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Author Guidelines

Manuscripts submitted to the SAJEI must be in the form of Research Articles, Brief Reports, Clinical Case Studies, Correspondence, Reviews, State-of-the-Art Articles, Commentaries and Opinion Papers, Editorials or Supplement Articles. The Journal welcomes the publication of Guidelines, Conference Proceedings Newsletters or Press Releases, and Book Reviews. Articles, Brief reports and Reviews are peer reviewed; other categories are reviewed by the Editors. Commentaries and Editorials are generally invited contributions, indicating the authors’ identity, while manuscripts in the form of Reviews, and State-of-the-Art Articles may also be requested by the Editors.

All manuscripts must have conflict of interest and funding statements. When authors submit a manuscript, whether an article or a letter, they are responsible for disclosing all financial and personal relationships that might bias their work. To prevent ambiguity, authors must state explicitly whether potential conflicts do or do not exist. Authors should do so in the manuscript on a conflict-of-interest notification page that follows the title page.

Manuscripts describing research in human subjects or animals must indicate ethics clearance from appropriate research review committees. When reporting experiments on human subjects, authors should indicate whether the procedures followed were in accordance with the ethical standards of the responsible committee on human experimentation (institutional and national) and with the Helsinki Declaration of 1975, as revised in 2008. When reporting experiments on animals, authors should indicate whether the institutional and national guide for the care and use of laboratory animals was followed.

Articles describe original investigations at an acceptable degree of completion, constituting an advance in the field. Articles must not exceed 3500 words of text, without counting the abstract, references or legends, and illustrations and tables must be limited to the minimum necessary for clear and concise presentation. The abstract must either be structured, using Background, Methods, Results, and Conclusions as headings and comprising no more than 250 words, or unstructured with a 200 word limit. Articles are limited to a maximum of 7 insets (tables and figures combined) and 50 references.

Brief Reports present complete studies that are narrower in scope than those described in Articles or that present new developments. Manuscripts that are descriptive or primarily methodological in nature, or that describe in vitro chemotherapeutic studies should, in general, be submitted as Brief Reports. Brief Reports include an abstract (no more than 100 words) and are limited to a total of no more than 2000 words of text, a total of 2 inserts (tables or figures), and 15 references.

Correspondence (letters) must be submitted in reference to a previous publication in SAJEI (within the previous 12 months), or relate to a topical matter in line with the interests of FIDSSA, PHASA or their affiliated societies. Please prepare the letter in manuscript format, including a title page. The letter must not exceed 750 words of text, 1 insert (table or figure) and 10 references.

Commentaries and Editorials are generally invited by the Editor and are overviews of articles in SAJEI, or of other research in epidemiology or infectious diseases, or matters relating to public health and other issues of special interest to FIDSSA, PHASA or their associated societies. Unsolicited commentaries are also considered.

Reviews and State-of-the-Art Articles that are research oriented or fall within the fields of interests of FIDSSA, PHASA or any of their affiliated societies will be considered for publication by SAJEI. Prospective authors of such manuscripts are advised to communicate with the Editor in advance to ensure that a specific contribution is deemed appropriate and timely. Manuscripts of Reviews and State-of-the-Art Articles will be peer-reviewed.

Reviewers

The Journal would encourage authors to supply the names of at least 2 potential reviewers for their manuscript, as well as to indicate any reviewers they would feel may have a potential conflict of interest with regard to their submission.

Supplements

Requirements for supplement manuscripts generally follow those for SAJEI manuscripts, including conflict of interest and funding statements. Inquiries relating to suitability of topic, programme organisation, production and costs should be made to the Editor.

Evaluation of manuscripts

Review procedure. The Editor-in-Chief and Emeritus Editor screen all unsolicited manuscript submissions and some of these are rejected without further review. All other manuscripts are sent to a minimum of two outside experts for review. After receipt of the reviewers’ reports, the Editor-in-Chief and the Emeritus Editor with administrative assistance of the Journal Secretary discuss the merits of the manuscripts and the Editor-in-Chief makes the final decision to accept, reject, or request revision of the manuscript. A request for revision does not guarantee ultimate acceptance of the revised manuscript

Related manuscripts. If there appears to be significant overlap between a manuscript submitted to SAJEI and another submitted manuscript by the same authors to SAJEI or another journal, the editors will take the matter up with the corresponding author, and based on the response, take appropriate action (ask for modification, or reject with detailed explanation). Further action may include informing the appropriate authority in the authors’ resident institution and if overlapping is discovered after publication in SAJEI, publishing an appropriate announcement to that effect in the journal.

DOCUMENT REQUIREMENTS

Checklist

The following are required for your manuscript to be processed:

  • Covering letter

  • Word count limits

  • Conflict of interest statement

  • Funding statement

  • List of potential reviewers


Covering Letter

All manuscripts submitted to SAJEI must be accompanied by a letter declaring that the manuscript has not been submitted or accepted for publication elsewhere. This letter must confirm and declare that all authors have seen and approved the content and have contributed significantly to the work. Authors should suggest potential unbiased reviewers who are qualified to review their manuscript. A covering letter must also accompany a revised submission and must address issues raised in the review process.

