Notes

NOTES for CONRIBUTORS

General

Submit manuscripts, preferably prepared in Microsoft Word. Manuscripts written in 11 point Arial or Times New Roman fonts are preferred. Type manuscript double-spaced (including title page, abstract, text, references, tables, and legends) only on one side of a A4 (21x29.7 cm) white bond paper with 3 cm margins all around (page setup of the word processor).

Arrange manuscript as follows: (1) title page, (2) abstract in Turkish (not required for papers from outside of Turkey), (3) abstract in English, (4) text, (5) acknowledgments (if available), (6) disclosures (if required), (7) references, (8) tables and (9) legends. Number all the pages consecutively, beginning with the title page and including the legends page.

Set the length of an original article or review paper at a maximum of 20 double-spaced pages including one title page, one Turkish abstract page, one English abstract page, about 10 pages of text (2250 words), maximum three pages of references and one legends page (if available) . Tables should be placed on separate pages.

The text for case reports articles should be no more than eight double-spaced typewritten pages (1,000 words), excluding the title page, summary and references. If tables or illustrations are included, the text must be reduced by 1/2 page or 125 words per table or illustration.

Correspondence (Letters to the Editor) and "Interesting Image" papers should not exceed two double-spaced pages (500 words) and should not include more than four references. Tables and illustrations accompanying the “Letters to the Editor” papers will be considered for publication only in exceptional circumstances. “Interesting Image” papers should include one or two original and high quality digital images accompanied by a brief presentation of the relevant case without an abstract.

Reviews should not exceed 4000 words and editorials should be limited to 2500 words.

Title page

Give the paper as short a title as possible (fewer than 95 letters for original articles, 80 letters for case reports, correspondenc, including spaces). Avoid abbreviations in the title. Submit a short title of 40 characters to be used as the running head.

Include only full names of the authors directly affiliated with the work. The maximum number of authors is ten for original articles, five for case reports, three for interesting images, and correspondence. Exceeding numbers will have to be justified to the Editor. Include the name and location of no more than two institutional affiliations where the work was actually done. If more than one department or institution are given, indicate affiliation of each author.

If the paper was or is to be presented at a congress or a scientific meeting, provide a footnote giving the name, date and location of the meeting.

At the bottom of the page, type the name, postal address (with zip code), telephone number, fax number and e-mail address of the corresponding author, to whom communications, proofs, and requests for reprints should be sent.

Abstracts

Provide a structured abstract of no longer than 250 words for an original article. The abstract should be divided into four sections in the following order: Background, Methods, Results, Conclusion. Abstracts for case reports and reviews should be unstructured and shorter (100 words). Three to five key words from MeSH index can be added below the abstract. No abstract is required for correspondence, commentaries “Interesting Images” and editorials. Abbreviations should be avoided in the abstracts.

Avoid abbreviations when possible. Define abbreviations at first appearance, if it is necessary to use them.

Text

Generally, the text should be organized as follows: Introduction, Materials and Methods, Results and Discussion. The Introduction should include the topic and objectives of the study. The Materials and Methods section should include the place, time period and the design of the study. If subtitles are necessary in the Materials and Methods section, these can be arranged as: patient characteristics, surgical technique or experimental design, data collection, follow-up and the details of statistical analysis. The statistical comparison should be provided next to the findings in the Results section. In the Discussion, authors should evaluate their results in the view of current literature, preferably along with the previous studies in the same field from Turkey.

References, illustrations and tables should be numbered in the order in which they appear in the text.

Avoid abbreviations when possible. Define abbreviations at first appearance, and avoid their use in the title and abstract.

Give all measurements and weights in standard metric units.

For statistical nomenclature and data analysis, follow the “Guidelines for Data Reporting and Nomenclature” published in the Annals of Thoracic Surgery (1988;46:260-1).

Type footnotes at the bottom of the page on which they are cited. Credit suppliers of drugs, equipment and other brand-name material mentioned in the article in parentheses in text, giving company name and location.

Type acknowledgments, including grant and subsidy information or technical assistance at the end of the text before the references.

References

Referencing should be selective and pertain directly to the work being reported. Except in collective and current reviews, comprehensive listings serve no useful purpose but use valuable space. As a general guide, limit the number of references to 25 for original articles, to six for case reports, 85 for reviews and to four for letter to the Editor.

Do not cite personal communications, manuscripts in preparation, and other unpublished data.

Type references double-spaced on a separate sheet. Number consecutively in the order in which they are cited in the text.

Journal references should provide inclusive page numbers; book references should cite specific page numbers.

