Guide for Authors
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 or Microsoft Word document file format.
- The references have been prepared as per the journal's required format. Where available, URLs and doi 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.
- If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed. (Submit the Title Page as a separate document to ensure blind peer- review)
Papers written in English languages according to the Oxford English Dictionary will be considered for publication. Manuscripts must be contributed solely to Khartoum Medical Journal and must not have been published elsewhere. All manuscripts will be reviewed by at least two reviewers with due respect to authors confidentiality ( double blind peer review style) ; the editor-in-chief is the final authority on all editorial decisions. In accordance with the Helsinki declaration, photographs of patients and identifying information will not be published unless they are essential for scientific purposes and after obtaining written informed consent. Clinical trials must be registered in a public trials registry, and approval of the ethics committee of the relevant hospital should have been obtained, when appropriate. In addition to these general guidelines, authors are encouraged to consult reporting guidelines relevant to their specific research design; such as the CONSORT initiative for reporting randomized controlled trials.
Preparation of the manuscript
- Manuscripts are accepted ONLY through electronic forms, either using our website system or sent by email.
- Use one side of A4 sized (210X297 mm) paper with 2 cm wide margin at both sides and 3 cm wide margins at the top and bottom of page; font size 12 (Times New Roman) is preferred, and the entire manuscript must be double-spaced including the abstract, footnotes, references, figure legends, and tables.
- Each manuscript component should begin on a new page, and should be arranged under the following headings:
* Title page, Conflict of Interest statement, Abstract and Key words, Introduction, Methods, Results, Discussion, Conclusion, Acknowledgments, References, Tables and Figures and each page should have legends for illustrations if any.
* Start each section in a new page, and number all pages. Case reports, reviews, and editorials, are likely to need modified formats.
- Illustrations must be good quality, unmounted glossy prints usually 127x17.3 cm (5x7 in) but no larger than 20.3x254 cm (8x10 in).
- Copies of informed consents and permissions to reproduce published material must also accompany the manuscript.
- Authors should keep copies of everything submitted. There is no need to send a hard copy when an article is submitted electronically (by e-mail). Figures should be submitted, as attached files, in JPG or TIFF format.
- Type the page number in the upper centre of each page
- Manuscripts must be accompanied by a statement that results presented have not been published previously in whole or part except in abstract form, and that the manuscript has been read and approved by all the authors.
- Manuscripts will be reviewed for possible publication with the understanding that they are being submitted only to KMJ at that time and have not been published, simultaneously submitted or already accepted for publication elsewhere.
- This does not preclude consideration of a manuscript that has been rejected by another journal or of a complete report that follows publication of preliminary findings elsewhere, usually in the form, of an abstract. Copies of any possibly duplicative published material should be submitted with the manuscript that is being sent for considerations.
- Should specify the type of paper according to the first paragraph of this document.
- If the authors wish, they can include in the covering letter information on related publications.
- All authors should sign the covering letter.
- Address all correspondence to:-
The Editor, Khartoum Medical Journal, P.O.Box 102, Khartoum, Sudan. E.mail:firstname.lastname@example.org
as depicted above.
The title page should include: the complete title of the paper; the first name(s), middle initial(s), and surname of author(s); the institution of origin, including the city and country; disclaimers, if any; the name and complete address of the corresponding author including the telephone and fax numbers and the E mail address. The title should not be more than 150 characters and spaces.
Conflict of Interest Statement
Authors must state explicitly whether potential conflicts do or do not exist, and disclose all relationships that could be viewed as presenting a potential conflict of interest on a separate page immediately following the title page.
- Illustrations should be kept to the minimum. Illustrations in colour are acceptable; however, an extra charge may be required to be paid by authors.
- Care should be taken that illustrative material may have to be reduced in size to fit pages or columns. It is recommended that the size of the figures to be about 12.5x20 cm.
- All illustrations should be numbered on the reverse side and the top of the figure indicated.
