1) Purpose and guiding principles

  • Access & equity: Deposits expand access to nursing scholarship for clinicians, patients, educators, and communities.
  • Integrity: Repository records should clearly indicate which version is deposited and link to the DOI of the version of record (VoR).
  • Reusability: Use open, machine-readable licenses and rich metadata to support discovery, education, and text/data mining where permitted.
  • Privacy & respect: Protect patient confidentiality and cultural sensitivities in any files shared with or alongside the article.

2) What you may deposit (versions)

CJNCP is open access. Authors can deposit the versions below with the conditions indicated. When in doubt, align the repository record with the article’s published license and always link to the VoR.

Version Where allowed When allowed Conditions & notes
Preprint (submitted version, before peer review) Preprint servers; institutional & subject repositories; author site Any time, including before submission to CJNCP Include a statement that the work is not peer reviewed. If later accepted, add the VoR DOI and preferred citation to the preprint record.
Accepted Author Manuscript (AAM) (post–peer review, pre–typeset) Institutional, subject, and generalist repositories; author site Immediately upon acceptance (no embargo) Label clearly as “Accepted Manuscript”; include citation of the VoR with DOI and link; do not mimic CJNCP typesetting or branding; optional watermark “Accepted Manuscript – CJNCP”.
Version of Record (VoR) (published, typeset article) Institutional, subject, and generalist repositories Upon publication Deposit the publisher PDF or HTML where permitted by the article’s open license; do not alter content or remove license/DOI banners; preserve accessibility features.

Figures, tables, appendices, videos, instruments, datasets, and code may be deposited separately (see Section 6) with their own persistent identifiers and licenses, provided third-party rights and privacy are respected.

3) Where you may deposit

Recommended repository types

  • Institutional repositories operated by your university, hospital, or health system.
  • Subject repositories that focus on clinical, nursing, or health research.
  • Generalist repositories (for articles, data, and code) that issue DOIs and provide robust metadata.
  • Funder-mandated repositories if your grant requires a specific deposit location.

Personal sites and networks

  • Author or lab websites may host versions, but for long-term access we recommend a repository with persistent identifiers.
  • Academic social networks can share links or permitted files; ensure that licenses and citations are intact and that the network terms do not conflict with your rights.

Where platform terms conflict with your article’s open license or with patient privacy requirements, the more protective standard applies. When uncertain, link to the VoR rather than uploading a copy.

4) When to deposit and how versions interact

  • Preprint: You may post before submission to CJNCP. If the manuscript is later accepted, update the preprint record with the VoR citation and DOI, and add a short “Author’s note” linking readers to the published article.
  • AAM: You may deposit immediately on acceptance. Use the filename pattern Manuscript_Accepted_CJNCP_[YYYYMMDD].pdf and include the VoR DOI when known. Avoid formatting that resembles the typeset proof.
  • VoR: After publication, deposit the final PDF/HTML where allowed. Keep the file unmodified (no added logos, stamps, or deletions).

Preferred reader pathway

Every repository record—preprint, AAM, or VoR—should point readers to the VoR with the clickable DOI link. This ensures accurate citation counts, reliable updates (e.g., corrections), and long-term preservation.

5) Licensing and rights statements

CJNCP articles are published open access under the license stated on the article itself. To maximize reuse and clarity:

  • Use the same license text on the repository item page and inside the file (e.g., front page or footer). Include the full license name and a URL to the license deed.
  • For preprints, you may select a license appropriate to early sharing. Upon acceptance, ensure the record links to the VoR and, if the repository allows, update the license to match the published article.
  • For AAM and VoR, apply the published article’s license verbatim. Do not add restrictions that conflict with it.
  • Include a copyright notice and the preferred citation of the VoR at the top of the record.

Machine-readable rights

Where the repository supports it, set machine-readable license metadata and rights URIs. This helps search engines and text/data mining tools apply the correct reuse terms.

6) Data, software, instruments, and materials

We strongly encourage depositing de-identified datasets, analytic code, questionnaires, and other research materials in trustworthy repositories. Doing so improves reproducibility and educational value in nursing practice.

Good practice for data deposits

  • Assign persistent identifiers (e.g., DOIs) to datasets and instruments.
  • Provide a readme describing files, variables, units, and collection methods; include de-identification steps and any access restrictions.
  • Respect patient privacy and legal/ethical constraints. Do not share raw protected health information. Where controlled access is required, choose repositories that support it and describe access conditions.
  • Reference your data DOI(s) in the article’s Data Availability Statement and in repository metadata.

Good practice for code & materials

  • Use standard open-source licenses (e.g., MIT, BSD, Apache) for code; include a LICENSE file and version tags.
  • Provide example inputs/outputs and environment details (language and package versions; operating system).
  • For instruments or education materials (e.g., patient teaching leaflets), include authorship, version, and usage rights.

Supplementary audiovisual materials should state whether faces/voices are consented for public release. When in doubt, anonymize or use controlled access.

