Author Guidelines

INFORMATION FOR AUTHOR

Submission Manuscript Guideline

The author should first register as an Author : GO TO REGISTRATION 

The author must fill out the form in as much detail as possible, ensuring all fields marked with a star are completed. After filling in all the text boxes, the author should click the "Register" button to complete the registration. This will take the author to the online submission interface, where they should click on "New Submission." In the "Start a New Submission" section, click on "'Click Here' to go to step one of the five-step submission process." The five steps in the online submission process are as follows:

Step 1: Starting the Submission: The author needs to mark the submission checklists. The author should either type or copy and paste the cover letter into the “Comments for the Editor” section. the author need to mark the author check box and the privacy statement

Step 2: Uploading the Submission and Supplementary Files: To upload a manuscript to this journal, click "Browse" under the "Upload submission file" section and select the manuscript document file (.doc/.docx) to be submitted. Then, click the "Upload" button to complete the upload process.

To add supplementary files (The Pledge, cover letter and similarity check report), in the upload file section select the "Component article", then select "Other", drag and drop a file and select the Supplementary file document respectively.  Then in the review details section, fill in the description according to the file. Next, the confirmation section can be continued if the documents are correct and have been uploaded. Do the procedure again for the three documents.

Step 3: Entering Submission’s Metadata: In this step, detailed author metadata must be entered, including designating the corresponding author. Then, the manuscript title and abstract should be uploaded by copying and pasting the text into the textbox, along with the keywords.

Step 4: Finish the Submission: The author should perform a final check of the uploaded manuscript documents at this step. To submit the manuscript to ASEAN Journal of Disaster Health Management (AJDHM), click the “Finish Submission” button once all the documents are correct. The corresponding author or principal contact will receive an acknowledgment email and will be able to monitor the submission's progress through the editorial process by logging in to the journal's website.

Step 5: Submission Complete: All of the reviewing process will have happened inside the OJS. Therefore, the author can monitor the article process including review, comment, and final result on the OJS dashboard. However, all of those updates will be notified as well to your E-Mail account. After submitting, authors will receive a confirmation email. You can then track the status of their submission at any time by logging in to the online submission interface. This tracking includes updates on the manuscript review and editorial process.

Author Guideline

ASEAN Journal of Disaster Health Management (AJDHM) is a peer-reviewed platform to publicize disaster health management relevant articles focused on the ASEAN region of original research, case studies and practices, capacity development, and policy recommendations, a collaboration between health sectors and other sectors in disasters, and as well as the world-class review articles. In addition, this journal promotes the WHO Health Emergency and Disaster Risk Management (EDRM) Framework in the region. AJDHM is the official publication of the ASEAN Academic Network on Disaster Health Management (AANDHM).

1.     Preparation of the Manuscript

AJDHM accepts several types of manuscripts. The manuscript format is provided for your preparation and submission through the Gadjah Mada University Online Journal System https://jurnal.ugm.ac.id/v3/AJDHM. For more detailed instructions, refer to section 5 in this guideline.

1)     Abstract

The Abstract must be limited to 200 words, excluding keywords and topic. The abstract format should follow the Introduction/ Objective/ Methods/ Results/ Discussion and Conclusion sequence. Please follow the specific instructions in the manuscript type if there are any. Immediately after the abstract, provide at least 3 to a maximum of 5 keywords specifying the paper topic, avoiding general and plural terms and multiple concepts.

2)     Main manuscript

In general, the main manuscript text can be minimum 4,000 and maximum to 6,000 words (excluding title, abstract, keywords, references, acknowledgments, conflict of interest statement, and listed abbreviations). Be careful that 180 words are per figure, and the number of words in tables will be deduced from the total words up to 6,000.

2-1)      Original Research

The original research is based on structured research using quantitative and/or qualitative data collection methods and analyses to answer research questions, validate a hypothesis or clarify association(s), or prove a cause-and-effect relationship. 

• For the original research manuscript, please provide a concise statement of the study hypothesis or objective after the introduction section of the main manuscript.
• Limitations of the study (potential limits of validity for the report should be discussed) must be discussed, preferably as a separate section, following the end of the Discussion section.
• The Conclusion statement must concisely summarize the study findings without subjective statements, editorialization, or further discussion and should be placed as a final stand-alone section following the limitations discussion at the end of the main text.
• The acknowledgment and Conflict of interest shall be stated in your manuscript.

