OPERATIONAL DIRECTIVE 2081 BS (2024 AD)

Journal of Nepal Medical Association

Since it is desirable to ensure the quality of scientific publications along with the improvement of awareness, knowledge, and skill enhancement in scientific writing and publication, the Nepal Medical Council issued the following directive.

1. Short title and commencement

• 1.1. The name of this directive is “Operational Directive on Journal of Nepal Medical Association, 2081”.
• 1.2. The directive shall come into effect 35 days after the approval by NMA executive committee.

2. Definitions

In this directive, unless the subject or the context leads to mean otherwise:

• 2.1. "Nepal Medical Association" shall mean the association established on February 20, 1951 (2007 Falgun 20 BS).
• 2.2. "Journal of Nepal Medical Association" shall mean the journal established in accordance with the Constitution of the Nepal Medical Association.
• 2.3. "Nepal Medical Association Executive Committee" shall mean the current committee comprising the elected representatives of the Association.
• 2.4. "JNMA Advisors" shall mean the experts designated to provide strategic advice to the Editorial Board and the Editor-in-Chief.
• 2.5. "JNMA Editor Emeritus" shall mean the honorary position conferred upon a retired Editor-in-Chief.
• 2.6. "Editor-in-Chief" shall mean the leader of the Editorial Board and the primary authority responsible for directing the publication of the JNMA journal and overseeing various operational activities.
• 2.7. "JNMA Editorial Board" shall mean the board of experts constituted to provide guidance and support to the Editor-in-Chief.
• 2.8. "JNMA International Editors" shall mean foreign editors and experts qualified to provide support to the journal.
• 2.9. "Editorial Technical Working Group (ETWG)" shall mean the group responsible for technical operations, including digital media, editing, and distribution of the journal.

3. Objectives of the Journal of Nepal Medical Association

• 3.1. Publication: JNMA enhances scientific understanding in medical science by presenting evidence-based data, methodologies, interpretations, and insight about medical science, knowledge, policies, regulations, and practices.
• 3.2. Translation of research to practice: JNMA will help translate scientific discoveries into actionable recommendations for healthcare providers and policymakers of Nepal.
• 3.3. Education and training: JNMA will contribute to the education and training of researchers, health professionals, and students for conducting and publishing high-quality research in the country.

4. Editorial

The editorial will consist of the following:

• 4.1.1. Editorial Emiriti
• 4.1.2. Editorial Advisors
• 4.1.3. Editor in Chief
• 4.1.4. Editorial Board
• 4.1.5. Editorial Technical Working Group: The JNMA editor-in-chief will appoint this group under the following subheadings:
  • 4.1.5.1. Deputy editor-in-chief
  • 4.1.5.2. Managing editor
  • 4.1.5.3. Executive editors
  • 4.1.5.4. Section editors
  • 4.1.5.5. Copy editors
  • 4.1.5.6. PEER reviewers

5. Roles and Responsibilities

5.1. Editorial Emiriti:

• 5.1.1. Offer advice and guidance to the editorial board based on historical knowledge and experience.
• 5.1.2. Serve as a mentor to the current editorial team.
• 5.1.3. Participate in special projects or committees when requested.
• 5.1.4. Provide institutional memory and continuity to the editorial operations.

5.2. Editorial Advisors:

• 5.2.1. Offer specialized knowledge and insights to guide the editorial direction.
• 5.2.2. Advise on emerging trends and topics within the field.
• 5.2.3. Assist in identifying potential authors, reviewers, and contributors.
• 5.2.4. Review and provide feedback on editorial policies and initiatives.

5.3. Editor in Chief:

• 5.3.1. Oversee the editorial process and content development of JNMA publications and JNMA knowledge.
• 5.3.2. Set the editorial calendar and strategic vision for the publication.
• 5.3.3. Coordinate with authors, reviewers, and contributors.
• 5.3.4. Ensure the quality and integrity of published content.
• 5.3.5. Manage the editorial board and staff.
• 5.3.6. Represent the publication in professional and public forums.
• 5.3.7. Develop ToR of Deputy Editor-in-Chief.

5.4. Editorial Board:

• 5.4.1. Review and recommend submissions for publication.
• 5.4.2. Provide input on editorial policies and initiatives.
• 5.4.3. Assist in identifying emerging areas of interest for the publication.
• 5.4.4. Promote the publication within their professional networks.
• 5.4.5. Serve as ambassadors for the publication at conferences and events.
• 5.4.6. The editorial board will appoint provincial coordinators who will develop a provincial team of executive editors, section editors, copy editors, and PEER reviewers to support the activities of ETWG.

5.5. Editorial Technical Working Group:

• 5.5.1. Manage the publication of issues and JNMA knowledge.
• 5.5.2. Develop and implement technical solutions for content management.
• 5.5.3. Ensure the publication's adherence to technical standards.
• 5.5.4. Troubleshoot technical issues related to content production and distribution.
• 5.5.5. Collaborate with editorial staff on innovations in publishing technology.

5.6. Deputy Editor-in-Chief:

• 5.6.1. Will be responsible for all activities related to JNMA publication and JNMA knowledge.
• 5.6.2. Will develop and amend the ToR of Managing Editors and endorse by the Editor in Chief.
• 5.6.3. Will report to Editor-in-Chief.

5.7. Managing Editor:

• 5.7.1. Will be responsible for all activities related to JNMA publication and JNMA knowledge.
• 5.7.2. Will develop and amend the ToR of associate editors, section editors, and copy editors, and will be endorsed by the editor-in-chief.
• 5.7.3. Will report to Editor-in-Chief and Deputy Editor-in-Chief.

