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Submission Guidelines


Instructions for Authors | Proceedings of UCLA Radiological Sciences

The following information is provided to ensure timely peer-review and publication of your article. Failure to follow these guidelines may delay consideration and/or publication of your article.



GENERAL INSTRUCTIONS FOR AUTHORS - New Submission

Text Formatting and Style

  • Text should be submitted as Office 2010 (or later) Microsoft Wordformat. Do not submit PDFs.
  • Text margins should be at least 0.7 inches.
  • Text should be 1.5 lines. Tables and References should be single-spaced.
  • Use the following fonts at 11 point: Arial, Calibri, or Times New Roman
  • Special, mathematical characters, and Greek letters should use the symbol font. Equations should be embedded where cited in the text.
  • Number the pages of the manuscript in the right margin of the footer.
  • Spell out all abbreviations when first used in the Abstract and manuscript Text. For example, “right coronary artery (RCA).” All abbreviations should be listed in alphabetical order in the Summary Section.Avoid nonstandard abbreviations.

Manuscript Organization and Content

Submit each of the following documents separately

  1. Cover Letter: Manuscript title, complete author list, description of any conflict of interest or funding/industry support for the work (REQUIRED), and statement that this work will be published solely in Proceedings of UCLA Radiological Sciences.
  2. Manuscript file: Submit as a single document in the following order -
    • Full Title Page
      • Manuscript title
      • All authors in order: List by first name, middle initial, last name, and academic degree.

        Example: Betsy M. Morgenstern, MD

      • Corresponding author: Telephone number, email address, and complete address
      • Funding information: Include granting agency and number (if applicable) or industry sponsor.
        • Example - Funding: This work was supported by the National Institutes of Health/National Cancer Institute [R01 CA123456; PI: Jones] and the UCLA Department of Radiological Sciences, Exploratory Research Program, 2018)
      • Manuscript type: Original research, review, case series, etc.
      • Word counts for Abstract and Text:Excluding references, Tables, and Figures
      • Keywords: 3-5
  3. Abstract:Begin on separate page. See individual manuscript types for maximum word count.
  4. Main text:Begin on separate page. See individual manuscript types for headings and subheadings
  5. References:Begin on a separate page. Please do NOT use reference software or the end notes/footnotes feature in Microsoft word, as this causes problems during editing.
    • In the main text, references are numbered in parentheses as they appear
        • Example - “…has been shown to correlate with right ventricular dysfunction (3).”
    • On the reference page, list references in the order in which they are first mentioned in the manuscript
    • Use the style of the National Library of Medicine, including journal abbreviations. For cited articles with five (5) authors, list all authors. For references with more than five authors, include only the first three, adding “et al.”
        • For print articles:
          1. Smith LR, Johnson MG, Tyler PP, Gutierrez TL, Jones PM. Assessment of acute coronary syndrome using coronary CT angiography. N Engl J Med 2005; 14:616-623. doi: 10.1121/NEJMd070741
          2. Lawrence MK, Jones PB, Funkelstein AA, et al. Correlations between coronary CT angiography and catheter angiography. JAMA 2007; 21:1526-1533. doi: 5.1342 JAMAc52131
        • For online articles: Follow the same citation format as for print articles with the addition of the date the article was accessed -
            1. Wilson CR, Sherritt L, Gates E, Knight JR. Are clinical impressions of adolescent substance use accurate? Pediatrics 2004; 114:e536-e540. doi:10.1542/peds.2004-0098. Published November 1, 2004. Accessed November 10, 2004.

        • For books: Provide chapter authors, chapter title, editor(s), Book title, edition, city and state, publisher, year, and specific pages. Include the complete page numbers for the citation (for example, 1537-1544 rather than 1537-44).
            1. Brown M, Gray L. Indications for hematology. In: Wintrobe MM, ed. Clinical Hematology. 3rd ed. Philadelphia, PA: Lea & Febiger, 1975; 1146-1167.

