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Author Guidelines

MANUSCRIPT SUBMISSION GUIDELINES FOR AUTHORS 

PART 1

SUBMISSION OVERVIEW 

 
 1.1Submission Components 
 1.2Formatting 
    
PART 2SUBMISSION DETAILS 
 2.1Cover letter 
 2.2Manuscript 
    
PART 3TYPES OF ARTICLES ACCEPTED 
 3.1Original Research 
 3.2Reviews & Clinical Practice 
 3.3Case & Elective Reports 
 3.4News & Letters 
 3.5Commentaries 
 3.6Interviews 

Contact Email:  contact@uojm.ca

The University of Ottawa Journal of Medicine (UOJM) is a student-run medical journal. We provide medical and graduate students with in-depth exposure to the process of scientific inquiry and to various forms of academic writing. We welcome student submissions from a variety of areas, including: original research, review articles, news & commentary, case reports and opinion pieces. It is not necessary for authors to be students at the University of Ottawa and no preference is given. Articles may be accepted for publication online and/or in print.


PART 1: SUBMISSION OVERVIEW

Please note, the Editors reserve the right to return manuscripts that are not in accordance with the instructions outlined below.


1.1 SUBMISSION COMPONENTS


 

1.2 FORMATTING

UOJM recommends using the UOJM manuscrpt template  to ensure all formatting is compliant with our guidelines. The template is available online at uojm.ca/submissions

All manuscripts must adhere to the following:

    • All text documents should be submitted as Microsoft Word documents (both .doc or .docx files are acceptable). Please do not submit PDF files.
    • The font should be “Times New Roman”, size 12.
    • Text should be double-spaced throughout the manuscript.
    • Each page in the manuscript document must be numbered.
    • Each page in the manuscript document must include continuous line numbers, including abstract and references.
      • In Microsoft Word, select the “Layout” tab and click on “Line Numbers”. From the drop-down menu, select “Continuous”.


PART 2: SUBMISSION DETAILS

2.1 COVER LETTERS

Cover letters must include the following information:

    • The name, address, phone and e-mail address of the corresponding authors. If the corresponding author is a student, the school’s name and graduating year should be stated (e.g. University of Ottawa, Class of 2013)
    • Objectives of the study
    • Brief description of the main findings and implications of the results
    • Authors should certify that all co-authors have read the final version of the manuscript and participated in the study substantially
    • Authors must certify that patient consent has been obtained for any patient data included in the submitted work
    • Authors must confirm that the manuscript has not been accepted elsewhere for publication
    • All conflicts of interest and financial sources must be disclosed, including agency name and country, and grant name when appropriate
    • Please see “Sample cover letter.pdf” on the UOJM website (uojm.ca)
    • Letters should not exceed 1.5 pages.
    • .doc or .pdf file formats are accepted
  • Note: when uploading the cover letter as a supplementary file on OJS, make sure that "Present file to reviewers" is unchecked to ensure your identity is not revealed.
 

 

2.2 MANUSCRIPT

To ensure masking of authors’ identities in the double-blinded peer review process, please DO NOT include names of the authors or other identifiers in the manuscript text upon initial submission. If author-identifying information is present within the text, it will be sent back to author for revision. 

 

The manuscript should include the following components in the order listed:

2.2a Title Page

The title page should include the following:

      • Title of manuscript
      • Word count for the abstract
      • Word count for the manuscript (not including abstract, references, figure legends and tables)

2.2b Abstract

Abstract should be structured in the following order: objectives, methods, results and conclusions. Note that abstracts are not essential for case reports, newsletters, or commentaries, but recommended if possible.

2.2c Text

For research articles, content should be arranged in the following order:

      • Introduction
      • Methods
      • Results
      • Discussion
      • Conclusion
      • Legends for figures and tables

 In-Text Citations:

      • In-text citations should be formatted as demonstrated in the following example:
        • Smoking cessation is a beneficial intervention for patients with COPD [1].
      • When a sentence references multiple sources, please place all citations at the end of the sentence as demonstrated in the following example:
        • According to several studies, smoking cessation is a beneficial intervention for patients with COPD [1,3-5].

