Introduction:

The Journal of Cardiovascular Medicine and Cardiology (JCMC) recognizes the essential role that trust plays in the academic and scientific community, particularly among authors, reviewers, and editors. Maintaining this trust requires adherence to high ethical standards and transparency throughout the entire publication process. The withdrawal, correction, retraction, and replacement of manuscripts are delicate matters that need to be handled with utmost care to preserve the integrity of scholarly research and maintain confidence in the journal.

At JCMC, our policies are carefully designed to ensure that the withdrawal or retraction of a manuscript is done for valid reasons and in accordance with international publishing standards. Furthermore, these policies adhere to the ethical guidelines provided by major organizations, such as the Committee on Publication Ethics (COPE), ensuring that our journal maintains the highest level of academic integrity. Our policies also align with international privacy standards and legal frameworks, including the General Data Protection Regulation (GDPR), California Consumer Privacy Act (CCPA), CAN-SPAM Act, Personal Information Protection and Electronic Documents Act (PIPEDA), and Brazil’s General Data Protection Law (LGPD).

This policy is also informed by the requirements of major indexing databases such as DOAJ, JCR, PubMed, Scopus, Web of Science, and Scimago. Ensuring that all stages of the submission, peer review, publication, and post-publication processes comply with these regulations not only enhances the journal’s credibility but also positions the journal to achieve comprehensive indexing in major databases. However, it is important to note that while these policies are crafted to meet these standards, our aim is to uphold the highest ethical practices in publishing regardless of indexing status.

This Withdrawal Policy covers all aspects related to the withdrawal of submitted or published manuscripts, retraction procedures, corrections to the published record, and legal considerations. The aim is to provide clear guidelines to authors, editors, and reviewers on how these processes are handled within the journal while ensuring that any changes to published content are done in a transparent and ethical manner.

1. Withdrawal of Manuscripts (Before Peer Review):

Manuscript withdrawal before peer review is typically the simplest stage in the process for both authors and the editorial team. At this early stage, the manuscript has not yet undergone the peer review process, meaning no external reviewers have spent time and effort evaluating it. Therefore, authors may decide to withdraw their submission for a variety of reasons, including discovering errors in the manuscript, determining that the journal is not the appropriate venue for their work, or deciding to submit the manuscript to another journal.

For authors who wish to withdraw their submission, the process begins by sending a formal withdrawal letter to the editorial office. The letter must clearly specify the manuscript’s unique ID and title, as well as a detailed explanation of why the withdrawal is requested. This step ensures that the editorial team understands the reasoning behind the withdrawal and can take appropriate steps to process the request.

Once the withdrawal request is received, the editorial team will assess it and ensure that no ethical issues are at play (e.g., an author attempting to avoid peer review due to suspected flaws in the research). If no ethical concerns are identified, the editorial team will approve the withdrawal, and the manuscript will be officially marked as "withdrawn." The authors will be informed of the withdrawal status via email, at which point the manuscript will no longer be under consideration for publication.

One important advantage of withdrawing a manuscript before peer review is that it incurs no penalties or fees. Authors are free to withdraw their manuscript at this stage without any financial obligation to the journal, as no significant resources have been spent on its evaluation.

By providing this withdrawal option at an early stage, JCMC seeks to offer authors flexibility while ensuring that resources (such as reviewer time and editorial efforts) are used effectively. This policy is aligned with best practices across reputable journals and indexing bodies, ensuring that the manuscript can be revised or submitted elsewhere without complications.

2. Withdrawal During Peer Review:

Once a manuscript has entered the peer review process, it has already started to consume valuable resources from both the reviewers and the editorial team. Reviewers dedicate their time and expertise to evaluating the manuscript, providing detailed feedback that is integral to the publication process. As such, the withdrawal of a manuscript at this stage becomes more complicated and typically incurs a fee to compensate for the time and resources expended on the review process.

If authors decide that they must withdraw their manuscript during peer review, a formal withdrawal request must be submitted. This request should include a clear and detailed explanation for the withdrawal, ensuring that the editorial team has a full understanding of the reasons behind the decision. In some cases, authors may wish to withdraw due to unresolvable disagreements over the reviewer’s recommendations, or they may need to withdraw due to legal or ethical concerns that arise during the review process.

