20th July 2008
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20th July 2008 |
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General Instructions for the Submission of a Paper to the Journal of Orthodontics
Reviewing and Editorial Process Abbreviations, Units and Registered Trademarks Permission to publish patient photographs
Guidance on Submitting Scientific Papers Consort Statement for Randomised Controlled Trials (RCTs) Statement for Systematic Reviews and Meta-analyses of Randomized Controlled Trials Organising and Submitting a Scientific Manuscript
Guidance on Submitting Clinical Papers Permitted Electronic Formats for Illustrations Organising and Submitting a Clinical Manuscript
Notes For Contributors - Journal Of Orthodontics Editor: Friedy Luther Department of Orthodontics and Child Health, University of Leeds, UK (jorthod@leeds.ac.uk)
Please be sure to review these Notes carefully and revisit them each time you submit a paper to the Journal as they may be subject to change.
The Journal of Orthodontics aims to publish high quality, evidence-based, clinically orientated or clinically relevant original research papers which are of interest to orthodontists around the world. Priority is given to reports on prospective research into different treatment methods and techniques but also systematic reviews, meta-analyses and studies which will stimulate interest in new developments. However, regular features include original papers on clinically relevant topics including clinical case reports, reviews of the orthodontic literature, editorials, book reviews, correspondence and other features of interest to the orthodontic community.
Contributions to the Journal should now be submitted online at http://jor.edmgr.com Articles submitted to the Journal of Orthodontics should comprise original, unpublished material and should not currently be under consideration for publication elsewhere.
Please click here to view the Journal Statement.
Ethics committee approval should have been granted for all studies involving human participants and a statement to this effect should be included in the paper. The Editor reserves the right to seek a copy of the authorising letter from the relevant ethics committee, or a letter from the same committee confirming ethics approval was not required.
For studies involving animals, attention is drawn to the Guide for the Care and Use of Laboratory Animals, Washington DC: National Academy Press, 1996. The editor reserves the right not to accept papers unless adherence to the principles embodied in this document is apparent. Where applicable, ethical committee approval or equivalent must have been received, and a statement made in the paper to confirm this.
Final published articles should not exceed 10 printed pages including illustrations and references. (One printed page is approximately four typed double-spaced pages using Arial 12 font.)
GENERAL INSTRUCTIONS FOR THE SUBMISSION OF A PAPER TO THE JOURNAL OF ORTHODONTICS
Articles must be submitted online at http://jor.edmgr.com
If you have not already done so, you will need to register to obtain a username and password. (Select the 'REGISTER') option from the main navigation bar at the top of the homepage.) When you register, please ensure to give complete contact details, including a full postal address for correspondence. Information on the submission procedure is provided online, but you will be asked to provide the information and files listed below. Failure to conform to these requirements may delay peer review and subsequent publication of your paper. It is important to note that the following items must be entered within the online submission form, and not included in the body of the manuscript abstract author details contributor statement (Scientific papers only) details of ethics approval (Scientific papers only) acknowledgements
For an initial submission you must upload: a Word file containing the complete paper OR a Word file containing the text, references, tables and figure captions, PLUS an individual file of each figure, prepared to the specification laid out below OR a zip file with your Word file, tables and figure captions, plus an individual file of each figure, prepared to the specification laid out below
NB: All text should be double spaced, and formatted as 12pt Arial.
Important: To preserve the anonymity of your paper through the peer review process, please ONLY enter author details when asked to during the online submission process: please do not include these within the manuscript file uploaded. REVIEWING AND EDITORIAL PROCESS You will receive automatic acknowledgement of receipt of your paper once it is correctly uploaded. Peer review is usually by two referees.Scientific articles that pass this stage will be sent for an additional statistical review before final recommendations are taken from the referees. In order to see how your paper will be assessed, follow the links below to view the reviewers' checklists: Scientific reviewer checklist Statistical reviewer checklist New Develoments reviewer checklist
Papers are considered on the understanding that they are the work solely of the author(s) stated; that they have not been published elsewhere; nor are under consideration by another periodical; and that they are subject to editorial revision. Before acceptance, papers will be refereed with regard to text, illustrations, and statistics.