- Graphics should be clear, camera-ready and all symbols explanations included on the figure or in the legend.
- Permission to reproduce illustrations or tables should be obtained by the authors and submitted with the manuscript.
- Statistical methods used should be clearly identified and if necessary described.
- Means and standard errors of the mean and P values should be given to two decimal places.
The introduction should provide a context or background for the study and state the specific research objective of the study or observation. The Methods section should describe the selection of the participants and justify the use of variables such as race or ethnicity, it should describe the apparatus and procedures used in sufficient detail and give reasons for using new or modified methods, it should also describe statistical methods used. Results should be presented in logical sequence using tables and figures to explain information without duplication. The discussion should summarize briefly the main findings, then explore possible explanations for these findings, compare and contrast the results with other relevant studies, state the limitations of the study, and explore the implications of the findings for future research and for clinical practice. The conclusions should be linked with the goals of the study while avoiding unqualified statements and conclusions not adequately supported by the data.
Acknowledge presentation at meetings or previous publication in abstract form, as well as sources of financial or technical support for the study.
- Please use the Vancouver Style as shown below.
- References should be listed numerically by order of their appearance in the text.
The Vancouver Style of Reference Formatting
With the growth of medical knowledge and research, it had become necessary that the formatting of reference citation both within the text of scientific writing and in reference lists should be widely agreed. The first steps to establish a uniform system for formatting manuscripts and references were begun by the Conference of Biological Editors in 1960. The International Committee of Medical Journal Editors (CMJE) held a meeting in Canada in 1979 to launch a uniform style of reference formatting for medical journals and proposed the Vancouver Style. Since then the major medical journals have adopted the ‘Uniform requirements for manuscripts submitted to biomedical journals’(1), a common style for presentation of papers for publication.
- The justification of an internationally accepted style of reference citation can be summarized as follows:
- Correct and complete referencing of scientific and medical publications is an essential component of the ‘scientific method’ when recording the outcome of research.
- To facilitate formatting scientific papers for more efficient peer reviews and publications.
- An unambiguous system of referencing allows other researchers and reviewers of manuscripts to access the cited literature to validate claims and arguments.
- To successfully secure research funding, the research proposal including the existing literature on which it is based should be convincing and easily accessed by reviewers.
- Uniform and complete citation formats facilitate quotation and reference compilation for researchers and postgraduate students.
The following is a summary to supplement the Instructions to Authors for referencing of manuscripts submitted to KMJ. It is based on the Vancouver Style and is the preferred referencing format for the writing of dissertations, theses and other referenced writing in the Faculty of Medicine, University of Khartoum:-
- References should be numbered consecutively throughout the text in the order in which they appear.
- No references should be included in the abstract.
- Identify references in the text, tables and legends by numerals in parenthesis e.g. (1), (2,3) or (3-6).
- When citing authors in the text, acknowledge only the first author where there are three or more authors, e.g. Smith et al (1998) stated that….(1).
- Where there are two authors cite both, e.g. Adam and Ehsan (2003) reported that ….(2). Note that numerals in parenthesis at the end of a sentence are written before the full stop.
- The list of references should begin on a new page and given the numbers which indicate order of citation
- All authors should appear in the list of references i.e. all references are listed in full.
- Where more than 6 authors are registered, write the first 3 authors followed by et al.
- The order of author/s initials, punctuation, title of article, year, journal title – in accepted abbreviated form, volume and page numbers, constitute a full reference citation.
The following are examples of commonly used reference sources:
Reference in journals
General format including punctuation,Author/s, title of article, title of journal (in italics with no full stops), year; volume number: page numbers.
e.g. Rose ME, Huerbin MB, Melick J, JK et al. Regulation of interstitial excitatory amino acid concentrations after cortical contusion injury. Brain Res 2002; 935: 40-6.
References in books
Author(s) of a book
General format including punctuation.