References should be given throughout the text as follows:

If the surname of the first author of the referenced article is given, “et al.” should be added after it, followed by its reference number within square brackets “[ ]” (superscript preferred), and then the sentence should be completed.

Give references in the text using Arabic numerals in brackets “[ ]” (superscript preferred).

If different references are given for different statements, each reference should be given within square brackets “[ ]” after the punctuation mark at the end of the relevant statement.

If there are more than two consecutive references, the first and the last ones should be given with “-” mark between them: e.g. [1-3]; [14-18]; [8-14].

Double-check all references. All authors if six or fewer should be listed; otherwise the first six should be written accompanied by “et al”.

Abbreviations of journals should conform to those used in Index Medicus. Authors are solely responsible for the accuracy and completeness of references.

The style and punctuation of the references should follow the formats outlined below:

Journal article (International)

Martin TD, Craver JM, Gott JP, Weintraub WS, Ramsay J, Mora CT, et al. Prospective, randomized trial of retrograde warm blood cardioplegia: myocardial benefit and neurologic threat. Ann Thorac Surg 1994;57:298-304.

Journal article (National)

Teskin Ö, Yapıcı F, Enç Y, Özay B, Ketenci B, Demirtaş M ve ark. Bentall prosedürü ve modifikasyonlarının erken ve geç dönem sonuçları. Turk Gogus Kalp Dama 2000;8:579-83.

Presentations

Galloway AC, Ribakove GH, Miller JS, Anderson RV, Buttenheim PM, Baumann FG, et al. Minimally invasive port-access valvular surgery: Initial clinical experience. Presented at the 70th Scientific Session of the American Heart Association; 1997 Nov 10-13; Orlando, FL. Circulation 1997;96:2845.

Book

Beard JD, Gaines PA, editors. Vascular and endovascular surgery. London: W. B. Saunders; 1998.

Chapter in a book

Vouhé PR. Transplantation of thoracic organs in children. In: Fallis JC, Filler RM, Lemoine G, editors. Pediatric thoracic surgery. New York: Elsevier; 1991. p. 319-29.

Internet Address

1996 NRC Guide for the Care and Use of Laboratory Animals. Available at: http://www.nap.edu/readingroom/books/labrats/ contents.html. Accessed October 20, 2003.

Tables

Tables should be typewritten double-spaced on separate word sheets, each with a table number (Arabic) and title above the table and explanatory notes and legends below. Provide a key symbol and place all abbreviations in alphabetic order below the table, together with their explanations.

Include written permission from both the author and the publisher to reproduce any previously published table(s) in both print and electronic media.

Tables should be self-explanatory and the data should not be duplicated in the text or illustrations. If a table provides redundant information, it will be omitted.

Legends

Type legends double-spaced sequentially on a separate sheet. Numbers should be Arabic and correspond to the order in which the illustrations appear in the text. Explanations of all abbreviations should appear in alphabetic order at the end of each legend.

Give the type of stain and magnification power for all photomicrographs.

Include written permission from both the author and the publisher to reproduce any previously published illustration(s) in both print and electronic media.

Enclose signed releases for recognizable (unmasked) photographs of human beings.

Illustrations

Images or figures are submitted online as one or more separate files that may contain one or more images. Within each file containing images, use the figure number (eg, Figure 1A) as the image filename. All images should be submitted in .JPG and .TIFF formats in 300 Dpi resolutions. Powerpoint (.ppt) files are accepted for line drawings only and you must use a separate Powerpoint image file for each Powerpoint figure. Please obtain technical help if you are unfamiliar with image files.

Policies: Cerrahpaşa Medical Journal  requests all authors to comply with the research and publication ethics. For animal and human studies, national and international guidelines must be followed and ethical approval is a must. The authors are required to send the ethics committee approval for prospective studies conducted on human and subjects to the system with the full author list and affiliations during submission (http://ctf.edu.tr/dergi/submit/login.php). All authors are solely responsible for the study conduct in accordance with the ethics.

Human investigation: Include the date of approval by the local institutional human research committee and the ethical guidelines that were followed by the investigators in the Materials and Methods section of the manuscript. Also include an affirmation that informed consent was obtained from each participant.

Humane animal care: The Materials and Methods section must contain a statement assuring that all animals received humane care in compliance with the Guide for the Care and Use of Laboratory Animals.

Conflict of interest: Cerrahpaşa Medical Journal  requires authors to disclose in the cover letter any commercial association (eg, employment, direct payments, stock holdings, retainers, consultantship, patent licensing arrangements, or honoraria) that might pose a conflict of interest issue concerning the manuscript. All funding sources supporting the work should be acknowledged in a footnote.