Preferred Original Research manuscript format is as follows:

1. Title
2. Abstract
3. Introduction (this section includes background, literature review, theories, and  objectives)
4. Method
5. Result
6. Discussion
7. Limitation
8. Conclusion(s) (should be based on the study findings)
9. Acknowledgement
10. Author contribution
11. Conflict of Interest
12. Funding
13. References (use Vancouver format)

*Tables / Charts / Figures: Cite in order in the main text.

*Abbreviations and symbols: use the word in full (followed by the abbreviation in parentheses) at its first appearance and thereafter use the abbreviation. Abbreviations should not be used in the title.                   

2-2) Field report/Project report

Field report/Project report summarize project results and implications. It should include a research strategy or approach, the activities, technologies, and details of the project undertaken, conclusions, and recommendations for the future direction of work in the field. The structure is similar to the original research but permits more flexibility.

• These papers provide a direct report of implementation or implications of the practices on DHM, including disaster response, curriculum/training/emergency medical teams/responding mechanism development, and public health in disasters. Supporting maps, graphs, and tables are encouraged to be included with careful caution on copyright clearance.
• Event (hazard) type (earthquake, tropical storm, bombing, train crash, mass-gathering event, infectious diseases outbreak, etc.) or the main topic (medical relief, humanitarian response, public health surveillance, policy/curriculum/training/mechanism development, etc.) should be identified in the A summary of the report with important findings shall be clearly stated in the abstract.
• The introduction should describe the event in detail, including the onset date, location, and impact. Citing the GLIDE disaster ID (https://glidenumber.net/glide/public/search/search.jsp) will help. In addition, summary of event/activity with specific data, such as population density, general damage, response and responsibilities, and objectives of the projects shall be described.
• The methods section should include implementation details relevant to the report. Cite references if any, used in the implementation, field activities, and analytical methods.
• Results, Discussion, and Limitation sections should include the novelty of the findings, comparison with preceding reports, and limitations of the findings. Avoid using “lessons learned” because this terminology blurs your notions.

Field Report/Project Report manuscript format is as follows:

1. Title
2. Abstract
3. Introduction
4. Method
5. Result
6. Discussion
7. Conclusion with recommendations and ways forward
8. Acknowledgement
9. Author contribution
10. Conflict of Interest
11. Funding
12. References (use Vancouver format)

2-3) Case study/Case Report

A case study, case report, or other description and discussion of a particular phenomenon based on original/direct observations. The goal of this study is to make other researchers aware of the possibility that a particular phenomenon and its implications.

• The case presentation section should include case presentation, observations, test results, and associated figures. The case can be a person, a community, a system, and a phenomenon according to the aim of the manuscript.

The Case Study/Case Report manuscript format is as follows:

1. Abstract
2. Introduction
3. Case Presentation (similar to the Field Report)
4. Discussion
5. Conclusions
6. Acknowledgement
7. Conflict of Interest
8. References (use Vancouver format)

2-4) Review Article

Reviews provide a comprehensive summary and constructive analysis of recent developments/advancements or discussion of an area of scientific research alongside a new perspective or conclusion. Review articles are a vital companion to research articles as they enable research to evolve.

There are several types of review articles, including systematic reviews and meta-analyses, scoping reviews, and narrative reviews. Please refer to Chapter 2.6 and 3.6 of WHO guidance on research methods for H-EDRM to find the appropriate types of review article (https://wkc.who.int/our-work/health-emergencies/research-methods).

Follow the recommended guidelines for each type of review as suggested:

1. For a systematic review

• Higgins JPT, Thomas J, Chandler J, Cumpston M, Li T, Page MJ, Welch VA, editors. Cochrane Handbook for Systematic Reviews of Interventions, version 6.0. Cochrane: London. 2019.
• Lockwood C, Oh EG. Systematic reviews: Guidelines, tools and checklists for authors. Nursing and Health Sciences. 2017: 19(3): 273–7.
• Moher D, Liberati A, Tetzlaff J, Altman DG; PRISMA Group. Preferred reporting items for systematic reviews and meta-analyses: the PRISMA statement. Ann Intern Med. 2009;151:264-9.

      2. For a scoping review

• Tricco AC, Lillie E, Zarin W, O’Brien KK, Colquhoun H, Levac D, et al. PRISMA Extension for Scoping Reviews (PRISMA-ScR): Checklist and Explanation. Annals of Internal Medicine. 2018: 169(7): 467-73.

2-5) Methodologies or Methods

These articles present a novel experimental method, test, or procedure. The method described may either be completely new, or may offer a better version or usage of an existing method. The article should describe a demonstrable advance in what is currently available. This can be an original research manuscript considering the clinical or social implementations.

