Guide for Author

GUIDE FOR AUTHOR

ANNALS OF CLINICAL EPIDEMIOLOGY

AIMS AND SCOPE
  • Annals of Clinical Epidemiology (ACE) is a peer-review journal published by the Society for Clinical Epidemiology (SCE).
  • The aim of ACE is to contribute to the mission of the SCE though publishing scientific papers. Manuscripts that matches the aim of ACE can be submitted by healthcare professionals who have clinical and research mind, regardless of clinical fields.
GENERAL PRINCIPLES FOR SUBMISSION
  • Manuscripts should be written in English.
  • Manuscripts are accepted on condition that they have not been published already, nor are they under consideration for publication, nor in press elsewhere. Although the language is different, secondary publication of material published in other journals or online is forbidden.
  • Authorship credit should be based on accordance with this “Guide for Author”, and the ICMJE Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals.
  • Manuscripts should be prepared in accordance with this “Guide for Author”, and the ICMJE Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals (http://www.icmje.org/icmjerecommendations.pdf).
  • All investigators should ensure that the planning and reporting of human research are in accordance with the Helsinki Declaration as revised in 2013 (https://www.wma.net/policies-post/wma-declaration-of-helsinki-ethical-principles-for-medical-research-involving-human-subjects/).
  • All authors should seek approval to conduct research from an independent local,regional, or national review body (e.g., ethics committee, institutional review board).
  • When reporting experiments on animals, authors should indicate whether institutional and national standards for the care and use of laboratory animals were followed.
  • Authors must follow each suitable guideline for different study designs; examples include CONSORT for randomized trials (http://www.consort-statement.org/), STROBE for observational studies (http://strobe-statement.org/), PRISMA for systematic reviews and meta-analyses (http://prisma-statement.org/), and STARD for studies of diagnostic accuracy (http://www.equator-network.org/reporting-guidelines/stard/).
  • All authors are required to report potential conflicts of interest including specific financial interests relevant to the subject of their manuscript in the text. The ICMJE Form for Disclosure of Potential Conflicts of Interest will be requested after a manuscript is accepted.
  • The acceptance or rejection of the paper submitted to ACE will be decided based on the judgment of the reviewers and the editorial board.
  • Upon acceptance of an article for publication, the copyright of the article shall be exclusively assigned to the SCE. Reproducing the article in part or in any form without permission from the editorial board is prohibited.
  • Accepted articles are published online and can be viewed by members of the SCE.
TYPES OF MANUSCRIPT
The types of manuscripts include Original Article, Review Article (invited or submitted),and Letters to the Editor. Case reports are not acceptable.

Word counts and the numbers of Figures, Tables and References.
Types of
manuscript
Word counts
(main text)
Figures and Tables References Abstract Keywords
Review Article 4,000 words No limit No limit 250 words 2-5
Original Article 4,000 words No limit No limit 250 words 2-5
Letters to the
Editor
500 words Up to one Up to five 150 words 2-5
Word counts do not include Abstract, Figure legends and References.