Authors should be aware that scientific papers which 'pass' the initial, orthodontic review are likely to receive statistical review. Where fundamental problems are found, in the statistical review, this finding can outweigh other, positive findings. The Editor cannot enter into correspondence about papers considered unsuitable for publication.
All manuscripts accepted for publication are subject to editing by the publisher for presentation, style and grammar.
The Editor cannot enter into correspondence about papers or letters considered unsuitable for publication. Comments concerning recently published papers may be submitted via http://jor.edmgr.com. The Editor may refer any such comments to the authors. These and the authors' replies may subsequently be published, at the Editor's discretion.
ABBREVIATIONS, UNITS AND REGISTERED TRADEMARKS Abbreviations should be spelled out when first used in the text. The % sign should be used within the text. Where practical all measurements should be expressed in SI units, except for fixed appliance components. A registered trade mark should be shown by the use of as a superscript following the name. Tooth notations should conform to Zsigmondy/Palmer system (e.g. UL8, ULQ etc.) Cephalometric superimpositions should be coloured black for pre-treatment, blue for mid-treatment, and red for post-treatment Archwire measurements should be given in inches; inch should be written in full and not abbreviated. The list of authors should include all those who can legitimately claim authorship. Authorship credit should be based only on substantial contribution to: conception and design, or analysis and interpretation of data drafting the article or revising it critically for important intellectual content final approval of the version to be published.
All these conditions must be met. Participation solely in the acquisition of funding or the collection of data does not justify authorship. Each author should have participated sufficiently in the work to take public responsibility for the content relevant to their own contribution. For each submission, the Journal will require assurance of the following: a) that all authors included fulfil the criteria of authorship b) that there is no one else who fulfils the criteria but has not been included as an author It is a condition of publication in the Journal that authors assign copyright to the Journal of Orthodontics. This ensures that requests from third parties to reproduce articles are handled efficiently and consistently and will also allow the article to be as widely disseminated as possible. In assigning copyright, authors may use their own material in other publications provided that the Journal of Orthodontics is acknowledged as the original place of publication.
Authors are responsible for obtaining permission to reproduce any material or illustrations for which they do not hold the copyright. All authors must declare any financial interest in products, materials or techniques about which they publish papers in the Journal of Orthodontics.
PERMISSION TO PUBLISH PATIENT PHOTOGRAPHS If photographs of patients are used as figures in a paper, then a Permission to Publish form must be completed by each patient (and parent if appropriate) identified by a photograph, and a scanned image of the form included with the online submission. Please click here for a copy of the Permission to Publish form.
Please note: if a patient has actively refused to give permission for use of identifiable images, it is important that we are notified of this. Failure to forward information about permission to publish patient photographs will not hold up the review of your paper, but might delay publication if the paper is accepted.
NB. Hospital consent forms will be inadequate unless they give express permission to use the photographs in publications and/or research
PDF proofs are emailed to the corresponding author for checking, together with an Assignment of Copyright form which must be signed and returned to the Production Editor. Corrections, which should be confined to essential typographical amendments only, must be returned by email or post to: Journal of Orthodontics, Department of Orthodontics and Child Health, University of Leeds, Leeds LS2 9JT, UK (jorthod@leeds.ac.uk) Under Maney's open access policy, authors will now receive a PDF file of the published version of their paper. This PDF may be forwarded to co-authors without separate permission being required from the publisher.The PDF cannot be used for commercial purposes. The Journal of Orthodontics must be cited as the original source of publication and a link to http://jorthod.maneyjournals.org included with any listing. This PDF may be posted on authors' individual websites or that of their institution. Authors are entitled to make copies of the article for reasonable personal use only.
