Instructions FOR authors

Summary of requirements and preparation of manuscripts

All articles must be submitted in hard copy form (as described below), and if possible on computer disc in the form of a word processor file (please state type used), or as a file attachment by e-mail to the Editor (address below).  Submit two copies of the manuscript on A4 white bond paper. margins should be at least 2.5 cm.  Authors are advised to retain a copy of all material submitted. Type manuscripts double-spaced throughout on one side of the paper only. Number pages consecutively commencing with the title page.

Begin each manuscript component on a new page in the following sequence:

• Title page
• Abstract and key words
• Introduction
• Materials and methods
• Results
• Discussion
• Conclusions
• Acknowledgments
• References
• Tables
• Illustrations

Submit the complete manuscript in duplicate (plus computer disk if possible) to the Editor:

Rob Siebers
Department of Medicine
Wellington School of Medicine
PO Box 7343
Wellington South
WELLINGTON
e-mail: nzimlseditor1@nzimls.org.nz

together with a covering letter signed by all authors stating that the submitted article is original, is not under consideration for publication elsewhere nor has it previously been published, that references cited in the article have been checked against the original or appropriate data bases (such as Medline), and that in the case of multi-authorship all authors have contributed directly to the planning, execution of the study, analysis, or to the critical writing of the article. All authors must approve the final version of the article.

Articles submitted to the Journal are peer-reviewed, acceptance is at the discretion of the Editor. No undertaking is given that any article will be published in a particular issue of the Journal. Contributors are responsible for the scientific content and views. The opinions expressed in the Journal are not necessarily those of the Editor or Council of the NZIMLS.

Preparation of manuscripts

Title page

The title page should contain a concise title of the article not exceeding three lines, including punctuation and spacing. All authors must be identified with first name, middle initial and last name of each author, with highest academic degree(s) and position held. Include the name of the institution with which each author is affiliated. Supply a complete address (including e-mail) for the corresponding author and indicate who this is.

Abstract and key words

Abstracts should be about 250 words, contain concise and precise information, and be structured under the following sub-headings: Objective(s), Method(s), Result(s), Conclusion(s). Three to ten key words are to be listed below the abstract. Authors are advised to comply with approved terms from the Medical Subjects Headings list from Index Medicus.

Text

The style of writing should conform to acceptable English usage. Do not use slang, medical jargon or unnecessary abbreviations. The full term for which an abbreviation stands should precede its first use in the text unless it is a standard unit of measurement. Report measurements in the units in which the measurements were made, preferably the International System of Units (SI).

Where possible, observational or experimental articles should be divided into sections headed:

• Introduction
• Materials and Methods
• Results
• Discussion
• Conclusions
• References

Long articles may need subheadings within some sections, especially the methods, results and discussion sections to clarify their content.

Introduction

Clearly state the purpose of the article. Summarise the rationale for the study or observation. Give only strictly pertinent references, and do not review the subject extensively.

Materials and methods

Describe the selection of the observational or experimental subjects (patients or experimental animals, including controls) clearly. Identify the methods, apparatus and procedures in sufficient detail to allow experienced scientists to reproduce the results. Give references to established methods. Adequately describe new or substantially modified methods. Describe statistical techniques employed to analyse the results, include references where appropriate. State if ethical approval has been obtained where appropriate. Identify precisely all drugs and chemicals used, including generic names, dosages and routes of administration. Do not identify patients or hospitals or institutions without consent.

Results

Present results in a logical sequence in the text, tables and illustrations. Do not repeat in the text all the data in the tables or illustrations. Emphasise or summarise only important observations (both positive and negative).

Discussion and conclusions

Indicate the new and important aspects of the study and emphasise the conclusions that follow. Do not repeat in detail data given in the Results section. Include in the Discussion section the implications of the findings and their limitations and compare the observations to other relevant studies. Link the conclusions with the aims of the study. Avoid unqualified statements and conclusions not fully supported by the data. Avoid claiming priority and alluding to work that has not been completed. State new hypotheses when warranted, but clearly label them as such. recommendations and suggestions of further studies may be included if appropriate. State limitations of the study, if any.

Acknowledgments

Acknowledge the people who have made substantive contributions to the study. Acknowledge organisations or commercial firms who have made finance, equipment or supplies available for the study. Authors are responsible for obtaining consent from everyone acknowledged by name as readers may infer their endorsement of the data and conclusions.

References

Throughout the body of the manuscript number references consecutively in the order in which they are first mentioned and identify references in text, tables and legends by Arabic numerals in parentheses, e.g. (1), (2,3) or (4-6).

