Example of the title of the Table: Table 2: Information on parents of the respondents (n= 144)

  • Explanatory matter is placed in footnotes, not in the heading.
  • All tables must be cited on text (Table no).
  • Data within the table should be not more than one digit after dot
  • SI units are required.
  • Means should be accompanied by SDs.
    Example:
    mean (+SD) age: 25.5 (+1.33) years.

ILLUSTRATIONS and FIGURES

  • Number each figure in the text in consecutive order.
  • The original source should be acknowledged (if any).
  • The legends should be labelled with numerals corresponding to the figures etc.

MEASUREMENT

  • Length, height, weight and volume should be reported in metric units
    Example:
    gram (g), kilogram (kg), meter (m) etc).
  • Temperatures should be in degrees Celsius.
  • Blood Pressure measured in mm of mercury.
  • All haematological and biochemistry measurements stated in SI units.

How The Bangladesh Journal of Psychiatry handles your paper

Acknowledgment

  • Receipt of your paper will be acknowledged by an email containing a reference number, which should be used in all future communications, checking for plagiarism, duplicate publication, and text recycling.
  • All Reviews, Viewpoints, and similar non-research material that we are interested in publishing will be checked for plagiarism by editors.

Peer review

  • Every article will be peer reviewed. Occasional contributions (eg, commentaries) are accepted without peer review. Initial decision as to whether or not to proceed to peer review will be communicated quickly.
  • Submissions that survive in-house and peer review might be referred back to authors for revision. This is an invitation to present the best possible paper for further scrutiny by the journal; it is not an acceptance.

Privacy Statement

Bangladesh Journals Online (BanglaJOL) is a member of the Ubiquity Partner Network coordinated by Ubiquity Press. According to the EU definitions, BanglaJOL 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 BanglaJOL 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)