  6. Figures: Figures appear one per page in the order in which they appear in the manuscript. Each figure has a Title (e.g. Figure 1. CT images in a patient with acute chest pain). A Figure Legend immediately follows the relevant figure.
    • Examples: Figure 1. CT images in a patient with acute chest pain. (1a) On coronary CT angiography, there is anomalous origin of the right coronary artery from the left main coronary artery. (1b) Distally, there is 90% occlusion of the right coronary artery (arrow). If the figure is multipart, (Figure 1a, 1b), all components appear on the same page.
    • Upload each figure or multi-part figure as individual TIF, PSD, or JPEG files
  7. Tables: (one per page in the order in which they appear in the manuscript)
    • Tables should be single spaced
    • Each table is numbered and has a short, descriptive title. The table number and title appear at the TOP of the table.
    • Define all abbreviations in the table in the bottom footnotes of the table.
  8. Acknowledgements: Separate page
  9. Supplemental Materials (if any): Supplemental materials may include figures, tables, or more detailed explanations than can't be fit into the main body of the manuscript.

Faculty Author Attestation

Medical Students, Residents and Fellows who submit manuscripts, please have your Senior Faculty Author (usually the last author) sign via adobe acrobat the following attestation form and email to EFonacier@mednet.ucla.edu--Downloadable here: https://uclahs.box.com/s/97h4jazefpvgnzrer2yc4bdqbt0zxeef


GENERAL INSTRUCTIONS FOR AUTHORS - Revised Manuscript

When submitting a revised manuscript in response to reviewer/editor comments, the following are required:

  • A point-by-point response letter specifying how each of the comments has been addressed.
  • Annotated version of the manuscript: Use Track Changes to identify revisions or deletions.
    1. If references, tables, or figures have been moved, added, or deleted in revision, RENUMBER them to reflect such changes and correspondingly revise reference to them in the main text.
  • Clean versionof the revised manuscript
  • Upload of each individual figurein TIF, EPS, AI, or PSD files




Contact Us

For inquiries about the preparation and/or status of a submission, please contact us at:

RSProceedings@mednet.ucla.edu



Manuscript Types

The following are the types of journal articles accepted for publication. Submission guidelines for authors are described for each type of manuscript. Please follow the instructions for the specific submission type.

  • Case Reports | Case Series
  • Original Research
  • Technical Briefs
  • Review Articles
  • Clinical Updates
  • Pearls from the Workstation or Interventional Suite
  • Clinical Commentary

A table of the different types of articles accepted for publication



The following section provides more explicit information on each article type

Case Reports

Description

Case reports are intended to contribute to medical knowledge, have educational value, and typically describe common presentations of important rare conditions or important unusual presentations of common problems. They convey clear, practical lessons relevant to a general audience. Examples of types of case reports:

  • Unreported or unusual appearances of a particular disease or condition
  • New associations or variations in disease processes.
  • Presentations, diagnoses and/or management of uncommon or emerging diseases.
  • An unexpected association between diseases or symptoms.
  • An unexpected event in the course of observing or treating a patient.
  • Findings that shed new light on the possible pathogenesis of a disease or an adverse effect.

Word Count

Total 1500 words.

Number of Authors

Maximally 4 (5 for Case Series)

Reference Limit

Maximum 10

Figure & Table Limit

Maximum 3 (Includes images, charts, graphs and tables)

Title

  • Add “A Case Report” or “Case Reports” to the title. This will include the title in one of the 6 searchable article type categories used by JAMA Network journals online.3
  • Avoid abbreviations unless they relate to the name of an entity that is best known by its acronym. In these cases expand the abbreviation in the abstract and at the first appearance in the text.3
  • Capitalize the first letter of each major word, including 2-letter verbs (“Is” or “Be”). Do not capitalize subsequent articles, prepositions of 3 or fewer letters, coordinating conjunctions, or the “to” in infinitives.3
  • Avoid shrewd and amusing titles; articles with these titles are cited less than articles with conventional scientific titles.4

Keywords

  • Submit a list of 3-5 keywords that represent the main content of the manuscript for its indexing and easy online retrieval.3
  • Use American spelling.
  • Avoid the use of general and plural terms and multiple concepts.5