7) Minimum metadata for repository records

To ensure discoverability and accurate attribution, include the following metadata on every deposit:

Field Description
Title Exact article title; add version label for preprints/AAM (e.g., “(Accepted Manuscript)”).
Authors & ORCID All authors with current affiliations; include ORCID iDs if available.
Abstract & keywords Use the article abstract; add practice-relevant keywords for nursing discovery.
Journal & citation “Clinical Journal of Nursing & Clinical Practice (CJNCP)”; include year, volume, issue, pages (if assigned).
DOI link Clickable link to the VoR DOI.
Version Preprint, Accepted Manuscript, or Version of Record.
Dates Submission date (preprint), acceptance date (AAM), publication date (VoR).
License Full license name and URL; ensure it matches the published article for AAM/VoR.
Funding Funder names and award numbers; required statements from grants.
Data availability Links to dataset DOIs or access conditions.
Contact Corresponding author or institutional repository contact.

8) How to cite and link your deposit

Preferred citation text (for repository pages)

Add the following near the top of your repository record:

“This is the [Preprint / Accepted Manuscript / Version of Record] of an article published in CJNCP. Please cite the version of record: [Full CJNCP citation]. DOI: [https://doi.org/…].”

File header/footer (recommended)

  • For AAM, add a top line: “Accepted Manuscript — CJNCP. For the final published version, see DOI …”
  • For VoR, preserve the publisher’s header/footer with license and DOI.

Avoid multiple divergent records. If you must deposit in more than one repository (e.g., institutional and funder), ensure all records point to the same VoR DOI and use consistent metadata.

9) Corrections, retractions, and version updates

Maintaining an accurate scholarly record requires that repository deposits reflect changes to the article:

  • Corrections: Update repository pages with a note and link to the correction notice; ensure the VoR DOI remains prominent.
  • Retractions: Mark repository items as retracted with a link to the retraction notice; do not delete files unless required by law. The VoR page will carry the official notice.
  • Replacements: If a verified corrected version replaces the original, update repository metadata and links accordingly.
  • Preprints: When the article is published, update the preprint with the VoR citation and a statement that the peer-reviewed version is available.

Protecting readers and patients

Where an article concerns patient safety and an urgent update is issued, authors should revise repository records within a reasonable period to reduce the risk of outdated clinical guidance being used in practice.

10) Patient privacy, confidentiality, and sensitive materials

  • Do not deposit files that include protected health information or identifiable patient images/voice unless explicit, documented permission for public release has been obtained.
  • Prefer de-identified datasets; where re-identification risk remains, choose repositories with controlled access and specify conditions clearly.
  • For qualitative nursing research (e.g., interviews), deposit transformed data (e.g., coded excerpts) rather than full transcripts unless consent permits full sharing.
  • Remove device serial numbers, room numbers, or small-location identifiers from images or logs.

11) Takedowns, legal requests, and disputed content

Repository managers or rightsholders may contact CJNCP if a deposit appears to violate rights or confidentiality. We follow a proportionate process:

  1. Acknowledge and log the request; identify the specific concern (copyright, privacy, court order, etc.).
  2. Notify the corresponding author and, when relevant, the institution or repository.
  3. Where immediate harm is plausible, request a temporary restriction while we verify facts.
  4. Resolve via replacement of files (e.g., redactions), updated licensing, or in extreme cases removal with a takedown notice.

Takedowns are rare. Our preference is to correct records rather than remove them outright, preserving scholarly transparency.

12) Text and data mining (TDM)

We welcome responsible TDM consistent with the license attached to the article and repository files. Where possible, provide machine-readable formats (e.g., XML, CSV, JSON) for supplementary materials. Always cite the VoR and include dataset DOIs in outputs.

13) Author checklist for deposits

Before you deposit

  • Choose the correct version label (Preprint, Accepted Manuscript, or Version of Record).
  • Prepare the preferred citation and DOI link to the VoR.
  • Confirm license text and URL; ensure it matches the published article for AAM/VoR.
  • Remove or anonymize any sensitive information in supplementary materials.
  • Assemble metadata: authors/ORCID, affiliations, funders, award numbers, data DOIs, keywords.

After you deposit

  • Verify the record displays license badges and the clickable DOI.
  • Cross-link your data/code repositories in both directions.
  • If the VoR is updated (correction/retraction), add a notice to the repository record promptly.

14) Frequently Asked Questions (FAQ)

Common questions

Q1: Does posting a preprint affect peer review at CJNCP?
No. Preprints are allowed. Please disclose the preprint DOI at submission and update the preprint with the VoR citation after publication.

Q2: Is there any embargo on depositing the Accepted Manuscript?
No. CJNCP is open access; you may deposit the AAM immediately upon acceptance with the required labels and links.

Q3: Can I deposit the publisher PDF?
Yes, once the VoR is published and provided the deposit preserves the license and DOI banners and does not modify the content. Cite CJNCP and link to the VoR.

Q4: May I update files in the repository after publication?
Yes, to add data/code, correct metadata, or reflect corrections/retractions. Keep a clear version history and reference the VoR.

Q5: My funder requires a specific repository—what if it conflicts with this policy?
Contact the editorial office. We will work with you to meet funder requirements while preserving record integrity and licensing terms.

Q6: Can I share the article on academic social networks?
You may share links freely and upload permitted versions where terms are compatible with the article’s license. We recommend linking to a repository or the VoR.

15) Governance, updates, and contact

  • Versioning: This policy is versioned; the date modified above indicates the current version.
  • Review cycle: CJNCP periodically reviews deposit practices to reflect evolving community standards and repository capabilities.
  • Contact: For questions about deposits, licensing, or funder mandates, contact the editorial office via the journal’s official contact page. Include your manuscript ID (if available) and a brief description of your query.