Submission Guidelines and Manuscript Preparation

1. Introduction

Authors submitting manuscripts to the International Journal of Clinical Virology (IJCV) must ensure that their work meets scientific, ethical, and technical standards consistent with COPE, ICMJE, and DOAJ recommendations. Submissions are made exclusively through the OJS platform at https://www.clinvirologyjournal.com/.

2. Submission Requirements

• Manuscripts should be original, unpublished, and not under review elsewhere.
• Only Microsoft Word (.doc or .docx) files are accepted for main text; supplementary data may be in PDF, CSV, JPG, or TIFF.
• All figures and tables must be embedded at the end of the manuscript and also uploaded as separate files.
• Ensure inclusion of a signed Authorship & Conflict of Interest Declaration during submission.

3. Online Submission Steps (OJS)

1. Visit the submission portal → click “Make a New Submission.”
2. Step 1 – Start: Confirm compliance with IJCV policies and license agreement.
3. Step 2 – Upload Submission: Upload main manuscript, figures, tables, and any supplementary data.
4. Step 3 – Enter Metadata: Provide title, abstract, keywords, author details, affiliations, and ORCID IDs.
5. Step 4 – Confirm Contributors: Add all co-authors and verify contribution roles (Conceptualization, Data Curation, Writing – Original Draft, etc.).
6. Step 5 – Review and Submit: Preview all entries and click “Finish Submission.”

A confirmation email with the manuscript ID is sent automatically.

4. Cover Letter

Authors must include a cover letter summarizing novelty, significance, and ethical approval details. Address it to the Editor-in-Chief and specify suggested reviewers (optional).

5. Manuscript Formatting Guidelines

• File Format – Word (.doc or .docx) only.
• Font – Times New Roman, 12 pt, double-spaced.
• Margins – 1 inch (2.54 cm) on all sides.
• Section headings should be clear and hierarchical (H1 for title, H2 for main sections).
• Use SI units throughout the manuscript.

6. Manuscript Components

1. Title Page: Title, author names, affiliations, corresponding author details, funding sources, and ORCID IDs.
2. Abstract: Structured (Background, Methods, Results, Conclusion; max 250 words).
3. Keywords: 3–6 terms.
4. Main Text: Introduction → Materials & Methods → Results → Discussion → Conclusion.
5. Acknowledgments & Funding: Brief credits and support sources.
6. References: Vancouver style [numbered in text as [1], [2] etc.].

7. File Naming Convention

Files should be clearly labeled (e.g., “IJCV_MainText_Smith.docx”, “Figure1.jpg”, “Table2.xlsx”) to assist reviewers and editors.

8. Figures and Tables

• Figures must be in high resolution (≥ 300 dpi).
• Use standard formats (JPG, PNG, TIFF, or EPS).
• Each figure caption should be placed below the figure and explained clearly.
• Tables must be editable (Word or Excel format); avoid images of tables.

9. Supplementary Materials

Datasets, appendices, and additional images may be uploaded as supplementary files. Each must include a brief legend and be referenced in the main text.

10. Ethical and Legal Statements

• Include approval ID and institution for studies involving humans or animals.
• Provide a Consent Statement for patient data or images.
• Add a Conflict of Interest Declaration at the end of the manuscript.

11. Pre-Submission Checklist

• [ ] Manuscript follows IJCV format and reference style.
• [ ] Title page includes corresponding author email and ORCID.
• [ ] All figures and tables are numbered and cited in text.
• [ ] Ethics approval and conflict statements included.
• [ ] Cover letter attached.

12. Review Process and Editorial Communication

After submission, manuscripts are assigned to editors for initial screening and peer review. Authors are notified via email at each stage of the process (Received → Under Review → Decision → Proof). Communication is maintained through the OJS dashboard and registered email.

13. Revisions and Resubmission

Revised manuscripts must include a separate document titled “Response to Reviewers.” This file should list reviewer comments and author responses in a tabular format for clarity. Resubmissions must be uploaded as new revisions through OJS under the same manuscript ID.

14. Submission Language and Editing Support

Submissions must be in English. Professional editing is recommended for non-native authors. IJCV offers optional language editing at nominal cost prior to peer review.

15. Data Sharing and Transparency

Authors are encouraged to deposit data in public repositories (Figshare, Zenodo, Mendeley Data) and provide data availability statements with DOI links in the manuscript. Transparency supports reproducibility and open-science principles.

16. Copyright and License

Upon acceptance, authors retain copyright under the CC BY 4.0 License. The license permits use, distribution, and reproduction in any medium with proper citation of the original work.

17. Submission Fees and Waivers

There is no submission fee. Article Processing Charges (APC = USD 2,949) apply only after acceptance. Waiver requests can be made at submission per IJCV’s Waiver Policy.

18. Contact Information

Editorial Office – International Journal of Clinical Virology (IJCV)
Email: [email protected]
Submission Portal: https://www.clinvirologyjournal.com/

View Author Guidelines