Abstract

  • The abstract should contain sufficient information to understand the main features and conclusions of a case report without additional information.3 The abstract is a summary of a manuscript; therefore, consider writing the abstract last.4
  • Include an unstructured abstract of no more than 150 words.
  • Do not repeat the title in the opening statement.
  • Ensure that all concepts and data mentioned in the abstract are also included in the text.
  • Avoid abbreviations unless they appear numerous times (otherwise spell them out at first mention).
  • Do not include any citations, references, URLs, figures, or tables or any information that is not present in the main text.
  • Avoid the use of proprietary or manufacturers’ names.3
  • Do not use the abstract as an introduction.4

Case Presentation

  • This section should provide an objective, concise, and chronological description of all relevant details of the case to help the reader establish her/his own conclusions about case validity.
  • Present the patient’s primary complaint.
  • Describe the patient (provide pertinent and anonymized demographic information).
  • Include any of following that are necessary to understand the case:

- the patient’s relevant medical history

- physical examination (symptoms and signs)

- tests results, including imaging and pathology findings

- diagnostic assessment

- description of any treatment or intervention

- actual treatment/diagnostic outcomes.1,2,4-6

Discussion

This section should address the results of the study and their analysis on whether they support or refute the study hypothesis. It should also evaluate the case for accuracy, validity, and uniqueness.

  • Briefly summarize the study in relation to hypothesis (research questions) posed in introduction section.
  • Present the study results, their interpretation (in the context of published literature), and generalization.
  • Discuss the study strength and limitations and their possible effect on the study results
  • Provide evidence to support or refute the problems introduced by the study limitations.
  • Describe the implications for clinical/imaging practice.
  • Offer specific directions for future research/imaging protocols (avoid generic uninformative recommendations).1-3,5,6

Conclusions

This section should address clearly and concisely the main conclusions and their importance and relevance.

  • Provide the key points covered in the case report.
  • Propose an explanation of the mechanism/effect of what had been observed in the case.
  • Describe the area of impact of the case on a particular clinical specialty and/or across medicine.
  • Briefly discuss the advantages in knowledge and skills brought about by the case.
  • Give recommendations/teaching points.1-4

Abbreviations

  • List and spell out all abbreviations that have been used in the manuscript.
  • Provide the expanded from of an abbreviation in lowercase letters (unless it is a proper noun or a formal name)
  • Do not use periods with honorifics or abbreviations (exceptions: “No.” for “number” and “St.” when it is part of a person’s name).1,3

Summary Box

Provide two to three bullet points of key information (brief, single sentences).

Ethics Approval and Consent to Participate

This section is mandatory for all manuscripts, including case reports. “After a manuscript has been submitted, if the editors determine that the information could result in recognition—even if only by the patient—they should ask the author to delete identifiable details and material.” 3

In the case the manuscript does not report about animal or human data or tissue, or the patient is sufficiently anonymized, or when publication is approved by the authors’ ethics committee or privacy officer, provide the statement “Not applicable” in this section.

Any patient who might be identified by their case description (even if only by the patient) should read the manuscript and must give written informed consent (in English, UCLA form 10069 or in Spanish, UCLA form 10069a) for the purpose of the case report publication.

  • Obtain patient’s (their parents/legal guardians or next-of-kin) informed consent for the case report to be published and place the consent in the patient’s chart.
  • In this section of the manuscript, provide the following statement: “Written informed consent was obtained from the patient for publication of this case report and accompanying images. A copy of the written consent is available for review by the Editor-in-Chief of this journal.”
  • In the case the written consent from the deceased patient’s next-of-kin could not be obtained, provide the following statement: “Written informed consent could not be obtained for publication of this case report and accompanying images despite all reasonable attempts. Every effort has been made to protect the patient’s identity and there is no reason to believe that our patient would have objected to publication.”

Author Contributions

Submit the authorship form at the time of manuscript submission.List all relevant contributions for each named author according to the guidelines of the International Committee of Medical Journal Editors. Submit the authorship form at the time of manuscript submission.