Manuscript Preparation

The SAJEI complies with the Uniform Requirements for Manuscripts Submitted to Biomedical Journal Journals (Ann Intern Med 2000; 133:229-231 [editorial]; http://www.icmje.org, full text). Text, tables, references, and legends must be double- spaced. Italics should be used for genus and species names and for genes but not for in vivo, in vitro, in situ, et al., or other Latin-derived expressions. For layout of manuscript and appropriate style see a recent issue of SAJEI.

Title page. On the title page, please supply a running head of not more than 40 characters and spaces, a title of not more than 160 characters and spaces, the names and affiliations of all the authors, and word counts of the abstract and text. Each author’s first name, subsequent initials and surname must be used.

Footnote page. Footnotes must include:

  • Statement that authors either have or have not a commercial or other association that might pose a conflict of interest (e.g. pharmaceutical stock ownership, consultancy, advisory board membership, relevant patents, or research funding)

  • Statement naming sources of financial support (including grant numbers)

  • Name, date (month and year), and location (city, and country if not South Africa) of a meeting at which all or part of the information has been presented (include an abstract number, if available)

  • Name, address, telephone and fax numbers, and e-mail address of the person to whom correspondence should be addressed

  • Current affiliations and addresses for authors whose affiliations have changed since completion of the study


Abstract. The abstract for an Article may be structured with the headings Background, Methods, Results, and Conclusions (250-word limit) or unstructured (200-word limit). Abstracts of Brief Reports should be no more than 100 words. Whether structured or unstructured, the abstract must state the purpose of the research, the methods used, the results, and the conclusions. Do not cite references in the abstract. Include up to 10 key words, separate from the abstract. Please remember that the abstract is particularly useful for literature retrieval purposes.

Text. The text of Articles must be no longer than 3500 words, and that of Brief Reports no longer than 2000 words. The Methods section must include a statement that informed consent was obtained from patients or their parents or guardians, and human experimentation guidelines of the National Department of Health (http://www.doh.gov.za) or the South African Medical Research Council (MRC; http://www.sahealthinfo.org/ethics/index.htm) and /or those of the authors’ institution(s ) were followed in the conduct of clinical research or that animal experimentation guidelines (see MRC website above) were followed in animal studies.

References. Articles are generally limited to 50 references, Brief Reports to 15 references. Only works that have been published or accepted for publication can be included in the reference list. Unpublished observations by the authors (authors’ unpublished data) personal communications (SP Stanley, personal communication), and manuscripts submitted for publication (J Odendaal, S Coovadia and J Radebe, submitted) should be mentioned parenthetically in the text Please number references in order of appearance; those cited only or first in tables or figures are numbered according to the order in which the table or figure is cited in the text. Example: If table 3 is cited in the text after reference 20, a new reference cited in table 3 will be reference 21.

References must follow the Uniform Requirements for Manuscripts Submitted to Biomedical Journals (http://www.icmje.org, full text). Provide all authors’ (or editors’) names when there are fewer than 7; for 7 or more, list the first 3 and add “et al.” Titles of journals not listed in Index Medicus should be spelt out in full. Reference to a doctoral thesis or Master’s dissertation should include the author, title, institution, location, year and publication information, if published. For online resources, include a URL and date accessed. Accuracy of references is the responsibility of the authors.

Examples of the proper format are as follows:

Sonnenberg P, Glyn Thomas R, Glynn JR, Shearer S, Godfrey-Faussett, Murray J. Clinical and radiological features of pulmonary disease due to culture-positive Mycobacterium tuberculosis or non-tuberculous mycobacteria in South African gold miners. South Afr J Epidemiol Infect 2005; 20: 130-135

Marin M, Nguyen HQ, Langidrik JR, et al. Measles transmission and vaccine effectiveness during a large outbreak on a densely populated island: Implications for vaccination policy. Clin Infect Dis 2006; 42: 315-319

Strebel PM, Papania MJ, Halsey NA. Measles vaccine. In: Plotkin SA, Orenstein WA, eds. Vaccines. 4th ed. Philadelphia: WB Saunders, 2004: 389-440.

Mothibeli KM, McGee L, Smith AM, Klugman KP. Molecular epidemiology of pneumococcal serotype 3 isolates.[abstract ID P56]. In: Programme and Abstract Book of the 1st Joint Congress of the Federation of Infectious Diseases Societies of Southern Africa (Sun City, North-West Province). Johannesburg: Presentations Graphics, 2005: 42.

World Health Organization. Initiative for vaccine research. Available at: http://www.who.int/vaccine_research/diseases/measles/en/. Accessed 1 February 2005.

Acknowledgment(s). The page preceding the references may include a statement thanking those who assisted substantially with work relevant to the study.

