ISSN 1608-9693 printed version
ISSN 2078-6751 online version

INSTRUCTIONS TO AUTHORS

 

Scope and policies

All articles published by SAJHIVMED are made freely and permanently accessible online immediately upon publication, without subscription charges or registration barriers. This journal provides immediate open access to its content on the principle that making research freely available to the public supports a greater global exchange of knowledge.

Accepted manuscripts that are not in the correct format specified in these guidelines will be returned to the author(s) for correction and will delay publication.

AUTHORSHIP
An “author” is someone who has made substantive intellectual contributions to a published study. An author must take responsibility for at least one component of the work, should be able to identify who is responsible for each other component, and should ideally be confident in their co–authors’ ability and integrity. All named authors must consent to the publication of a manuscript. Authorship should be based on substantial contribution to: (i) the conception, design, analysis and/or interpretation of data, (ii) the manuscript’s drafting and/or critical revision, as well as (iii) approval of the final version to be published. All persons designated as authors should qualify for authorship, and all those who qualify should be listed.

When a large, multicenter group has conducted the work, the group should identify the individuals who accept direct responsibility for the manuscript. These individuals should meet fully the criteria for authorship defined above. When submitting a manuscript authored by a group, the corresponding author should indicate clearly the preferred citation and identify all individual authors as well as the group name.

In terms of the above, the acquisition of funding, collection of data, or general supervision of the research group alone does not constitute authorship. In addition, the involvement of any professional medical writer in publication must be declared.

CONFLICT OF INTEREST
Conflict of interest exists when an author (or the author’s institution), reviewer, or editor has financial or personal relationships that inappropriately influence (prejudice) his or her actions. Potential conflicts of interest can be related to an individual author’s commitments, project support or the commitments of editors, journal staff and/or reviewers.
Authors must declare all sources of support for the research and any association with a product or subject that may constitute conflict of interest. Any relevant competing interests of authors must be available to editors and reviewers during the review process. Similarly, all participants in the peer–review and publication process must disclose any relationships that could be viewed as potential conflicts of interest.

Editors may use information disclosed in conflict of interest and financial interest statements to help inform editorial decisions. This information will be published if the Editors believe it is important in judging the manuscript.

All competing interests that are declared will be listed at the end of published articles. Where an author gives no competing interests, the listing will read 'The author(s) declare that they have no competing interests'.

The SAJHIVMED subscribes to the International Committee of Medical Journal Editors' (ICMJE) ‘Uniform Requirements for Manuscripts’. For further information on conflicts of interests, consult the ICMJE website: www.icmje.org.

HUMAN AND ANIMAL RESEARCH
All research involving humans or animals must have been approved by the authors' institutional review board (IRB) or equivalent research ethics committee (REC). Evidence of IRB/REC approval of the research must be provided in the body of the manuscript, with the specific IRB/REC named. Authors should be able to submit, upon request, a statement from the research ethics committee or institutional review board indicating approval of the research.

Manuscripts may be rejected if the Editors believe that the research has not been carried out within an ethical framework. In some cases, the Editors reserve the right to contact the ethics committee for further information.

For research carried out on animals, authors are encouraged to comply with the “Animal Research: Reporting In Vivo Experiments” (ARRIVE) guidelines available at: www.nc3rs.org.uk as well as with local or institutional ethics approval requirements on the care and use of animals for research. A statement detailing such ethics approval and/or guidelines must be included in the manuscript.

PROTECTION OF PATIENT'S RIGHTS TO PRIVACY
SAJHIVMED's patient privacy policy is in line with the Uniform Requirements for Manuscripts of the ICMJE. Further information than that outlined below is available on their website, www.icmje.org. Study participants and patients have a right to privacy that should not be violated without informed consent. All research involving human participants to be published in this journal requires informed consent be obtained. If under any circumstances informed consent was not obtained, the reason for lack of consent needs to be explained.

In terms of the protection of patients’ rights to privacy, identifying information should not be published in written descriptions, photographs, and pedigrees unless the information is essential for scientific purposes and the patient (or parent or guardian) gives written consent for publication. In the event that any information is changed to protect anonymity, authors should provide assurance that alterations of the data do not distort scientific meaning.

For studies where patients’ right to privacy may be a concern, authors are encouraged to submit a sample of a patient consent form. This form may be required on submission on particular occasions. When informed consent has been obtained it should be indicated in the published article.

RACE/ETHNIC CLASSIFICATION
References to ethnic classification must indicate the rationale for this. For studies involving humans categorised by race/ethnicity, or other socially constructed groupings, authors should attempt to explain their choices of definitions and categories, and justify how the categories are used to interpret study results.

MANUSCRIPTS
Generally, shorter items are more likely to be accepted for publication, owing to space constraints and reader preferences.

Original articles not exceeding 3500 words, with up to 5 tables or figures/illustrations, are usually observations or research of relevance to HIV medicine. Please provide a structured abstract not exceeding 250 words, with the following recommended headings: Introduction, Methods, Results, and Discussion.
Scientific reports which include case reports/case series, side effects of drugs and brief or preliminary research findings should preferably be 1500 words or less, with 2 tables or figures/illustrations. Please provide an accompanying unstructured abstract not exceeding 150 words.
Editorials, Opinions and similar content should be approximately 1000 words and are welcome, but unless invited, will be subjected to the SAJHIVMED peer review process.
Review articles are considered, but should take the format of systematic reviews of the literature (with search strategies included) to address explicit research questions.
Letters must be marked 'for publication', signed and accompanied by a correspondence address. Letters should be no longer than 400 words with only one illustration or table.
Obituaries should be about 400 words and may be accompanied by a photograph.