Acknowledgements

  • List all non-author collaborators and other contributors who provided technical, general, administrative and other types of support.
  • Consider acknowledging (anonymously) the patient on whom the case report is based.
  • Obtain permission to acknowledge from everyone mentioned in this section.
  • If you do not have anyone to acknowledge, write "Not applicable" in this section. 1,3,7

References for the Above

  1. Rison RA. A guide to writing case reports for the Journal of Medical Case Reports and BioMed Central Research Notes. J Med Case Reports. 2013;7(1):239. Published online 2013 Nov 27. doi:10.1186/1752-1947-7-239
  2. Guidelines to writing a clinical case report. Heart Views. 2017 Jul-Sep; 18(3):104–105. doi: 10.4103/1995-705X.217857
  3. AMA Manual of Style Committee. AMA Manual of Style: A Guide for Authors and Editors. 11th ed. Oxford University Press; 2020.
  4. doi: 10.1093/jama/9780190246556.001.0001
  5. Packer CD, Berger GN, Mookherjee S. Writing Case Reports: A Practical Guide from Conception through Publication. Springer International Publishing Switzerland; 2017.
  6. Author Information Pack. Radiol Case Reports. Accessed September 6, 2020. https://www.elsevier.com/wps/find/journaldescription.cws_home/736967?generatepdf=true
  7. 6Bannas P. Instructions for Radiological Case Reports. Fortschr Röntgenstr. 2017;189: 333–337. DOI: http://dx.doi.org/10.1055/s-0043-101525
  8. BioMed Central. Editorial Policies. Accessed September 4, 2020. https://www.biomedcentral.com/getpublished/editorial-policies



Case Series: Two or more representative cases

Description

Case series should be original and provide clinical impact. Frequently they represent the first observations of a disease, condition, or manifestation.

Structure

The case series should be structured as:

  • Abstract: Maximally 150 words. Unstructured, with inclusion of brief description of the condition.
  • Manuscript text with the following sections: Introduction, Materials and Methods, Results, Discussion.

Summary Box

On a separate page, provide the following:

  • Key Points: Up to three main results or conclusions that advance medical knowledge.
  • Summary Statement: 1-2 sentences that summarize the important findings of the manuscript.

Number of Authors

Maximally 5

Word Count

Total 1500 words (exclusive of Abstract)

Reference Limit

Maximum 10

Figure & Table Limit

Maximum 4 (Include images, charts, graphs, and tables)

Author Contributions

List all relevant contributions for each named author based on the guidelines of the International Committee of Medical Journal Editors.

Funding Source for Research

List all sources of funding that supported the research.



Original Research

Description

These articles provide new knowledge based on original research. Meta-analyses are also acceptable in this category. Studies should be hypothesis-driven.

Structure

Original research involves the following sections: Abstract, Introduction, Materials and Methods, Results, and Discussion. An Appendixis appropriate if additional material beyond what is allowable will be included.

  • The article should be unpublished.
  • The Abstractis maximally 300 words and must be structured. Subsections: Background (why was the study done/why is it relevant?) Purpose, Methods, Results, and Conclusionssections
  • In the Methodssection:

- Explicitly state that the study received IRB approval or exemption and should describe the statistical methods.

- Sub-headings are encouraged (Study Participants, Image Acquisition, Statistical Methods, etc.)

- Reference the clinical trial number if one exists. Possible registries include ClinicalTrials.gov or WHO International Clinical Trials Registry Platform (ICTRP).

  • The Discussionsection must include commentary on the limitations of the research.

Summary Box

On a separate page entitled Summary Box, provide the following:

  • A list of all abbreviations used in the manuscript
  • Key Points: Up to three main results or conclusions, including summary data
  • Summary Statement: 1-2 sentences that summarize the important findings of the manuscript.