Scientific responsibility statement: Before publication of an accepted manuscript, each author will be required to certify that he or she has participated sufficiently in the work to take responsibility for a meaningful share of the content of the manuscript, and that this participation included:

  • Conception or design of the experiment(s), or collection and analysis or interpretation of data;
  • Drafting the manuscript or revising its intellectual content; and
  • Approval of the final version of the manuscript to be published.
  • Exclusive publication statement: “I certify that none of the material in this manuscript has been published previously, and that none of this material is currently under consideration for publication elsewhere. This includes symposia, transactions, books, articles published by invitation, and preliminary publications of any kind except an abstract of 400 words or fewer.”

    Decleration of sponsorship: The authors should describe the role of the study's sponsors in the following areas:

  • Designing the study
  • Collecting, analyzing, and interpreting the data
  • Writing the report



  • FOR AUTHORS


    On-line editorial office: All manuscripts and editorial correspondence must be submitted online to the editorial office at http://ctf.edu.tr/dergi. Detailed submission information is provided at the online editorial office web site.

    Each submission is assigned a unique number and acknowledged by e-mail.

    Language: The manuscripts can be submitted in either Turkish or English. Submissions in English are encouraged and will have priority. All studies conducted outside of Turkey should be written in English. Authors submitting manuscripts in English are recommended to seek expert advice in medical English writing.

    For the articles written in Turkish, proper use of Turkish language is of special importance. Turkish Language Institution dictionary should be taken as basic for literary language.

    Exclusive publication statement:Each author must certify that none of the material in the manuscript has been published previously in either print or electronic form, and that none of the submitted material is currently under consideration for publication elsewhere. This includes symposia, transactions, books, articles published by invitation, posting in electronic format and preliminary publications of any kind except an abstract of 400 words or fewer.

    Authors are responsible for all (ethical, scientific, legal, etc.) content of their published material.

    Review: Three or more reviewers (including outside peer reviewers) are assigned for each article and acceptance is based on significance, originality, and validity of the presented material. If the article is accepted for publication, editorial revisions may be made to aid clarity and understanding without altering the meaning.

    Acceptance: The submitted papers will be published upon the editorial board's approval. Rejected manuscripts and their attachments (photographs, tables, graphics, and diskettes) will not be returned unless otherwise requested by the authors.

    Copyright transfer: Authors of articles submitted to the official journal of the Cerrahpaşa Faculty of Medicine must transfer copyright to the Cerrahpaşa Faculty of Medicine. This transfer becomes binding upon acceptance of the article for publication. No part of the published material may be reproduced elsewhere without written permission from the Cerrahpaşa Faculty of Medicine.

    Instructions for manuscript preparation

    All submissions, including the text, tables, graphics and photographs should be made on-line.

    Checklist The following checklist is provided for the author's convenience. Please use this list to ensure that the manuscript is complete before submitted. Incomplete manuscripts are not accepted for editorial review.


    Online Submission Instructions

    Before Submission

    Before proceeding, please review the Notes for Authors for specific directions for preparing your manuscript.

    If your manuscript and figures are ready to submit according to the manuscript formatting guidelines and requirements below, please proceed directly to the online submission system.

    Please note that there is an Online User Guide that provides detailed descriptions of every feature and function in ScholarOne Manuscripts. It is available from the Get Help Now button on the ScholarOne Manuscripts site.

    Preparing your Manuscript prior to Online Submission

    Prepare your manuscript using a word processing program. The journal prefers all manuscripts submitted online to be Microsoft Word files (i.e., .doc, .docx). During the online submission process these will be converted automatically to .pdf files (for peer review).

    We prefer that authors upload “a single file” containing the complete manuscript (i.e., title page, abstract, text, figures, and tables), as this makes the reviewing process easier for editors and referees. This applies to the original version of the manuscript and any revised versions.

    Peer review is anonymous and we therefore ask you to submit an anonymous text file without the author details. Please refrain from any self-citations such as “authors’ own” etc. in text, footnotes, references and bibliography.

    When inserting figures into your text documents, please make sure any embedded text is large enough to read. Many figures contain miniscule characters such as numbers on a chart or graph. If these characters are not easily readable in your text document, they will most likely be illegible in the .pdf created by the system. Certain image formats such as .jpg and .gif do not have high resolutions, so you may elect to save your figures and insert them as .tif instead.

    Please use short, simple filenames when saving all your documents, and avoid special characters, punctuation marks, and symbols. Also avoid spaces in your filenames.