Author(s) Title: sub-title. Edition. Place of publication: Publisher; Year
e.g. Guyton AC, Hall JE. Textbook of Medical Physiology. 10th Ed. Philadelphia: Saunders; 1990.
Author(s) of a chapter in a book
General format including punctuation
Author(s) of the chapter. Title: sub-title of chapter. In: Author(s) (or editors) of the book. Title: sub- title of book. Place of publication: Publisher; Year; page numbers.
Elmunshid HA. Special senses. In: Sukkar MY, Elmunshid HA, Ardawi MS, editors. Concise Human Physiology 2nd Edn. Oxford: Blackwell Science; 2000.p.401-23.
Example (from The Michener Institute for Applied Health Sciences, Learning Resource Centre: Irc@ michenere.ca).
Book on the Internet
Foley KM, Gelband H, editors. Improving palliative care for cancer [monograph on the Internet]. Washington: National Academy Press; 2001 [cited 2002 Jul 9]. Available from: http://www.nap.edu/books/o309074029/html/.
Cancer-Pain.org [homepage on the Internet]. New York: Association of Cancer Online Resources, Inc.; c2000-01 [updated 2002 May 16; cited 2002 Jul 9]. Available from: http://www.cancer-pain.org.
For a fuller range of examples of citation from other sources of references, there are innumerable sites on the internet. Please also consult the publications cited in KMJ instructions to authors and the references cited below:
- Uniform requirements for manuscripts submitted to biomedical journals: writing and editing for biomedical publication [home-page on the Internet]. Philadelphia, PA: International Committee of Medical Journal Editors; [updated 2003 Nov; cited 2004 Oct 9]. Available from: http://www.icmje.org/.
- Style manual for authors, editors and printers. 6thEd. Milton,
Type each table on a separate sheet of paper. Number tables consecutively in the order of their first citation in the text and supply a brief title for each. Be sure that each table is cited in the text. Do not use internal horizontal or vertical lines. Authors should place explanatory matter in footnotes, not in the heading.
Figures should fit within the print area of 227x170 mm; figures that fit within one column width of 80 mm are preferred. It is preferred to submit figures inserted in the text in an electronic file format; but figures can be sent in separate electronic files or as printed copies. If inserted in the text, each figure should be on a separate sheet of paper with the number and title of each figure at the top of it. If figures are submitted separately, numbered figure legends must be listed sequentially in one page.
Measurements, Abbreviations & Drug Names:
The international system of units should be used (e.g. meter, kilogram, liter, degrees Celsius). Use only standard abbreviations; the full term for which an abbreviation stands should precede its first use in the text. Generic names should be indicated for all drugs.
Page proofs will be sent to the corresponding author for correction and approval; the corresponding author is required to respond by the journal system or E-mail within two weeks of receiving the proofs.
The corresponding author will be required to sign a copyright transfer statement before the review process is undertaken. The copyright of published articles belongs to Khartoum Medical Journal No part of the published journal may be reproduced, translated or transmitted in any form or by any means without prior permission from the publisher. Authors are responsible for the accuracy of data contained in the papers; the editor(s) and publisher are not responsible for the contents of the papers.
Submission of original articles for publication is an undertaking by the author/s that:-
- The manuscript is not under consideration for publication elsewhere.
- The manuscript is original, truthful and free of fabrication, fraud or plagiarism.
- All authors have read the manuscript, agree to its contents and share in the responsibility of its publication.
- All authors have made a substantial contribution to the work submitted e.g. conception and design, experimental work or clinical studies, analysis and interpretation of data, drafting and critical editing. Contributions such as obtaining material or other support doesn't justify authorship.
- All funding and support for the work should be Acknowledged
- Any part of the manuscript not owned by the authors requires that permission should be obtained by the authors from the owner of the copy right.
- All papers published by the journal will be KMJ copyright.
- Please also supply information or related papers in press or submitted for publication elsewhere.
The names and email addresses entered in this journal site will be used exclusively for the stated purposes of this journal and will not be made available for any other purpose or to any other party.