Authors may still purchase printed offprints if required; an offprint order form will be sent out to the corresponding author with their proofs. GUIDANCE ON SUBMITTING SCIENTIFIC PAPERS
Ethics committee approval should have been granted for all studies involving human participants and a statement to this effect should be included in the paper. The Editor reserves the right to seek a copy of the authorising letter from the relevant ethics committee, or a letter from the same committee confirming ethics approval was not required. Any work involving clinical research should conform to the guidelines issued in the Declaration of Helsinki, and must have received ethical committee approval; details of this should be stated in the manuscript. Authors should be aware that if their study required ethical approval but ethical approval was not obtained, then the paper will be rejected. If ethical approval was not necessary, authors will need to submit a letterfrom the Chair of a local Research Ethics Committee confirming that ethics approval was not needed.
What needs Ethics approval? (http://www.nres.npsa.nhs.uk) The National Research Ethics Service (NRES; formerly COREC) currently states that ethical advice from the appropriate NHS REC is required for any research involving:
A. Patients and users of the NHS. This includes all potential research participants recruited by virtue of the patient or user's past or present treatment by, or use of, the NHS. It includes NHS patients treated under contracts with private sector institutions; B. Individuals identified as potential research participants because of their status as relatives or carers of patients and users of the NHS, as defined above; C. Access to data, organs or other bodily material of past and present NHS patients; D. Fetal material and IVF involving NHS patients; E. The recently dead in NHS premises; F. The use of, or potential access to, NHS premises or facilities; and G. NHS staff - recruited as research participants by virtue of their professional role. [GAfREC paragraph 3.1]
NB Whilst reference is made to the UK NHS, authors submitting material to the Journal of Orthodontics must appreciate that similar guidance is in place around the world. See for example:
Committee of Publication Ethics http://www.publicationethics.org.uk/cope1999/gpp/gpp_study.phtml [A2]
World Association of Medical Editors: Recommendations on Publication Ethics Policies for Medical Journals http://www.wame.org/pubethicrecom.htm [A3]
NB. Authors must be aware of the regulations as they apply in their own country. However, currently in England, Wales and Northern Ireland, for example, studies involving patients' x-rays (even if anonymised) will require ethical approval. Work involving extracted teeth also requires approval. The same may apply elsewhere. You may also wish to refer to:
Human Tissue and Biological Samples for use in Research - Operational and Ethical guidelines
For studies involving animals, attention is drawn to the Guide for the Care and Use of Laboratory Animals, Washington DC: National Academy Press, 1996. The editor reserves the right not to accept papers unless adherence to the principles embodied in this document is apparent. Where applicable, ethical committee approval or equivalent must have been received, and a statement made in the paper to confirm this.
For further information, please see: National Research Ethics Service (NRES; formerly COREC) http://www.nres.npsa.nhs.uk/applicants/help/faqs.htm
World Medical Association Declaration of Helsinki (PDF) http://www.wma.net/e/policy/b3.html [A6]
Luther, F. Publishing without ethical approval. J Orthod 2005, 32: 2. If you are unsure whether your study is research or audit, the following guidance is helpful: http://www.nres.npsa.nhs.uk/applicants/help/guidance.htm#audit
CONSORT STATEMENT FOR RANDOMISED CONTROLLED TRIALS (RCTs) Please report RCTs in accordance with the CONSORT (Consolidated Standards of Reporting Trials) statement. Reports of RCTs should include a completed CONSORT checklist and flowchart of participants in the trial. This ensures that you provide enough information for editors, peer reviewers, and readers to see how the trial was performed and to judge whether the findings are likely to be reliable. Authors should review the CONSORT Statement at: http://www.consort-statement.org/Statement/revisedstatement.htm See the CONSORT statement revised recommendations for improving the quality of reports of parallel-group randomized trials, at: http://www.consort-statement.org/ Guidance can also be found in: JAMA Instructions for Authors: Checklist of Items to Include When Reporting a Randomized Trial. JAMA 2003; 291:125 http://jama.ama-assn.org/cgi/content/full/291/1/125/DC4 All manuscripts that are reports ofreviews (including meta-analyses) should be submitted with a structured abstract of no more than 250 words under the following headings:Objectives; Data sources; Data selection; Data extraction; Data synthesis; Conclusions.