 

Form and preparation of manuscripts

MANUSCRIPT PREPARATION
Refer to articles in recent issues for the presentation of headings and subheadings. If in doubt, refer to 'Uniform Requirements for Manuscripts' on the ICMJE website: www.icmje.org.

Several general principles to follow when submitting a manuscript to the SAJHIVMED:

The text of original research articles is typically divided into the following sections: Introduction, Methods, Results, and Discussion. The ICMJE ‘Uniform Requirements for Manuscripts’ outlines these sections in more detail. Other types of articles, such as case reports, reviews, and editorials, may be formatted differently.

Authors should number all of the pages of the manuscript consecutively, beginning with the title page so as to facilitate the editorial process.

Manuscripts must be provided in UK English.

Qualification, affiliation and contact details of ALL authors must be provided in the manuscript and in the online submission process.

Abbreviations should be spelt out when first used and thereafter used consistently, e.g. 'intravenous (IV)' or 'Department of Health (DoH)'.

Scientific measurements must be expressed in SI units except: blood pressure (mmHg) and haemoglobin (g/dl). Litres is denoted with a lowercase 'l' e.g. 'ml' for millilitres). Units should be preceded by a space (except for %), e.g. '40 kg' and '20 cm' but '50%'. Greater/smaller than signs (> and <) should be placed immediately preceding the relevant number, i.e. 'women >40 years of age'. The same applies to ± and °, i.e. '35±6' and '19°C'.

Numbers should be written as grouped per thousand–units, i.e. 4 000, 22 160...

Quotes should be placed in single quotation marks: i.e. The respondent stated: '...' Round brackets (parentheses) should be used, as opposed to square brackets, which are reserved for denoting concentrations or insertions in direct quotes.

General formatting. The manuscript must be in Microsoft Word or RTF document format. Text must be single–spaced, in 12–point Times New Roman font, and contain no unnecessary formatting (such as text in boxes, with the exception of Tables). Footnotes or endnotes are not accepted.

TABLES AND FIGURES
If tables or illustrations submitted have been published elsewhere, the author(s) should provide consent to republication obtained from the copyright holder.

Tables may be embedded in the manuscript file or provided as 'supplementary files'. They must be numbered in Arabic numerals (1,2,3...) and referred to consecutively in the text (e.g. 'Table 1'). Tables should be constructed carefully and simply for intelligible data representation. Unnecessarily complicated tables are strongly discouraged. Tables must be cell–based (i.e. not constructed with text boxes or tabs), and accompanied by a concise title and column headings. Footnotes must be indicated with consecutive use of the following symbols: * † ‡ § ¶ || then ** †† ‡‡ etc.

Figures must be numbered in Arabic numerals and referred to in the text e.g. '(Fig. 1)'. Figure legends: Fig. 1. 'Title...'

All illustrations/figures/graphs must be of high resolution/quality: 300 dpi or more is preferable but images must not be resized to increase resolution. Unformatted and uncompressed images must be attached as 'supplementary files' upon submission (not embedded in the accompanying manuscript). TIFF and PNG formats are preferable; JPEG and PDF formats are accepted, but authors must be wary of image compression. Illustrations and graphs prepared in Microsoft Powerpoint or Excel must be accompanied by the original workbook.

REFERENCES
Authors must verify references from the original sources. Only complete, correctly formatted reference lists will be accepted. Reference lists must be generated manually and not with the use of reference manager software.

Citations should be inserted in the text as superscript numbers between square brackets, e.g. These regulations are endorsed by the World Health Organization,[2] and others.[3,4–6]

All references should be listed at the end of the article in numerical order of appearance in the Vancouver style (not alphabetical order). Approved abbreviations of journal titles must be used; see the List of Journals in Index Medicus.

Names and initials of all authors should be given; if there are more than six authors, the first three names should be given followed by et al. First and last page, volume and issue numbers should be given. Wherever possible, references must be accompanied by a digital object identifier (DOI) link and PubMed ID (PMID)/PubMed Central ID (PMCID). Authors are encouraged to use the DOI lookup service offered by CrossRef.

Journal references:
Price NC, Jacobs NN, Roberts DA, et al. Importance of asking about glaucoma. Stat Med 1998;289(1):350–355. [http://dx.doi.org/10.1000/hgjr.182] [PMID: 2764753]
Book references:
Jeffcoate N. Principles of Gynaecology. 4th ed. London: Butterworth, 1975:96–101.
Chapter/section in a book:
Weinstein L, Swartz MN. Pathogenic Properties of Invading Microorganisms. In: Sodeman WA jun, Sodeman WA, eds. Pathologic Physiology: Mechanisms of Disease. Philadelphia: WB Saunders, 1974:457–472.
Internet references:
World Health Organization. The World Health Report 2002 – Reducing Risks, Promoting Healthy Life. Geneva: World Health Organization, 2002. http://www.who.int/whr/2002 (accessed 16 January 2010).
Other references (e.g. reports) should follow the same format:
Author(s). Title. Publisher place: publisher name, year; pages.
Cited manuscripts that have been accepted but not yet published can be included as references followed by '(in press)'.
Unpublished observations and personal communications in the text must not appear in the reference list. The full name of the source person must be provided for personal communications e.g. '(Prof. Michael Jones, personal communication)'.

PROOFS
A PDF proof of an article may be sent to the corresponding author before publication to resolve remaining queries. At that stage, only typographical changes are permitted; the corresponding author is required, having conferred with his/her co–authors, to reply within two working days in order for the article to be published in the issue for which it has been scheduled.

CHANGE OF ADDRESS
Please notify the Editorial Department of any contact detail changes, including email, to facilitate communication.

CPD POINTS
Authors can earn up to 15 CPD CEUs for published articles. Certificates may be requested after publication of the article.

CHARGES
There is no charge for the publication of manuscripts.

 

Manuscript submission

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