2.2d Acknowledgements

This section is to acknowledge the people, organizations and other support sources for the manuscript. For editorial purposes, acknowledgements should be written and uploaded on a separate document to ensure masking in the peer review process.

2.2e References

References should be numbered and placed in the order in which they appear in the article. Do not arrange references alphabetically. Please format the references exactly as below.

Articles:

Manolios N, Geczy CL, Schrieber L. High endothelial venule morphology and function are inducible in germ-free mice: a possible role for interferon-gamma. Cell Immunol. 1988;117(1):136-51.

Books:

Phillips SJ, Wisnant JP, Norman IJ, et al. Hypertension and stroke. In: Laragh JH, Brenner BM, eds. Hypertension: Pathophysiology, Diagnosis, and Management. Vol 2. 2nd ed. Albany, NY: Raven Press; 1995. 465-78 p.                                  

Websites:

Smith AA. Physiology of the Heart [Internet]. Ottawa (ON): University of Ottawa, Department of Medicine; 2009 Dec 31 [updated 2010 Dec 31; cited 2011 Jun 30]. Available from: http://www.domainname.com/.

Note: If citations contain more than six authors, list the first three authors followed by “et al.”

Please refer to the following website for complete referencing instructions and instructions for other types of sources: http://www.ncbi.nlm.nih.gov/bookshelf/br.fcgi?book=citmed

2.2f FIGURES, TABLES AND PICTURES

Figures, tables and pictures should be included at the end of the document after References. They should NOT be embedded within the text.

Figures, tables and pictures which do not display correctly within the word document can be attached as separate image files. Figures, tables and pictures must be available upon request of the editor as images for final copies. All images must be at least 300 dpi in resolution.

Subfigures within a figure should be labelled with capitalized alphabets, in the order in which they are presented in the Results.

2.2g Legends for figures/tables

Figures & tables should be numbered in the order that they appear in the text. Their titles should be included in the figure legends and not in the figures. Abbreviations should be defined.


PART 3: TYPES OF ARTICLES ACCEPTED


3.1               ORIGINAL RESEARCH

  • Definition: reports of original research conducted by students in areas of: basic science, clinical/translational research, and epidemiology
  • Goal: present a research question, the study design used to investigate the question, the main findings and interpretation of findings for a general medicine audience
  • Components: abstract, introduction (including research question and hypothesis), materials and methods, results, discussion, acknowledgements, references, disclaimers, and tables and figures
  • Abstract should be divided into the following headings: Objective, Methods, Results, Conclusion (<250 words)
  • < 3000 words excluding abstract, figures, tables, references

  

3.2              REVIEW & CLINICAL PRACTICE

 

  • Goal: to critically review a body of literature, identify gaps and limitations in the current research or clinical guideline, and suggest future directions or clinical practice recommendations
  • Specific Components: abstract, citation selection criteria, data sources that are as current as possible, tables and figures are recommended, references
  • It is the author’s responsibility to ensure the work of others is reported in an accurate fashion and controversial ideas are discussed objectively and impartially
  • A review should summarize a broad scope of work as opposed to predominantly that of a single research group
  • < 3000 words excluding abstract, tables, figures, references

  

3.3              CASE & ELECTIVE REPORTS

 