It is important to note that while authors can request withdrawal at this stage, the editorial team reserves the right to either approve or deny the request. If the review process is close to completion, or if there are ethical concerns that warrant further investigation, the editorial team may choose to continue with the review and decision-making process. This policy helps maintain the integrity of the peer review system, ensuring that authors do not withdraw manuscripts simply to avoid potentially negative feedback.

If the withdrawal is approved, the manuscript will be marked as "withdrawn," and the authors will be informed of the decision. In cases where withdrawal is denied, the manuscript will continue through the peer review process, and a final decision will be rendered.

To cover the costs associated with the peer review process, a withdrawal fee of $249 is charged if the manuscript is withdrawn after plagiarism checking but before peer review begins. If the manuscript is withdrawn after the peer review process has started, the fee increases to $749, reflecting the additional resources that have been invested in the evaluation of the manuscript.

This policy strikes a balance between allowing authors to withdraw their manuscript while also ensuring that the journal’s resources are used efficiently and fairly.

3. Withdrawal of Accepted Articles (Pre-Publication):

The acceptance of a manuscript signifies that the article has successfully passed through the peer review process and has been deemed suitable for publication. At this stage, the editorial team and the authors work together to finalize the article for publication, which includes processes such as copyediting, formatting, and proofing. As such, the withdrawal of a manuscript after it has been accepted is a much more complex matter and is generally discouraged, except under exceptional circumstances.

Authors may feel compelled to request a withdrawal at this stage if they discover a significant error in their data or if they encounter legal or ethical issues that were not identified during the peer review process. For example, new data might come to light that invalidates the original findings, or issues related to copyright infringement or third-party rights might arise.

If authors decide to withdraw their accepted manuscript, they must submit a formal withdrawal request, including a detailed explanation of the circumstances leading to the withdrawal. The editorial team will carefully review this request, taking into account the resources already expended in preparing the manuscript for publication.

If the editorial team grants approval for the withdrawal, the manuscript will be marked as "withdrawn," and the authors will be notified of the decision. Given the significant investment of time and resources at this stage, a withdrawal fee of $749 will be charged to the authors to cover the administrative costs associated with finalizing the article for publication.

This policy discourages unnecessary withdrawals at an advanced stage of the publication process while still providing authors with an option in cases where withdrawal is absolutely necessary. It ensures that the integrity of the publication process is maintained while respecting the rights of the authors to correct any serious issues that may arise after acceptance.

4. Retraction of Published Articles:

The retraction of a published article is a formal process that is only undertaken in cases of significant ethical violations or critical errors that undermine the integrity of the research. Retractions are typically reserved for instances where the validity of the data is compromised, or when it is discovered that unethical practices were involved in the creation or submission of the article.

Common reasons for retraction include plagiarism, data falsification or fabrication, multiple submissions, fake authorship, or any other form of fraudulent conduct. Additionally, a retraction may be necessary if significant technical errors are identified that render the research findings invalid. These errors could be related to incorrect data analysis, flawed methodologies, or other issues that materially affect the conclusions of the study.

Retractions can be requested by the authors themselves, the editorial team, or an external party (such as a reviewer or reader) who identifies a significant issue after publication. To initiate the retraction process, a formal retraction request letter, signed by all contributing authors, must be submitted to the editorial office. The editorial team will then conduct a thorough investigation to determine whether the retraction is warranted.

Once a retraction is approved, the article will be officially retracted, and all HTML, PDF, and other versions of the article will be removed from the JCMC database and other promotional platforms. However, a retraction notice will remain on the journal’s website, clearly indicating the reason for the retraction. This ensures transparency and preserves the integrity of the scientific record.

Retractions are a key component of maintaining trust in the academic community, and JCMC adheres to the best practices for retractions as outlined by COPE and other leading organizations in the field of scholarly publishing. By following these guidelines, the journal ensures that retractions are handled fairly and ethically, protecting both the rights of the authors and the integrity of the published literature.