QUOROM STATEMENT FOR SYSTEMATIC REVIEWS AND META-ANALYSES OF RANDOMIZED CONTROLLED TRIALS Please report these in accordance with the QUOROM (Quality of Reporting of Meta-analyses) statement (Moher D, Cook DJ, Eastwood S, Olkin I, Rennie D, Stroup DF, for the QUOROM Group. Improving the quality of reports of meta-analyses of randomized controlled trials: the QUOROM statement. Lancet 1999; 354:1896-1900.http://www.thelancet.com)
For further information on QUOROM, please visit www.consort-statement.org/index.aspx?o=1065
CONTRIBUTORS
One or more of these contributors are listed as guarantors of the paper. The guarantor must provide us with a written statement that he or she accepts full responsibility for the conduct of the study, had access to the data, and controlled the decision to publish.
Researchers must determine among themselves the precise nature of each person's contribution, and we encourage open discussion among all participants. Worked example: Contributors: Kevin O'Brien was responsible for study design; obtaining funding; logistic, administrative, and technical support and data interpretation; drafting, critical revision, and final approval of the article. Jean Wright was responsible for recruitment of participants and data collection; analysis; and drafting, critical revision, and final approval of the article. Kevin O'Brien is the guarantor. ORGANISING AND SUBMITTING A SCIENTIFIC MANUSCRIPT The abstract, authors, keywords, contributor statement, details of ethics approval, and acknowledgements are entered separately as part of the online submission procedure, and should not be included in the manuscript to be uploaded Structured abstract: max. 250 words. This must be intelligible without reference to the text or to literature references. It should be presumed that the reader has some knowledge of the subject but has not read the paper - therefore the abstract should stand alone. A sample abstract is available here for guidance.
Keywords: please supply up to five words or phrases, to be used as an aid to coding and indexing.
Acknowledgements: sources of support, for example in the form of grants, should be included where relevant.
For a paper to make its point well to readers it is important that it has a clear focus and is as simple and readable as possible. Authors are strongly advised to conform to the following guidance as this structure has been found to get the message across most effectively: Introduction: keep this short (2-3 paragraphs); Method/Subjects and Materials: avoid going beyond 6-7 paragraphs; Results: avoid going beyond 6-7 paragraphs (excluding tables, graphs etc); Discussion: avoid more than 6 paragraphs; Conclusions: should sum up the key points or take-home message.
A paragraph is usually considered to be roughly 5-7 sentences. Another good source of guidance is to review recent issues of the Journal for an idea of how papers have been published previously.
Introduction Keep this short (2-3 paragraphs). This should contain a brief literature review that should only address literature that is directly relevant to the paper.It should not be exhaustive.The hypothesis of the study must be clearly stated together with clear aims.
Material and Methods Avoid going beyond 6-7 paragraphs. This section should contain the outline of the materials and methods used in the study.This should be sufficiently detailed to allow duplication of the study.It is essential that the statistical methods used should be detailed in this section.
Results Avoid going beyond 6-7 paragraphs (excluding tables, graphs etc). The results should be presented clearly in the text or by tables and figures.Authors are encouraged to provide graphical illustrations of their results, but this should not be repeated in tables or in the text. On occasion, consideration can be given to placing further data on the web via the online version of the Journal. If this is the case it should be highlighted in the text to direct readers appropriately; tables should be appropriately labelled and should be able to 'stand alone' i.e., the table, appropriately labelled together with the legend, should make sense to the reader without having to refer to the text.
Discussion Avoid more than 6 paragraphs. The author should interpret the results of the study in this section. This may include a brief review of the results, but this should not repeat the results section. This section should be organised as follows: what you found; weaknesses of the study; strengths of the study; context (i.e. how it fits in with regard to other work); implications for clinical practice; the bottom line/take home message.