2.       Figures and Tables

Authors are encouraged to insert the essential figures (including photos) and tables. The files for figures and tables should follow the required format and should be submitted as separate files from the main text. The number of words for a figure is counted as 180 words. The number of words in a table shall be counted within 3,500 words. Please follow the submission format to use those data.

3.     Plagiarism checking

Regarding the plagiarism check, the similarity score is suggested under 20%. The author is required to perform this checking procedure before the manuscript submission. The author can refer to the suggested indexes below; however, the final decision-making of evaluating the manuscript is undertaken by the peer reviewers and editorial board.

• < 20%: Suggested and most probably acceptable
• 20%-40%: Need careful re-check and consider revising
• > 40%: High-risk for plagiarism and revise and/or fair justification will be required

4.     English language editing

Authors, particularly those whose first language is not English, may wish to take native-check for their English-language manuscripts before submission. This step is optional, but may help to ensure that the Editor and any reviewers fully understand the academic content of the paper.  If the authors request to be provided the English proofreading support from the Universitas Gajah Mada, the Production Unit of AJDHM will announce you with a particular paper submission due date.

5.     The use of artificial intelligence (AI)-assisted technology

Authors must disclose whether they used artificial intelligence (AI)-assisted technologies (such as Large Language Models [LLMs], chatbots, or image creators) in the production of submitted work. Authors who use such technology should describe, in both the cover letter and the submitted work in the appropriate section if applicable, how they used it. For example, if AI was used for writing assistance, describe this in the acknowledgment section. If AI was used for data collection, analysis, or figure generation, authors should describe this use in the methods. Chatbots (such as ChatGPT) should not be listed as authors because they cannot be responsible for the accuracy, integrity, and originality of the work, and these responsibilities are required for authorship. Therefore, humans are responsible for any submitted material that uses AI-assisted technologies. Authors should carefully review and edit the result because AI can generate authoritative-sounding output that can be incorrect, incomplete, or biased. Authors should not list AI and AI-assisted technologies as an author or co-author, nor cite AI as an author. Authors should be able to assert that there is no plagiarism in their paper, including in text and images produced by the AI.

6.     Article submission fee

The fee for article submission is free of charge. The article processing charge (APC) after acceptance of the manuscript is also free of charge but may change without notice.

7.     Format

The submission format is provided by the Production Unit of AJDHM, which is the editorial unit of the Journal. Authors should note that submission implies that the content has not been published or submitted for publication elsewhere except as a brief abstract in the proceedings of a scientific conference or symposium.

Additional requirements are below for your manuscript:

• ORCID: As part of our commitment to supporting authors at every step of the publishing process, the journal requires only the submitting author (corresponding author) to provide an ORCID ID when submitting a manuscript. Please visit herefor more information about ORCID and complete to obtain your ID to apply.
• Ethical Approval: The statement of ethical approval, approval number, approval date, and waiver date should be described in the Method section. Especially when the Ethical Committee or Institutional Review Boards (IRBs) waives the ethical approval, the certification document should be added as a supplementary document.
• Acknowledgements: The contribution of colleagues, patients, community members, institutions, or data sources should be acknowledged.
• Funding: The source of financial grants should be mentioned.
• Conflicts of interest (COI) statement: This statement must disclose any commercial interest of the authors in the findings presented. If there is none, it must be stated that “The authors declare no conflicts of interest.”

8.     Submission

The manuscript must be submitted via the Online Journal System of AJDHM (https://jurnal.ugm.ac.id/v3/AJDHM). In addition to the manuscript, all the authors will be asked to submit a Cover Letter and a Pledge. The submission instructions and all the necessary templates is available in the online link above.

9.       Ethical Clearence

All authors must submit a certificate from the ethical committee or IRBs to ensure the ethical acceptability of the research protocols for the formal approval or waiver of the research. This approval or waiver should also be stated in the Methods section of your manuscript. In case you have any specific rules in your country, especially for a waiver of ethical approval*, submit the evidence of the document (including public information through a website) as a supplement file along with the manuscript, the pledge** and the cover letter. Please refer to the 2013 revision to the Declaration of Helsinki, which outlines the criteria that investigators must adhere to. When conducting research on people, the Methods section needs to specify if participants were paid a stipend and how informed consent was gained. The manuscript must be submitted via the Online Journal System (OJS) of AJDHM (https://jurnal.ugm.ac.id/v3/AJDHM). The submission instructions can be referred to in the online link.

*Ethical approval is required for studies involving human subjects but not for political analysis, system analysis, or methodological papers without human or animal subjects.

**The pledge includes other principles such as avoiding duplicate publication, protecting personal information, and conflict of interest.