Complaints and Appeals Process

Introduction

At TISJ, we are committed to ensuring that our editorial and publication practices are conducted ethically, transparently, and in compliance with the best practices set out by the Committee on Publication Ethics (COPE). As part of our commitment to academic integrity, we have established a clear process for handling complaints and appeals related to our publications, editorial decisions, or any ethical issues that may arise during the review and publication process.

This process is designed to ensure that concerns are addressed fairly, promptly, and with transparency, providing authors, reviewers, and readers with a clear path to resolve any issues they may encounter.

Scope of Complaints and Appeals

Complaints and appeals can be made regarding any aspect of the journal’s editorial or publishing practices, including but not limited to:

• Editorial decisions (e.g., manuscript rejection, acceptance, or revision requests)

• Allegations of research misconduct (e.g., plagiarism, data fabrication, falsification)

• Issues related to peer review (e.g., biased or unfair review)

• Violations of ethical standards (e.g., conflicts of interest, authorship disputes)

• Concerns about post-publication issues (e.g., errors, corrections, or retractions)

Complaint Submission Process

Initial Contact

If an author, reviewer, or reader has a complaint or concern, they are encouraged to contact the editorial office directly by email at journal@topitalianscientists.org. The complaint should include a clear description of the issue, the relevant article or decision in question, and any supporting evidence or documentation.

Timeliness

Complaints should be submitted as soon as possible after the event or issue in question. We encourage prompt communication to allow for timely resolution of the matter.

Confidentiality

The identity of individuals submitting complaints will be kept confidential. However, it is important that the complainant provides enough detail to allow for a fair and thorough investigation. In cases where anonymity is not possible, the complainant will be informed of any steps taken.

Acknowledgement and Initial Review

Acknowledgement of Receipt

Upon receiving a complaint, the editorial team will acknowledge receipt of the complaint within 10 business days. This acknowledgment will confirm that the issue is being investigated and outline the next steps in the process.

Initial Review

The editorial team will conduct an initial review of the complaint to determine whether the matter falls within the journal’s scope and whether it requires further investigation. In some cases, the journal may resolve the complaint informally, such as by providing clarification or offering an explanation of the editorial decision.

Consideration of Seriousness

If the complaint involves serious ethical concerns (e.g., allegations of research misconduct or breaches of COPE guidelines), the editorial team will take immediate action in accordance with COPE’s recommended procedures.

Investigation and Resolution

Investigation

If the complaint warrants further investigation, the editorial team will undertake a thorough, impartial, and confidential review of the issue. This may involve gathering additional information from the authors, reviewers, editors, or other relevant parties. The team will review the facts, assess the adherence to the journal’s policies, and consult relevant guidelines (e.g., COPE, publisher policies).

Involvement of Independent Experts

If necessary, the journal may consult with independent experts or seek advice from external bodies to resolve the issue. For example, in cases of suspected research misconduct, the journal may involve the institutions of the authors or other authorities in the investigation process.

Resolution=

Once the investigation is complete, the editorial team will determine an appropriate course of action, which could include one or more of the following:

• Providing an explanation or clarification to the complainant

• Issuing a correction or retraction of a published article

• Revising editorial decisions, such as revisiting a manuscript rejection or reconsidering a peer reviewer’s decision

• Updating or improving journal policies or procedures to prevent future issues

Communication with the Complainant

The complainant will be informed of the outcome of the investigation and any actions taken. If the complaint is upheld, the journal will take steps to rectify the situation. If the complaint is not upheld, the complainant will be given a clear explanation of the reasoning behind the decision.

Appeal Process

If a complainant is dissatisfied with the resolution of their complaint, they have the right to appeal the decision. The appeal process is as follows:

• Submission of Appeal: If the complainant wishes to appeal the decision, they must submit a formal appeal to the editorial office within 10 business days of receiving the initial response. The appeal must outline the reasons for dissatisfaction and provide any additional evidence or arguments that were not considered during the initial review.

• Review of Appeal: The editorial team will review the appeal, ensuring that it is handled by a different editor or a senior editorial team member to ensure impartiality. In some cases, the journal may involve external experts or consult with COPE to ensure that the appeal is addressed in accordance with ethical standards.

• Final Decision: After considering the appeal, the journal will issue a final decision. This decision will be communicated to the complainant, and the outcome will be explained in detail. The decision made after the appeal process is final, and no further appeals will be accepted.

Corrective Actions and Consequences

Implementation of Corrective Actions

If a complaint is upheld, the journal will take corrective actions to address the issue. These actions may include issuing corrections or retractions, revising editorial decisions, or updating the journal’s policies or procedures to prevent future issues.

Impact on Authors or Reviewers

If a complaint involves misconduct or unethical behavior, such as data falsification or plagiarism, the journal will follow the appropriate procedures for investigation, which may involve the author’s institution or other relevant authorities. In serious cases, the individual(s) involved may be banned from submitting to the journal or serving as peer reviewers.

Confidentiality and Non-Retaliation

Confidentiality

All complaints, appeals, and investigations will be handled confidentially to protect the privacy of the parties involved. Complainants are encouraged to raise concerns without fear of retaliation or bias.

Non-Retaliation

The journal will not tolerate retaliation against individuals who submit complaints in good faith. Any such retaliation will be treated as a serious violation of ethical standards and will be addressed accordingly.

Conclusion

At TISJ, we are committed to ensuring fairness, transparency, and accountability in our publishing practices. Our Complaints and Appeals Process', in line with COPE guidelines, provides a clear and structured pathway for addressing concerns, resolving disputes, and maintaining the integrity of the scientific record.

For further inquiries or to submit a complaint or appeal, please contact the editorial office at journal@topitalianscientists.org.