Conclusions These should sum up the key points and should be outlined using bullet points which should relate directly to your original aims, and/or the main message of your work.
References References must be in the Vancouver style. They should be numbered in the order in which they appear in the text, and these numbers should be inserted as superscripts each time the author is cited (eg Jones3-5 reported similar findings). At the end of the article the full list of references should give the names and initials of all authors unless there are more than six, in which case only the first three should be given followed by et al. The authors' names are followed by the title of the article; the title of the journal abbreviated according to the style of Index Medicus and Index to Dental Literature. These can be found at: http://www.nlm.nih.gov/tsd/serials/terms_cond.html (see PDF: List of Serials Indexed for Online Users, 2004); the year of publication; the volume number; the first and last page numbers in full.
Titles of books should be followed by the place of publication, the publisher, and the year.
For further information, see http://www.icmje.org/index.html
Examples:
Articles:
Becker A, Shapira J, Chausha S. Orthodontic treatment for disabled children: A survey of patient and appliance management. J Orthod 2001; 28:1 45-52.
Books: Graber TM, Neumann B. Removable Orthodontic Appliances. 2nd edn. Philadelphia: WB Saunders. 1984.
Chapters in books: Baumrind S.The decision to extract: preliminary findings from a prospective clinical trial. In McNamara Jr JA, (ed). Orthodontic Treatment: Outcome and effectiveness. Craniofacial Growth Series. Ann Arbor Center for Growth and Development, The University of Michigan, 1995. pp 113-38.
Tables Tables should not include any ruled lines. Tables should be comprehensible without reference to the text. All tables and illustrations must be referred to in the text.The title of each table should be self-explanatory.
When cephalometric data are presented, we advise that the number of variables included should be kept to a minimum. If authors wish to provide a large amount of cephalometric data, these may be included as an appendix to the paper when it is published on the Journal website.
Illustrations Illustrations should be kept to a reasonable number and must be in electronic format.
Figure Legends. The legends for illustrations and where appropriate for tables, should be typed in double spacing, on a separate page at the end of the manuscript. Legends should improve the understanding of illustrations and tables. Please ensure that all figures are labelled 'Figure 1', etc. for easy identification by editorial staff. GUIDANCE ON SUBMITTING CLINICAL PAPERS
Colour illustrations will be acceptable where their use makes a significant contribution to the value of the paper, and will be published at the Editor's discretion. Illustrations accompanying clinical cases must be of high quality and should demonstrate complete records. Where intra-oral views are included, these must be photographic records of the actual intra-oral tissues and teeth themselves - photographs of study models are not adequate alternatives. Cases which are not sufficiently well illustrated either because of poor quality images or incomplete records (regardless of their written content) will be rejected without review. PERMITTED ELECTRONIC FORMATS FOR ILLUSTRATIONS For initial submissions, images should be embedded within a Word or PowerPoint document. Images (up to six per page) should be numbered and with legends. The legends for illustrations should be typed in double spacing, on a separate page at the end of the manuscript. Legends should improve the understanding of illustrations. All figures must be appropriately labelled 'Figure 1, Figure 2,' etc. for easy identification by editorial staff. Images must be adequately cropped to remove all superfluous material and optimal natural colour, brightness and contrast should have been achieved. For those papers which proceed beyond the initial review stage, authors will be required to resubmit all figures as individual image files. For the resubmission of images, TIFF or high quality JPEG is the preferred format, with 300 dpi minimum for colour, black and white tonal or line/tone images, and 1200 dpi for black and white line drawings. Images must be named as the exact figure number, and appropriate legends included at the end of the body of the manuscript. For sub-figures, these should be labelled consecutively (Figure 1a, Figure 1b, etc.), in the order in which they are to appear. Intra-oral figures should be ordered as follows: right buccal occlusion; anterior occlusion; left buccal occlusion; upper occlusal; lower occlusal. Please note: high quality illustrations are essential where needed in case presentations and case reports. Failure to supply high quality and/or complete results may result in rejection subsequent to passing the initial review stage. ORGANISING AND SUBMITTING A CLINICAL MANUSCRIPT The sections of the manuscript should be arranged and submitted in the following order. It is valuable for authors to refer to other recent issues of the Journal for an idea of how papers have been published recently.