Number of Authors

Maximally 7

Word Count

Total 3000 words (exclusive of Abstract)

Reference Limit

Maximum 35

Figure & Table Limit

Maximum 8 (Include tables, images, charts, or graphs)

Author Contributions

List all relevant contributions for each named author. The International Committee of Medical Journal Editors recommends that authorship be based on all of the following four criteria:

  1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  2. Drafting the work or revising it critically for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Funding Source for Research

List all sources of funding that supported the research.



Technical Briefs

Description

Technical developments provide a brief description and results of new imaging techniques, procedures, contrast agents, or equipment. These are typically exploratory feasibility studies. These articles should have appropriate statistical analyses. The Introductionand Discussionare more limited than in Original Research articles. The article should be unpublished.

  • Abstractis structured, maximally 300 words, and includes: Background(why was the study done/why is it relevant?), Purpose, Methods, Results, and Conclusionsections
  • In the Methodssection:

- Explicitly state that the study received IRB approval or exemption and should describe the statistical methods.

- Sub-headings are encouraged (Study Participants, Image Acquisition, Statistical Methods, etc.)

- Reference the clinical trial number if one exists. Possible registries include ClinicalTrials.gov or WHO International Clinical Trials Registry Platform (ICTRP).

  • The Discussionsection must include commentary on the limitations of the research.

Summary Box

On a separate page entitled Summary Box, provide one to three sentences that summarize the important findings of the manuscript.

Number of Authors

Maximally 5

Word Count

Total 2000 words (exclusive of Abstract)

Reference Limit

Maximum 25

Figure & Table Limit

Maximum 5 (Include tables, images, charts, or graphs)

Author Contributions

List all relevant contributions for each named author. The International Committee of Medical Journal Editors recommends that authorship be based on all of the following four criteria:

  1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  2. Drafting the work or revising it critically for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Funding Source for Research

List all sources of funding that supported the research.



Review Articles

Description

Review articles are focused, in depth reviews of the scientific knowledge on a topic of interest. No new research information is described in a review. Reviews should be written for the general radiologist/physician rather than the specialist.

  • Abstract is unstructured and maximally 200 words

Summary Box

Provide the following:

  • A list of all abbreviations used in the manuscript
  • Three to five bullet points of key information (brief, single sentences)
  • Summary Statement: Single sentence that summarizes the important findings of the manuscript.

Number of Authors

Maximally 6

Word Count

Total 4000 words (exclusive of Abstract)

Reference Limit

Maximum 100

Figure & Table Limit

Maximum 8 (Include tables, images, charts, or graphs)

Author Contributions

List all relevant contributions for each named author. The International Committee of Medical Journal Editors recommends that authorship be based on the following four criteria:

  1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  2. Drafting the work or revising it critically for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

Funding Source for Research

List all sources of funding that supported the research.



Clinical Updates

Description

A Clinical Update is a focused review of a specific aspect of a current treatment or diagnosis that highlights recent advances.

Structure

  • Include brief background of the treatment or diagnosis, then Update section that describes new state-of-the-art approaches.
  • Provide an unstructured abstract of 150 words maximally.

Summary Box

On a separate page, provide a summary statement of 1-2 sentences that summarize the major point of the update.

Number of Authors

Maximally 4

Word Count

Total 2000

Reference Limit

Maximum 25

Figure & Table Limit

Maximum 4

Author Contributions

List all relevant contributions for each named author based on the guidelines of the International Committee of Medical Journal Editors.

Funding Source for Research

List all sources of funding that supported the research.



Pearls from the Workstation or Interventional Suite

Description

“Pearls From the Workstation or Interventional Suite” briefly present a case or procedure, describing the commonly observed clinical findings and/or procedure technique with valuable teaching points and clinical pearls. Cases should not be especially rare or unusual; these cases should instead be submitted as a Case Report.

Structure

The article and accompanying figures must fit on one page.

Summary Box

N/A

Number of Authors

Maximally 2

Word Count

Total 150

Reference Limit

Maximum 2

Figure & Table Limit

Maximum 2

Author Contributions

List all relevant contributions for each named author based on the guidelines of the International Committee of Medical Journal Editors.

Funding Source for Research

List all sources of funding that supported the research.