5.8. Associate Editor:

• 5.8.1. Will be responsible for coordinating and performing desk review, assigning PEER review, communicating with authors through section editors, formatting, proofreading, and publication.
• 5.8.2. Will be responsible for activities related to JNMA knowledge.
• 5.8.3. Will report to the managing editor.

5.9. Section Editor:

• 5.9.1. Will be responsible for performing desk review, assigning PEER review, communicating with authors, formatting, proofreading, and publication.
• 5.9.2. Will be responsible for activities related to JNMA knowledge.
• 5.9.3. Will report to the managing editor and the executive editors.

5.10. Copy Editor:

• 5.10.1. Will be responsible for copyediting.
• 5.10.2. Will report to the section editor.

6. Journal publication

• 6.1. Each issue will be published monthly and numbered consecutively.
• 6.2. Volume number will be labeled as per consecutive year.
• 6.3. The journal will provide author guidelines endorsed by the editorial board.
• 6.4. The journal will conduct a desk review as per the guidelines endorsed by the editorial board.
• 6.5. The journal will conduct a PEER review as per the PEER review guideline endorsed by the editorial board.
• 6.6. The journal will be formatted as per the formatting guidelines endorsed by the editorial board.
• 6.7. The sections in the publication will be determined by the Editorial Technical Working Group.
• 6.8. The article selection, acceptance or rejection and publication will be done by the Editorial technical working group.

7. Meetings

• 7.1. Editorial board meetings will be held once every three months and as needed. The meeting will require 51% participation via online and or physical presence for making decisions.
• 7.2. However, for information sharing, any number of participants can run a meeting, but the information should be made available to all via recording or electronic media.
• 7.3. A meeting of the advisory board and editor Emeriti should be conducted once a year.
• 7.4. Editorial technical working group will meet as required.

8. Appointment and termination

8.1. Editorial advisory:

• 8.1.1. Will be appointed by the NMA Executive Committee.
• 8.1.2. The appointment will be for two years.
• 8.1.3. Term can be renewed as long as the advisor wants to contribute.
• 8.1.4. Position can be terminated by the NMA executive committee with one month's notice or immediately if proven misconduct.

8.2. Editorial Emiriti:

• 8.2.1. This position will be an honorary position after retirement from the editor-in-chief.
• 8.2.2. The accreditation will be given by NMA for lifelong.
• 8.2.3. This position cannot be terminated.

8.3. Editor in Chief:

• 8.3.1. This position will be appointed by the NMA executive committee.
• 8.3.2. The appointment will be for two years.
• 8.3.3. The term can be extended for not more than one term without interruption.
• 8.3.4. Position can be terminated by the NMA executive committee with one month's notice or immediately if proven misconduct.

8.4. Editorial board:

• 8.4.1. This will be recommended by the editor-in-chief and endorsed by the NMA executive committee.
• 8.4.2. The appointment will be for two years.
• 8.4.3. The term can be extended for not more than one term without interruption.
• 8.4.4. The reformation of the editorial board would require at least 50% members from the previous committee.
• 8.4.5. The position can be terminated by the NMA executive committee on written information of the Editor-in-Chief with one month's notice or immediately if proven misconduct.

8.5. Editorial Technical Working Group:

• 8.5.1. Members of this committee will be appointed by the editor-in-chief.
• 8.5.2. The committee will dissolve upon completion of the term of the editor-in-chief.
• 8.5.3. The member of the committee will be eligible to continue without any limitation with the next editor-in-chief upon approval of the new editor-in-chief.

8.6. International editors:

• 8.6.1. Members of this committee will be appointed by the editor-in-chief.
• 8.6.2. The committee will dissolve upon completion of the term of the editor-in-chief.
• 8.6.3. The member of the committee will be eligible to continue without any limitation with the next editor-in-chief upon approval of the new editor-in-chief.

9. Administration

• 9.1. A full-time research officer will be appointed to facilitate all administrative and technical aspects related to JNMA publication and JNMA knowledge.
• 9.2. The ToR of the research officer will be developed by the deputy editor-in-chief and will be approved by the editor-in-chief.
• 9.3. All financial transactions will be as per the norms of NMA.
• 9.4. The annual budget and annual plan will be presented before each fiscal year.
• 9.5. An annual report will be submitted to NMA at the end of each fiscal year.
• 9.6. Third-party support will be taken for designing, managing software, coding, and the required technical aspects.

10. Data safety and access

• 10.1. The password of the official email will be available to the editor-in-chief and managing editors.
• 10.2. A password for full access as journal manager of the online system will be available to the editor-in-chief, deputy editor-in-chief, and managing editors.
• 10.3. A password for access as a journal editor of the online system will be available to executive editors.
• 10.4. A password for access as a section editor for the online system will be available to section editors.
• 10.5. A password for access as a guest editor for the online system will be available to copyeditors.
• 10.6. All passwords will be saved safely in the cloud (online), and a hard copy will be sealed and stored in the JNMA office.
• 10.7. The third party will have access as required by their work specification.
• 10.8. Change of password can only be done by the editor-in-chief.
• 10.9. Data will be stored in a reliable server.

11. Blacklisting

• 11.1. Any misconduct by the author, if proven, will be blacklisted for 1 year for the first time and lifelong if it is on the second instance.
• 11.2. The misconduct will be determined by a committee formed under the deputy editor-in-chief.
• 11.3. A standard international and national guideline regarding publication ethics will be followed.

12. Amendment

• 12.1. Amendments in the directive can be made by the NMA executive committee following a report presented by a committee formed under the editor-in-chief, including members of the editorial board.
• 12.2. Amendment in guidelines can be done by the Editorial Technical Working group with the endorsement of the editorial board.