    During the online manuscript submission process you can also upload any other files you might want the Editors/reviewers to have access to, including in-press and submitted papers, or supplementary data (such as questionnaire templates, original data etc.).

    Your manuscript must be written in clear, comprehensible English. If you have concerns about the level of English in your submission, please ensure that it is proofread before submission by a native English speaker or a scientific editing service prior to submission.


    General

    You will need a User ID and Password in order to access the online submission site. If you are unsure about whether or not you have an account, or have forgotten your password, enter your e-mail address into the “Password Help” section. If you do not have an account, you can create one by clicking on the “Create Account” link at the top of the log in screen and following the on-screen instructions. If you have problems with your account please do not create another account. Please contact the cjm@istanbul.edu.tr

    Please note that papers submitted via ScholarOne Manuscripts must be submitted through the account of the corresponding author listed on the paper, not through the account of one of the other authors or the account of a third party who is not on the author list.

    All correspondence relating to a submission (i.e., acknowledgement of receipt, communication of decisions etc.) will be sent via e-mail to the corresponding author.

    The Online Submission Process

    Before You Start

    Submissions of Original Articles, Review Articles, Book Reviews, and Letter to the Editor must be made using our online service, and will not be considered if sent by post or e-mail.

    Before starting the online submission process please make sure you have the followings available:

  • A file with your complete manuscript (i.e., title page, abstract, text, figures, and tables) in one of the formats detailed above;
  • If the images are not embedded in your text file (preferred), the image files; Cerrahpaşa Journal of Medicine expects that as a rule, figures in research papers will be original figures generated by the authors. However, in cases where figures are commissioned, obtained or bought externally by the authors, or where figures have been previously published elsewhere, the corresponding author is responsible for pointing this out to the Editors at time of submission.
  • The files for any other supplementary material to be submitted with your manuscript;
  • The text of your abstract (can be copied and pasted into the system from your word processor file);
  • Where appropriate, the names and e-mail addresses of all contributing authors. When entering contact and manuscript information (see Submitting your files below), please make sure that everything is input correctly. Errors in contact information, in particular in your e-mail address create severe problems in the handling of your submission.

    Cerrahpaşa Journal of Medicine does not require all authors of a paper to sign the letter of submission, nor does it impose an order on the list of authors. Submission to Cerrahpaşa Journal of Medicine is taken to mean that all the listed authors have agreed all the content. The corresponding (submitting) author is responsible for having ensured that this agreement has been reached.

    Submitting Your Manuscript

    1. When you are ready to submit your files, please proceed to Cerrahpaşa Journal of Medicine’ online submission system.

    2. If you know your login details (i.e., you have submitted or reviewed a manuscript in this journal before), use your User ID and Password to log on (Your user ID will usually be your email address.). Once you have logged in to the online submission system, you will be asked to fill in your details on the submission form and submit all files relating to your manuscript.

    If you are unsure about whether or not you have an account, or have forgotten your password, enter your e-mail address into the “Password Help” section. If you do not have an account, you can create one by clicking on the “Create Account” link at the top of the log in screen and following the on-screen instructions.
    If you have trouble finding your manuscripts or have other problems with your account, do not create another account. Please contact the cjm@istanbul.edu.tr

    3. Once you have logged in, click on the “Author Center” button (as an author, you will use the “Author Center” to start the manuscript submission process as well as to track the status of your submitted manuscripts. You can also open recent communications regarding your submission here).

    4. On the left-hand side of the “Author Center Dashboard” you will see links to all of your manuscripts and their current status. The number indicates the number of manuscripts that fall into each status category. Clicking on the name of any of these status categories will refresh the page to show the detailed list for that category at the bottom of the screen. On the right-hand side of the “Author Centre Dashboard” is the “Author Resources” area. This section allows you to begin the submission process for a new manuscript as well as view the 10 most recent emails sent to you from the ScholarOne Manuscripts site.

    5. Click on the “Click here to submit a new manuscript” link in the “Author Resources” area. Clicking on this link will take you to step 1 of the “seven-step process” of submitting a manuscript. The progress bar on the left-hand side of the screen will help you navigate the process.

    6. At any stage you can stop the submission process – everything you have typed in to the system will be saved. To continue a submission, click on the “Continue Submission” icon.

    7. When submitting your manuscript you may have the opportunity to suggest recommended and/or opposed reviewers. Recommended reviewers should be experts in their fields and should be able to provide an objective assessment of the manuscript.