When citing authors in the text, where there are three or more authors, acknowledge only the first author, e.g. Smith et al (1999). Where there are only two authors acknowledge both, e.g. Smith and Brown (1999).

Use the Vancouver style for citing references. The format for this is to list all authors by last name followed by their initials (no more than two).If there are six authors or less, list all, if more than six, list the first six followed by “et al”. Next state the full title of the cited reference, followed by the Index Medicus approved journal abbreviation (in italics), the full year of publication, semicolon, volume number (include supplements in parentheses), colon, and first and last page numbers. For example:

1. Sawyer G, Kemp T, Shaw R, Patchett K, Siebers R, Lewis S, et al. Biological pollution in infant bedding in New Zealand: high allergen exposure during a vulnerable period. J Allergy Clin Immunol 1998; 102: 765-70.

“Unpublished observations” and “personal communications may not be used as references, they are to be inserted (in parentheses) in the text. Include in the references, manuscripts accepted but not yet published, designate the journal followed by “in press” (in parentheses). Manuscripts submitted but not yet accepted for publication should be cited in the text as “unpublished observations” (in parentheses).

Authors are responsible for the accuracy of references. Do not “lift” references out of other articles as they can be inaccurate (Siebers R. Accuracy of references in the New Zealand Journal of Medical Laboratory Science. N Z J Med Lab Science 1999; 53: 46-8). References must be verified by the authors against the original articles.

Formats for other references are given below:

• Book author(s)

Pearce NE, Beasley CR, Burgess CD, Crane J. Asthma epidemiology: principles and methods. Oxford University Press, New York, 1998.

• Book editor(s)

Hartzema AG, Porta M, Tilson HH (eds). Pharmacoepidemiology. Harvey Whitney, Cincinatti, 1998.

• Book chapter

Weinstein L, Swartz MM. Pathogenic properties of invading microorganisms. In: Sodeman WA Jr, Sodeman WA, eds. Pathogenic physiology: mechanisms of disease. WB Saunders, Philadelphia, 1974: 457-72.

Tables

Type each table double-spaced on a separate page. Do not submit tables as photographs. Number tables consecutively and supply a brief title for each (at top of the table). Give each column a short or abbreviated heading. place explanatory matters in footnotes, not in headings. explain in footnotes all non standard abbreviations used in each table. Do not use vertical lines in tables.

For footnotes, use the following symbols in this sequence:

       *     †    ‡     §          **     ‡‡

In preparing tables consideration should be given to the page width of the Journal. All tables should be prepared for publication vertically. In the text cite each table in consecutive order. If data from other published or unpublished sources is used, written permission must be obtained from the copyright holder and a copy has to accompany the manuscript.

Illustrations

Submit two complete sets of figures. Figures should be professionally rendered and photographed, or generated by a good graphics program on a laser printer; free-hand or typewritten lettering is unacceptable. Instead of original drawings, X-ray transparencies or other material, send sharp, glossy black-and-white photographic prints, usually 12.7 by 17.3 cm, but no larger than 20.3 by 25.4 cm. Illustrations will be accepted for reproduction in colour if they are deemed essential (e.g. haematology, immunology, histopathology stains), obtain prior permission from the Editor.

In most instances figures will be reduced to one column in width. All letters and numbers should be drawn to be at least 1.5 mm high after reduction, symbols at least 1.0 mm. titles for illustrations belong in the legends for illustrations (see below), not on the illustrations themselves. Each figure should have a label in pencil on the back indicating the number of the figure, the names of the authors, at the top of the figure. Do not bend figures, mount them on cardboard if possible.

Photomicrographs must have internal scale markers and the magnification must be stated. Symbols, arrows, or letters used in the photomicrographs should contrast with the background.

If persons are identifiable in photographs, written permission to use photographs must accompany the manuscript.

Cite each figure in the text in consecutive order. If a figure has been published, acknowledge the original source and submit with the manuscript written permission from the copyright holder to reproduce the material.

Legends for illustrations

Type legends for illustrations double-spaced, on a separate page with Arabic numerals, corresponding to the illustration numbers. When symbols, arrows, or letters are used to identify parts of illustrations, identify and explain each one in the legends.

Abbreviations

Avoid abbreviations in the title, unless well known, e.g. AIDS, ELISA. Use only standard abbreviations. The full term for which an abbreviation stands must precede its first use in the text unless it is a standard abbreviation for a unit of measurement. 

Report measurements in the units in which the measurements were made. In most cases the International System of Units (SI) is recommended.

NB:   Articles submitted for publication are understood to be offered only to the Journal and must not have been previously published except in the form of an abstract.  Articles accepted by the Journal become the property of the Journal with copyright vested in the NZIMLS.