Editorial Policies

Conference selection

Conferences wishing to publish in Ubiquity Proceedings must provide relevant details of the conference to the Journal Manager, who will assess suitability with the journal along with the quality control measures already carried out and the services being requested. Relevant members of our Editorial Advisory Board may be provided with the information and asked for their assessment during this proposal review process. If the conference is deemed suitable, conference organisers will be asked to sign an agreement confirming that editorial good practices will be followed, as well as confirmation of costs and services included.

Peer Review

The editors/organisers for each conference act as guest editors, whereby they ensure that each submission within their conference is reviewed by at two or more experts in the field, with review comments fed back to the author for necessary revisions. Only when the editor is satisfied that the reviewer’s comments have been adequately addressed will the paper be deemed accepted for publication.

All conference papers publishing in Ubiquity Proceedings must have met our minimum criteria for peer review. Due to the multidisciplinary nature of the journal the actual review questions and workflows may vary from conference to conference, however, the below general criteria must have been adequately covered:

  • Content: Is the submission original, relevant and rigorously covering the intended subject matter? Is the author’s depth of understanding adequate? Has the existing knowledge base been explored and built upon?
  • Methodology: Are the chosen methodologies appropriate and been clearly described?
  • Structure and argument: Does the abstract summarise the arguments? Is the manuscript logically structured and do the arguments flow coherently? Does the introduction signpost the arguments in a logical way and does the conclusion adequately summarise them? Is the text well written and jargon free?
  • Figures/tables: Does the author’s use of tables, charts, figures or maps illustrate the arguments and support the evidential base? Is the quality of the formatting and presentation adequate for publication?
  • Ethics & consent: if human or animal subjects have been used in the research, has a statement of approval from an appropriate ethics board been included within the text of the paper? If humans have been included in the research data, has informed consent for publication been included in the text of the paper? Does the research comply with the Declaration of Helsinki? Does the reviewer have any concerns regarding the ethics and consent statements present?
  • Referencing: Are sources used relevant, comprehensive and up to date? Are all sources correctly cited and referenced in full at the end of the paper?
  • Competing interests: Does the reviewer have any reason why their review may be deemed biased, either through personal, professional, financial, or other relationships.

The journal accepts conference proceedings where the peer review has already been completed, however, in all cases, Ubiquity Proceedings must receive evidence of the peer review process along with full, auditable documentation of the workflow used, including completed review forms, revisions and reviewer details. These will undergo an additional check by the journal team prior to any paper being editorially accepted. Reviewers may be contacted to confirm the details being provided.

The conference editor may choose whether the review process is double-blind, single-blind, or open, so long as this is clear to both the reviewers and authors at the start of the process. Authors may be invited to recommend or ask for the exclusion of specific individuals from the peer review process. The journal does not guarantee to use these suggestions and competing interests must be declared.

In some cases, a conference may have reason to deviate away from the above policy. If approved by the journal, any deviation will be clearly listed in the published conference information that accompanies the papers.

Members of the editorial team/conference editors are permitted to submit their own papers to the journal. In cases where an author is associated with the conference, they will be removed from all editorial tasks for that paper and another member of the team will be assigned responsibility for overseeing peer review. A competing interest must also be declared within the submission and any resulting publication.

Preprint Policy

The journal allows authors to deposit draft versions of their paper into a suitable preprint server, on condition that the author agrees to the below:

  • The author retains copyright to the preprint and developed works from it, and is permitted to submit to the journal.
  • The author acknowledges that having a preprint publicly available means that the journal cannot guarantee the anonymity of the author during the review process, even if they anonymise the submitted files (see review policy).
  • Should the submission be published, the authors are expected to update the information associated with the preprint version to show that a final version has been published in the journal, including the DOI linking directly to the publication.


The journal strongly recommends that all authors submitting a paper register an account with Open Researcher and Contributor Identifier (ORCID) and provide this data along with the author data. Registration provides a unique and persistent digital identifier for the account that enables accurate attribution and improves the discoverability of published papers, ensuring that the correct author receives the correct credit for their work. As the ORCID remains the same throughout the lifetime of the account, changes of name, affiliation, or research area do not effect the discoverability of an author's past work and aid correspondence with colleagues.

The journal encourages all corresponding authors to include an ORCID within their submitting author data whilst co-authors are recommended to include one. ORCID numbers should be added to the author data upon submission and will be published alongside the submitted paper, should it be accepted.

Data Policy

The journal encourages authors to make all data associated with their submission openly available, according to the FAIR principles (Findable, Accessible, Interoperable, Reusable). This should be linked to from a Data Accessibility Statement within the submitted paper, which will be made public upon publication. Data obtained from other sources must be appropriately credited. When depositing data for a submission, the below should be considered:

  • The repository the data is deposited in must be suitable for this subject and have a sustainability model.
  • The data must be deposited under an open license that permits unrestricted access (e.g. CC0, CC-BY). More restrictive licenses should only be used if a valid reason (e.g. legal) is present.
  • The deposited data must include a version that is in an open, non-proprietary format.
  • The deposited data must have been labelled in such a way that a 3rd party can make sense of it (e.g. sensible column headers, descriptions in a readme text file). 
  • Research involving human subjects, human material, or human data, must have been performed in accordance with the Declaration of Helsinki. Where applicable, the studies must have been approved by an appropriate ethics committee. The identity of the research subject should be anonymised whenever possible. For research involving human subjects, informed consent to participate in the study must be obtained from participants (or their legal guardian). 
  • A ‘Data Accessibility Statement’ should be added to the submission, prior to the reference list, providing the details of the data accessibility, including the DOI linking to it. If the data is restricted in any way, the reasoning should be given. 

A list of data repositories is available at http://oad.simmons.edu/oadwiki/Data_repositories.


All listed authors must qualify as such, as defined in our authorship guidelines, which have been developed from the ICMJE definitions. All authors must have given permission to be listed on the submitted paper.

Competing Interests, Funding and Ethics 

To ensure transparency, all authors, reviewers and editors are required to declare any interests that could compromise, conflict or influence the validity of the publication. Competing interests guidelines can be viewed here.

In addition, authors are required to specify funding sources and detail requirements for ethical research in the submitted manuscript (see Author Guidelines).

Corrections and Retractions

In accordance with guidelines from the Committee on Publication Ethics (where applicable), the Press handles different kinds of error. All articles have their proofs checked prior to publication by the author/editor, which should ensure that content errors are not present. Please contact the journal if you believe an article needs correcting.

Post-publication changes to the publication are not permitted unless in exceptional circumstances. If an error is discovered in a published article then the publisher will assess whether a Correction paper or Retraction is required. Visit our Correction Policy page for more information.

Misconduct and Complaints

Appeals, Complaints & Misconduct

Appeals, complaints, or allegations of misconduct will be taken with utmost seriousness, regardless of whether those involved are internal or external to the journal, or whether the submission in question is pre- or post-publication. If an allegation is made to the journal, it must also be passed on to the publisher, who will follow guidelines from the Committee on Publication Ethics (COPE) on how to address the nature of the problem.

Should an individual wish to submit an appeal, complaint or raise an issue of potential misconduct regarding the journal or its content, they should first read the full Appeals, Complaints, and Misconducts policy and then contact that editor in chief and/or the publisher to explain their concerns.

Expected behaviour

The journal does not tolerate abusive behaviour or correspondence towards its staff, academic editors, authors, or reviewers. Any person engaged with the journal who resorts to abusive behaviour or correspondence will have their contribution immediately withdrawn and future engagement with the journal will be at the discretion of the editor and/or publisher.