Regarding original article and review article, specify the area of the article at the time of submission. When it has multiple areas, two or more areas may be specified. Select the areas from the following list, and write the numbers on the Cover Letter.
1. Internal Medicine 2. Pediatrics 3. Dermatology 4. Psychiatry 5. Surgery 6. Orthopedic Surgery 7. Obstetrics and Gynecology 8. Ophthalmology 9. Otolaryngology 10. Urology 11. Neurosurgery 12. Radiology 13. Anesthesiology 14. Pathology 15. Clinical Examination Medicine 16. Emergency Medicine 17. Plastic surgery 18. Rehabilitation Medicine 19. Nursing 20. Nursing care 21. Dentistry 22. Others
MANUSCRIPT PREPARATION
1. General recommendation
  • Manuscripts should be submitted in Microsoft Word and save your files in docx format (Word 2007 or higher) or doc format (older Word versions).
  • The manuscript text should be in 10.5 pt and double-spaced.
  • Use a standard typeface such as Times New Roman or Arial.
  • Top, bottom, and side margins should be set at 1 inch (25.4 mm).
  • All pages in the manuscript file should be numbered at the top right corner.
  • Describe names of medicines in generic names.
  • Use only standard abbreviations and acronyms. They cannot be used in the title.
  • Abbreviations and acronyms should be in parentheses immediately after the words for which they stand and must be spelled out completely at first use in the abstract and again at first use in the text. Abbreviation is only needed to be used 5 times or more.
  • Use Arabic numerals for numbers, fill in ", (comma)" for every three digits.
  • Measurements should be reported in metric units (meter, kilogram, or liter) or their decimal multiples.
  • In the units they use for reporting hematologic, clinical chemistry, and other measurements, author should report units of measurement laboratory information in internationally accepted rules and conventions or International System of Units: SI. Liter should be capitalized "L" in the text and charts. (g / dL, mg / dL, IU / L, mg / dL, mEq / L)
2. Cover letter
Cover letter should include:
  • Type of the article
  • Area of the article
  • Brief explanation of the article
  • Declaration that is not duplicate publication
  • Information on conflict of interest
  • Information on grants and research expenses
  • Information on each author's role
3. Manuscript
Manuscript should be arranged in the following order: (i)Title page, (ii)Abstract, (iii)Main text, (iv)References, (v) Figure Legends, (vi) Figures, and (vii) Tables.
3-1. Title page
Title page should include:
  • A concise and informative title, which should contain no more than a total of 200 characters (counting letters and spaces)
  • Running title (Up to 60 characteristics)
  • Names, academic degrees, and affiliation of the author(s)
  • The corresponding author’s name, affiliation, address, telephone numbers and e-mail
  • 2 to 5 keywords which can be used for indexing purposes
3-2. Abstract
The structured abstract should be divided into four paragraphs headed Backgrounds, Methods, Results, and Conclusions.
3-3. Main text
The main body of the article should be divided into following paragraphs headed Backgrounds, Methods, Results, Discussion, Conclusions, Conflict of interests, Acknowledgments and References.
Contributors who do not meet the criteria for authorship of ICMJE should not be listed as authors, but they should be listed in the Acknowledgement. Funding sources should be described in the Acknowledgements.
3-4. References
References should be listed in the order cited in the text and numbered by Arabic number accordingly. Describe reference numbers in the text using square brackets. (e.g. [2, 13] [6-8, 22])
References to journals should be written in the following order; name(s) of author(s), name of article, name of journal in Italic type, year of publication, volume number, and pages (the numbers of the first and last pages).
Yasunaga H, Horiguchi H, Kuwabara K, Matsuda S, Fushimi K, Hashimoto H, et al.
Outcomes After Laparoscopic or Open Distal Gastrectomy for Early-Stage Gastric Cancer. Ann Surg 2013;257:640–6.
References to books should be written as follows; authors, title, page numbers cited, year of publication, publisher, and place of publication.
Fletcher RH, Fletcher SW, Fletcher DS. Clinical Epidemiology: The Essentials. 5th Edition. pp. 11–28, 2012, Lippincott Williams & Wilkins, Philadelphia, US
References to Online document should be written as follows; authors, title, address, date of accesses.
World Health Organization. International Classification of Diseases. Available from:
http://www.who.int/classifications/icd/en/, Accessed 2018 Aug 13
List all authors/editors up to 6; if more than 6, list the first 6 followed by "et al." The titles of journals should be abbreviated to the style used in Index Medicus (NLM Catalog: Journals referenced in the NCBI Databases).
If the paper is not written in English, “(in language)” should be described on the end of reference and use the original name of the journal.
4. Figures/ Tables
Do not embed Figures/ Tables in the text.
Figures/ Tables should be numbered with Arabic numbers in appearance in the text. When subclassification is required, use lower case alphabet following Arabic numerals. (e.g., Figure 1a, Table 3c)
4-1. Figure
Figure Legends should be typewritten on a separate page, and included at the end of the reference.
Images should be provided in TIFF, GIF, PNG, JPG, JPEG format. Color images must be CMYK, at least 600 DPI. Gray scale images should be at least 1200 DPI.
When using the published contents, you should submit a permission from the publisher or author.
License fee shall be borne by the author. The Editorial Board never applies for permission.
4-2. Table
Do not insert vertical lines in Tables. Author should write footnotes in each Table and include full spelling of the abbreviation used in Table.
Tables should present new information rather than duplicating what is in the text, and should be used only when they can present information more efficiently than running text. Readers should be able to interpret the table without reference to the text.
ENGLISH LANGUAGE EDITING
If the authors are non-native speakers of English, English editing by native speakers is necessary before submission of final version of manuscript. It is also necessary to submit a certificate of English editing by separate file.
MANUSCRIPT SUBMISSION
Your article must be submitted to the editorial office of ACE by e-mail in English (clinepi_adm@www.heer.m.u-tokyo.ac.jp).
Title of e-mail must be “ACE submission, first author name, article title”.
The article should be divided into the following files. 1. Cover letter, 2. Manuscript, 3. Supplementary Appendix, 4. Certificate of English editing.

If the capacity of article is large and it cannot be sent as an attached file, cloud services may be used. However, information management should be done at own risk.
You will receive an e-mail confirming submission. If you do not receive a confirmation e-mail within 7 working days, please contact the editorial office by e-mail.
CONFLICTS OF INTERESTS AND FINANCIAL DISCLOSURE
All authors are required to report potential conflicts of interest including specific financial interests relevant to the subject of their manuscript. The ICMJE Form for Disclosure of Potential Conflicts of Interest will be requested after a manuscript is accepted.
Items that require disclosure are as follows:
  • Employment, officers, advisors: 1 million yen or more / year
  • Holding of stocks and stock options: A profit of 1 million yen or more per year, or holding
  • 5% or more of the entire stock
  • Patent royalty: over 1 million yen / year
  • Honorarium (lecture etc.): 500,000 yen or more / year
  • Promotional material costs (manuscript fee, etc.): 500,000 yen or more / year
  • Research funding: 5 million yen or more/ year
  • Others (Travels unrelated to research, gifts): 50,000 yen or more / year
AUTHOR PROOF
The ACE provides proofreading to the authors. Only first proofs will be sent to the corresponding author.
The author should correct only the error of the token in proofreading. To change the content, you must obtain permission from Editor in Chief.
ARTICLE PROCESSING CHARGE
Upon acceptance, article processing charges (100,000 Japanese yen) will be billed to the corresponding author. The ACE is an online Journal, and offprints cannot be ordered.
COPYRIGHT TRANSFER
Copyright will be transferred to the SCE upon acceptance of the manuscript for publication. Each author must read and sign the statements on Copyright Transfer. For further information, see our “Copyright Transfer Agreement form”.
Secondary use, reprint, and copying licensing rights of the manuscript shall be entrusted to the SCE.
When author use contents of the ACE, it is necessary to obtain license agreement from the Editorial Board.
Editorial office of ACE
Address: Department of Clinical Epidemiology and Health Economics, The University of Tokyo,
7-3-1, Hongo, Bunkyo-ku, Tokyo 1130033, Japan
E-mail: clinepi_adm@www.heer.m.u-tokyo.ac.jp
Editor-in-chief: Hideo Yasunaga, MD, PhD
Professor, Department of Clinical Epidemiology and Health Economics, The University of Tokyo Professor, Department of Clinical Epidemiology and Health Economics, The University of Tokyo