Preparation of a submission

Preparation of a submission for The Dame Phyllis Friend Award.

To help guide authors, the following is presented in the format expected. Please read the instructions carefully.

Carol Cooper, Peter Jones and Peter Murray
[Title and authors, together with lead author's address and other unique addresses, one per author unless replicated, should also be should be initially provided on a separate page from the main text to facilitate anonymous refereeing. Title (but not author names) should be provided at the top of the first page of the main text. Other than that, the format given here will reflect the appearance of the final published version. Do not give page numbers unless submitted on paper.]


3 to 4 keywords or key phrases describing the main themes of the application (e.g. clinical systems; patient information; XML databases)


These instructions offer guidelines for preparing an application for The Dame Phyllis Friend Award of the Nursing Specialist Group of BCS. The instructions should be carefully followed, and this style adhered to as closely as possible. References are not cited in the abstract. The Abstract should be clear, descriptive and no longer than 200 words.

The Abstract should state the key points of the paper, stating clearly what has been done, when and how, what were the results obtained. It should indicate what was the application's significance for the demonstration of good practice in the use of information and communications technolo-gies, and how it advances nursing practice, education, research or management so as to provide a positive impact on patient care and/or healthcare.


These guidelines are intended to help you in preparing your application. This paper does not form a strict template to be rigidly adhered to, but we would ask that you stay as close to the guidelines as possible to minimise problems, especially in respect of publishing the winning paper. You should use the styles of section headers indicated in this example.

Prepare your paper in full-size format, on A4 paper, in total no less than 1800 words, but no more than 2500 words, excluding appropriate references (maximum of 15). Other supporting materials as appropriate (eg CD-ROM, website URL) may be provided with the application, but a maximum of six diagrams, tables, photo-graphs, or combination, may be submitted in the main text of the application (for publication reasons).

You should aim for no more than 10 pages in total in this prescribed format. The paper should be divided into sections. The sections should be titled but not numbered. Main headings are in bold font, and sub-headings should be in italics.

You should adhere as closely as possible to these guidelines to aid in the adjudication process, and to facilitate the publication of winning entries and other high quality entries. Applications will only be accepted from fully paid up members of the Health Informatics (Nursing) Group.


Submitted papers must not have been published in, nor have been submitted simultaneously to any other conference or journal. The lead author/applicant is responsible for obtaining permission to reproduce any copyrighted material and this permission should be acknowledged in the paper.

Authors should avoid the use of hospital numbers or names of patients. Patients should not be identified or recognisable from photographs unless their written permission has been first obtained. If this permission is required, you should follow the guidelines from the International Committee of Medical Journal Editors (see BMJ 1988;296:401-5).

Type Sizes and Typefaces

Use Times New Roman. Use 12 points font size.


All entries should be MicroSoft™ Word© format and sent via email attachment to BCS HI (Nursing) Secretary by 5pm on the 30 June 2016.

Format Use 5cm margin at the top and bottom, and 2 cm margins at either side of the text. Left-justify the text. Use 1.5 spacing for normal text. Use two lines between sections, and between text and Tables or Figures. Use a spell-checker. No blank line under sub-headings

Helpful Hints


Applications will only be accepted from fully paid-up members of the Health Informatics (Nursing) Group of BCS. Members in arrears will not be eligible, nor will current members of the Executive Committee or of the adjudication panel. The winner in any year will not be eligible to enter again for two years, but may enter in subsequent years.

If an application relates to a team-based or multidisciplinary project, it must demonstrate significant input from the applicant.


Please remember that your application is your opportunity to provide a description of the work you have been involved with, and the benefits that arise from it. Those reading your contribution may not be expert in your field and, therefore, may not be familiar with its related terminology and acronyms. Please avoid long and/or ambiguous sentences.

Readers of your paper will welcome being able to position your work relative to any other activity in a similar field. Please mention complementary studies either as references and or in the body of your work. The application should disseminate information and not provide a selling vehicle for commercial affiliations. Commercial products should be named at most once.

Figures and Tables

If on paper, Figure captions and Figures should be on a separate sheet. If on paper, then the same should be done for Table Captions and Tables. Table captions, however, should be above the Tables whereas figure captions should be below. Use consistently the abbreviation "Fig. 1," in the text, except at the beginning of a sentence.


For References, the "Vancouver style" is used [1]. Number citations consecutively in square brackets [2]. The sentence punctuation follows the brackets [3]. Refer simply to the reference number, as in [3]. Do not use "Ref. [4]" or "reference [4]" except at the beginning of a sentence: "Reference [4] was the first ..."

The Vancouver style [1] prescribes that authors' names be given as follows: surname, space, and all first letters of first names without spaces (e.g., Cooper C., instead of C. Cooper). Give all authors' names; do not use "et al." unless there are six authors or more (see [5]). Papers that have not yet been published should be cited as "unpublished" [5]; papers that have been accepted for publication should be cited as "in press."

Article titles, or chapter titles in books or Proceedings, are given without capitals, only the first letter of the title is capitalized (see [2,4]). Book titles, however, are capitalized and written in Italics (see, e.g., [3,4]). Journal names are abbreviated, without periods (e.g., Meth Inform Med, or BMJ). References to page numbers are given as follows: year to be followed by a semicolon, volume number to be followed by a colon, and page numbers separated by a hyphen. In the last page number, the digits that do not change are omitted, e.g., Amer Heart J 1991;131:1234-41.

You should number any footnotes separately in superscripts.1 Do not put footnotes in the reference list. Please try not to use footnotes at all, as they can lead to repetition in the main text, and can become separate from the page that refers to them.

Abbreviations and Acronyms

Define abbreviations and acronyms the first time they are used in the text. Do not define them in the abstract. Instead of "for example" use "e.g.," to be followed by a comma. The same applies to "i.e." ("which means"), i.e., also to be followed by a comma.

Other Recommendations

In case your native language is not English, try to get an English-speaking colleague to proof read your paper.

Judging of entries

All applications will be reviewed by a panel of independent reviewers. Reviewers will use a standardized form for review. Judging will address the demonstration of good practice in the use of information and communications technologies, advances nursing practice, education, research or management so as to provide a positive impact on patient care and/or healthcare. It will also take account of the clarity of exposition and the adequacy of references to other relevant work in the field.

The decision of the BCS Health Informatics (Nursing) Group Executive Committee, taking account of the recommendation of the awards panel, will be final. The BCS Health Informatics (Nursing) Group Executive Committee will be the sole arbiter of any decision on interpretation, clarification, or amendment of the regulations for the award.


Make sure that you provide appropriate acknowledgement to anyone who has materially assisted in the work or the preparation of the application.


  1. International Committee of Medical Journal Editors. The Vancouver style. BMJ 1988;296:401-5.

  2. Eason G, Noble B, Sneddon IN. On certain integrals of Lipschitz-Hankel type involving products of Bessel functions. Phil Trans Roy Soc London 1955;A247:529-51.

  3. Maxwell JC. A Treatise on Electricity and Magnetism (3rd ed, vol 2). Oxford: Clarendon Press, 1892:68-73.

  4. Jacobs IS, Bean CP. Fine particles, thin films and exchange anisotropy. In: Rado GT, Suhl H, eds. Magnetism (vol 3). New York NY: Academic Press, 1963: 271-350.

  5. S. Sato, K. Yana, F. Kajiya, et al. Title of unknown paper. To be published.