  • Please be aware of any conflicts of interest when recommending reviewers. Examples of conflicts of interest include (but are not limited to) the below:
  • The reviewer should have no prior knowledge of your submission
  • The reviewer should not have recently collaborated with any of the authors
  • Reviewer nominees from the same institution as any of the authors are not permitted
  • Please note that the Editors are not obligated to invite any recommended/opposed reviewers to assess your manuscript.


    8. The penultimate step in the submission process is to upload your manuscript files.

    Step 1. Select individual files using the “Browse” buttons and choose the appropriate “File designation.”

  • Step 2. Upload your files by clicking on the “Upload files” button. This converts your files to PDFs and may take some time. Repeat these steps if you have more than 3 files.
  • Step 3. Once you have uploaded all files, indicate the order in which they should appear in your paper.
  • Step 4. Inspect the PDF by clicking on a PDF button and if acceptable click “Next.” If the files have not been uploaded to your satisfaction you can delete the files you do not want, and repeat the upload/ordering process.
  • 9. The final step in the manuscript submission process is to review all of the information you have entered to this point, and view the PDF proof of the manuscript. When you have submitted all your files, these will be converted into PDF format and you will be asked to approve the file conversion. Please note that the submission process is not complete and Addicta: The Turkish Journal on Addictions Editors will not receive your files until you have approved the file conversion. When checking the converted files, you should reassure yourself that the conversion is of sufficient quality for editors and reviewers to reach an informed judgement. Please pay particular attention to any special characters and equations to ensure that these have converted properly.

    “My Manuscript Information” lists each step with its filled-in values. If a step is complete, there will be a green tick next to the step. If it is incomplete, there will be a red cross along with a message indicating exactly what is incomplete. Once you have completed the submission process to your satisfaction click on the “Submit” button. It is not until this button is clicked that the manuscript and all of the associated information (i.e., contributing authors, institutions, etc.) are linked together and the manuscript is given a manuscript number.

    Once you have uploaded all your files, indicate the order in which they should appear in your paper. This will determine the order in which they appear in the consolidated PDF used for peer review.

    10. If your manuscript has been successfully submitted to the Journal you will see a confirmation screen showing your manuscript ID, please make a note of your manuscript ID and use it in all correspondence. You will also receive an e-mail acknowledgement. At any time afterwards you can use the system to check the status of your manuscript.

    If you do not receive both of these, your manuscript will not have been successfully submitted to the journal and it cannot be progressed through to peer review. If this is the case your manuscript will still be sitting in the “Unsubmitted Manuscripts” section of your “Author Center” awaiting your attention.

    11. Once the manuscript submission is complete, you can follow its progress through the peer review process in the “Submitted Manuscripts” section of your “Author Center.”

    Revising Your Manuscript

    1. As with all other decisions, you will be notified of a revision decision by e-mail. Please address the Editor’s and reviewers’ comments in your revised paper, as well as any comments sent to you by the Addicta: The Turkish Journal on Addictions Editorial Office.

    2. Log in to the Manuscript Central web site as before and, in the “Author Center,” click on the “create a revision” link in the “Manuscripts with Decisions” list (or click on the “Click here to submit a revision” link). This will create a new manuscript record with the same manuscript ID and a “.R1” appended at the end. If a revision is started, the “create a revision” link will no longer appear in the “Manuscripts with Decisions” list, and the list will display the fact that a revision exists and the revision’s Manuscript ID. The option will reappear if you delete the revision before it is actually submitted. The draft of the revised manuscript is located in the “Revised Manuscripts in Draft” list. Once you click the “create a revision link,” you will receive a confirmation asking you if you are sure you want to create a new revised manuscript. If you click “Cancel,” the action will be aborted. If you click “OK,” you will be taken to the first step in the revision submission process, the “View & Respond to Comments” step.

    3. Please enter your detailed response to the decision letter in the box provided. You may cut and paste your responses into the text areas at the bottom of the screen or upload a separate file with manuscript type of “response to reviewer.” Please ensure these responses are anonymous.

    4. Proceed through the remaining submission screens (altering any necessary information along the way, such as manuscript type). When you reach the “File Upload” step revised manuscripts are automatically populated with the files you uploaded with the last version.

    Please check very carefully and delete and replace any files that have changed in the revision. If you are in any doubt it is best to delete all the files and upload the new ones.


    5. Once you have completed the submission process to your satisfaction click on the “Submit” button. If your revised manuscript is successfully submitted you will receive a confirmatory e-mail.

    Support

    If you experience problems with your submission or have any questions, please consult the Online User Guide or contact the cjm@istanbul.edu.tr