Statistical analysis. The statistical analyses used should be identified both in the text and in all tables and figures where the results of statistical comparison are shown.

Units of measure. All Data should be expressed in metric units; use of SI units is encouraged. Use ºC for temperature.

Tables and figures. Articles are limited to a maximum of seven inserts (tables and figures combined), Brief Reports to a maximum of two inserts. Data should not be repeated in both a table and a figure. Abbreviations and acronyms used in tables and figures must be explained in the table footnotes and figure legends, even if already defined in the text.

Tables should be numbered in the order of mention in the text. Tables should be typed double-spaced throughout, with no vertical or internal rules. Footnotes and accompanying explanatory material should be kept to a minimum. Footnotes should be placed below the table and designated by superscript lowercase letters (listed in order of location when the table is read horizontally). Each column must have an appropriate heading describing the data in the column below, and units of measure must be clearly indicated. For further instructions on the preparation of tables in Word , consult the Special Instructions for Tables.

Figures should be also numbered in the order of mention in the text and should appear at the end of the manuscript and references. Your figures should be prepared in accordance with the Guidelines for Submission of Artwork. Letters, numbers, and symbols should be clear and of sufficient size to be legible when the figures are reduced. Photomicrographs should have internal scale markers. Figures reproduced from other publications must be accompanied by permission from the copyright holder. If the manuscript is accepted, the author will be required to send one complete set of glossy, hard-copy figures.

Figure legends should be double-spaced and appear on a separate page preceding the figures. Any abbreviations or symbols used but not defined in the figure itself must be defined in the legend.

Style. Authors are referred to the American Medical Association Manual of style: A Guide for Authors and Editors (9th ed., Williams& Wilkins, 1997) and the Chicago Manual of Style (15th ed., University of Chicago Press, 2003).

For commercially obtained products mentioned in the text, list the full names of manufacturers. Generic names of drugs and other chemical compounds should be used.

Nomenclature. SAJEI recommends the latest widely accepted nomenclature, as set out in documents prepared by recognised international agencies e.g. the International Journal of Systematic and Evolutionary Microbiology, Bergey’s Manual of Determinative Bacteriology (9th ed., revised, Williams& Wilkins, 1993), Virus Taxonomy – The Classification and Nomenclature of Viruses: Sixth Report of the International Committee on Taxonomy of Viruses (Springer-Verlag, 1995). The latter document also supplies standard abbreviations for virus species.

Clinical trials registration. All clinical trials must be registered in a registry that is electronically accessible to the public, free of charge. Registration should occur before patient enrolment and the registry’s URL and the trial’s registration number must be supplied at the end of the manuscript’s abstract. For information on acceptable registries, consult the ICMJE Web site, http://www.icmje.org . The National Library of Medicine’s registry which is free and open to all investigators, generally meets with the requirements of journals for the publication of clinical trials.

MANUSCRIPT SUBMISSION

Procedure

Authors are advised to retain a copy of submitted manuscripts, including tables, figures and photomicrographs. The journal is not responsible for manuscripts lost or damaged.

All manuscripts must be submitted online at www.sajei.co.za. Register as an author, login in and click on CLICK HERE TO FOLLOW THE FIVE STEP SUBMISSION PROCESS. The covering letter must please be submitted as a supplementary file. For assistance to upload your manuscript or further instructions please contact Ms Robyn Marais at toc@sajei.co.za.

Editorial Committee

Editor-in-Chief
Professor Charles Feldman
E-mail address: Charles.Feldman@wits.ac.za

Emeritus Editor
Professor Hendrik J Koornhof
E-mail address: hendrik.koornhof@nhls.ac.za.

Journal Secretary
Ms Priscilla May
Southern African Journal of Epidemiology and Infection
National Health Laboratory Service
Private Bag X8
Sandringham 2131
E-mail address: priscillam@nicd.ac.za

 

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, RTF document file format.
  3. Where available, URLs for the references have been provided.
  4. The text is one and a half-spaced; uses a 12-point font; employs italics, rather than underlining (except with URL addresses); and all illustrations, figures, and tables are placed within the text at the appropriate points, rather than at the end.
  5. The text adheres to the stylistic and bibliographic requirements outlined in the Author Guidelines, which is found in About the Journal.
  6. The following is required for your manuscript to be processed:
    o Covering letter
    o Word count limits
    o Conflict of interest statement
    o Funding statement
    o List of potential reviewers
 

Copyright Notice

By submitting manuscripts to SAJEI, authors of original articles are assigning copyright to the SAJEI. Authors may use their own work after publication without written permission, provided they acknowledge the original source.

Individuals and academic institutions may freely copy and distribute articles published in SAJEI for educational and research purposes without obtaining permission.

 

Privacy Statement

The names and email addresses entered in this journal site will be used exclusively for the stated purposes of this journal and will not be made available for any other purpose or to any other party.

 


South Afr J Epidemiol Infect: ISSN (Print): 1015-8782, ISSN (Web): 2220-1084


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