The abstract, list of authors, keywords, and acknowledgements are entered separately as part of the online submission procedure, and should not be included in the manuscript to be uploaded. All authors must declare any financial interest in products, materials or techniques about which they publish papers in theJournal of Orthodontics.
A basic Clinical manuscript should include, by way of structured presentation and interpretation: a short abstract: 3-4 sentences; up to 5 keywords or key-phrases; introduction: keep this short (2-3 paragraphs) ; aim or aims, if appropriate. Again, keep this short; usually 1-3 sentences; a description of the procedure, technical information or case/cases. Keep this succinct and aim not to exceed 6 paragraphs; discussion: Avoid more than 6 paragraphs. Describe what your work has shown, and any strengths or weaknesses. If appropriate, explain how your work fits in with or compares with others; conclusions: These should sum up the key points. They should relate directly to your original aims, and/or the main message of your work.
For Case Reports, it may be useful to present the case material under the following headings:
History Assessment E.g. Extra-oral Assessment, Intra-oral assessment, Radiographic assessment, AetiologyTreatment E.g. Aims of treatment, Treatment plan and rationale, Treatment progress
NB: Case reports highlighting unusual events will require a different structure, but it is not possible to give exhaustive advice here.
For case reports, please note the Journal conventions on tooth notation and cephalometric superimposition, listed here
For Clinical Techniques or Case presentations, it may be useful to include an Aims section giving a definition of the clinical case or technique, using appropriate subheadings as needed.
References References must be in the Vancouver style. They should be numbered in the order in which they appear in the text, and these numbers should be inserted as superscripts each time the author is cited (eg Jones3-5 reported similar findings). At the end of the article the full list of references should give the names and initials of all authors unless there are more than six, in which case only the first three should be given followed by et al. The authors' names are followed by the title of the article; the title of the journal abbreviated according to the style of Index Medicus and Index to Dental Literature. These can be found at: http://www.nlm.nih.gov/tsd/serials/terms_cond.html. (see PDF: List of Serials Indexed for Online Users, 2004); the year of publication; the volume number; the first and last page numbers in full.
Titles of books should be followed by the place of publication, the publisher, and the year.
For further information, see http://www.icmje.org/index.html
GUIDANCE ON SUBMITTING CURRENT PRODUCTS & PRACTICE PAPERS
The abstract, list of authors, keywords, and acknowledgements are entered separately as part of the online submission procedure, and should not be included in the manuscript to be uploaded.
All authors must declare any financial interest in products, materials or techniques about which they publish papers in the Journal of Orthodontics.
Articles in this section should provide the reader with a contemporary view on a new product or practice. It is suggested that the following sections are used:
Introduction This should describe why this product or practice is relevant to contemporary orthodontics and provide a brief overview of directly relevant literature in the area.
Description of current product or practice The product or practice should be concisely and clearly described, using photos or diagrams if appropriate. The potential advantages, as well as disadvantages, should be discussed. If appropriate contact details of manufacturers should be provided. If appropriate, costs should be provided in euros. If website addresses are provided the date of the last time they were accessed by the author(s) should be provided. If relevant, comparisons to other similar products or practice should be provided. Tables may be useful but should be kept simple and concise, e.g. Juggins, J Orthod 2006; 33(1): 62-66. Tables covering multiple, consecutive pages are not acceptable.
Discussion The potential impact on future clinical practice and research should be discussed if relevant.
Conclusions A brief bullet-point summary should be provided as part of the conclusion.
References References should follow the journal style.
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