3.3a    Case Report

  • Definition: describes a notable clinical encounter with unique features
  • Goal: provide an overview of a previously unreported or rare: clinical condition, observation of recognized disease, use of imaging or diagnostic tests, treatment of a recognized disease, or complications of a procedure
  • Components: introduction to case, history of presenting illness, relevant signs and symptoms, diagnostic tests, discussion of potential treatment modalities, definitive diagnosis, pathophysiology of condition, aspects of its presentation and history, and ethical issues if applicable
  • Requirements:
    • Obtained fully informed, voluntary and written consent to publish the material from the patient and that it will be made available to UOJM (see UOJM patient consent form).
    • At least one author is the patient's attending physician
    • Advised the patient that their name and initials are not included in the manuscripts and that I have taken efforts to conceal their identity, but that anonymity cannot be guaranteed and someone may recognize them, especially if there are images with distinctive body markings.
    • Advised the patient that the materials published in UOJM may be reproduced in other works in print or digital form and made available to the general public.
    • Advised the patient that once the manuscript is accepted, their consent cannot be revoked.
    • If a different patient consent form is used, authors must agree to the terms outlined in Declaration of Informed consent 
  • < 1500 words
  • Example of a case report can be found at BMJ (http://casereports.bmj.com/content/2011/bcr.02.2011.3836.full)

 

3.3b     Elective Reports

  • Definition: a summary of a student’s  reflections and impressions of his or her experience during an elective
  • Goal: increase student exposure to a variety of medical specialties locally and internationally, highlight clinical experiences and communicate feedback regarding the program
  • < 1000 words

 

 

3.4              NEWS AND LETTERS

These submissions do not require abstracts

3.4a    News Articles

  • Highlight current events relevant to science and medicine covering a range of topics including: medical policy & economics, discoveries & innovations in medicine, technological advances and medical education
  • < 1000 words


3.4b     Letter to the Editor

  • Meant for readers to express their opinion in response to any articles published in past issues
  • < 500 words
 

 

3.5              COMMENTARIES

  • Commentaries are a non-technical platform for intellectual dialogue and analysis that can address any noteworthy topic in medicine, public health, research, ethics, health policy, health law, etc. through a variety of means: perspectives, book review, policy forum, opinion pieces
  • Can be subjective by drawing on personal experiences or objective by referring to published data but do not contain primary data
  • A 75-100 word abstract is required, but not included in the total word count

 

3.5a     Perspective

  • Discuss recent news and developments relevant to medicine  (policies, economics, scientific discoveries & innovations, technological advances, education, etc.), explaining its potential significance
  • Can express a personal viewpoint
  • < 2000 words

 

3.5b     Opinion Pieces

  • A personal, anecdotal, and thought-provoking view on controversial issues surrounding science and medicine faced by medical students, residents, practicing physicians, policymakers, and recipients of health care
  • Designed to target a wide audience including readers from non-medical disciplines
  • < 1500 words
 

3.6           INTERVIEWS

  • Definition: Q&A style report highlighting the successful career of a medical professional or scientist who has contributed significantly to their field
  • Goal: describe the individual's contributions to their field, their educational and professional background, reflections on their experiences, and advice for students interested in pursuing a similar career
  • Note: All interviews require pre-approval by the Editors-in-Chief (contact@uojm.ca) prior to submission.
 
 

 

 

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.

  1. 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).
  2. The submission file is in Microsoft Word document (.doc, .docx) file format.
  3. The text is double-spaced; uses a 12-point font; and all illustrations, figures, and tables are placed at the end of the text
  4. The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  5. If submitting to a peer-reviewed section of the journal, the instructions in Ensuring a Blind Review have been followed.
  6. Cover letter is uploaded as a supplementary file
 

Copyright Notice

  1. Authors publishing in the UOJM retain copyright of their articles, including all the drafts and the final published version in the journal.
  2. While UOJM does not retain any rights to the articles submitted, by agreeing to publish in UOJM, authors are granting the journal right of first publication and distribution rights of their articles.
  3. Authors are free to submit their works to other publications, including journals, institutional repositories or books, with an acknowledgment of its initial publication in UOJM.
  4. Copies of UOJM are distributed both in print and online, and all materials published will be in the public domain. The journal holds no legal responsibility as to how these materials will be used by the public.
  5. Please ensure that all authors, co-authors and investigators have read and agree to these terms.

 

 

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