5. Corrections (Pre- and Post-Publication):

Prior to Final Publication:

During the peer review and editorial stages, authors are given the opportunity to revise their manuscript in response to reviewer comments and suggestions. After these revisions are made, the editorial team conducts a thorough check to ensure that all recommended changes have been implemented. This process is essential for ensuring the accuracy and quality of the final manuscript.

Once the revisions are approved, the editorial team prepares galley proofs of the article, which are sent to the authors for final proofreading. Authors are responsible for carefully reviewing these proofs and ensuring that any necessary corrections are made before the article is published. This stage allows authors to address any remaining issues with the text, figures, or formatting.

At this point, corrections are still relatively simple to make, and there are no penalties for authors who wish to make changes to their manuscript before final publication.

After Final Publication:

Once an article is published, it is considered part of the permanent academic record. As such, changes to the article are generally discouraged, particularly in relation to the names of authors, affiliations, or other metadata. However, in cases where a significant error is identified that affects the accuracy or integrity of the article, authors may request a correction.

Correction requests must be submitted by the corresponding author, and the editorial team will review the request to determine whether the issue warrants an official correction. If approved, the correction will be published in the form of an erratum or corrigendum, which will be linked to the original article. These corrections are indexed by major indexing platforms, ensuring that readers are made aware of the changes and that the academic record remains accurate.

This policy ensures that JCMC maintains a high standard of accuracy in its publications while providing authors with the opportunity to correct genuine errors that are discovered after publication.

6. Article Replacement Policy:

In certain rare cases, an article may contain critical errors that cannot be corrected through a simple revision or erratum. For example, if the research contains fundamental flaws that invalidate the conclusions, or if the article poses a serious health risk, the authors may request to retract the flawed article and replace it with a corrected version.

In such cases, a formal request for replacement must be submitted by the authors, outlining the reasons why the original article needs to be replaced. The editorial team will carefully review the request, taking into account the severity of the issues and the potential impact on the scientific community.

If the request for replacement is approved, the original article will be retracted and marked as "retracted." However, the retracted article will remain accessible on the journal’s website, with a clear link to the corrected version. This ensures transparency and allows readers to understand the reasons for the replacement.

The replacement article will be published as a new version, and it will be subject to the same rigorous peer review and editorial processes as the original submission. By allowing for article replacements, JCMC provides authors with a mechanism to correct serious errors while maintaining the integrity of the published literature.

7. Legal Reasons for Article Removal:

In exceptional circumstances, an article may need to be removed from the JCMC database for legal reasons. Such instances typically involve clear evidence of defamatory content, infringement of third-party legal rights (such as copyright violations), or the subject of a court order mandating removal. Articles may also be removed if they pose a serious health risk if acted upon.

Legal removals are rare, but when they occur, the editorial team will take swift action to comply with legal requirements. In such cases, the article will be removed from the journal’s website and any associated platforms. In place of the article, a screen will be displayed indicating that the article has been removed for legal reasons.

This policy ensures that JCMC remains in compliance with international legal standards and that the rights of all parties involved are respected.

8. Compliance with Privacy Standards:

JCMC is fully committed to complying with global privacy regulations, including the CAN-SPAM Act, GDPR, CCPA, PIPEDA, and LGPD. These regulations govern how personal data is collected, processed, and used throughout the submission, review, and publication processes.

The journal ensures that all personal data collected from authors, reviewers, and editors is handled with care and in accordance with these legal frameworks. Authors, reviewers, and editors have the right to access, modify, and request the deletion of their personal information at any stage of the process. All communications related to corrections, retractions, or withdrawals are compliant with the CAN-SPAM Act, ensuring transparency and user rights.

JCMC takes its responsibilities under these privacy laws seriously and ensures that all personal data is protected from unauthorized access or misuse.

9. Instructions for Authors:

Authors are encouraged to carefully consider the stage of their manuscript before submitting a withdrawal request. By understanding the implications of withdrawal at different stages of the process, authors can make informed decisions that minimize complications and fees.

To submit a withdrawal request, authors must provide a formal letter outlining their reasons for the withdrawal. The editorial team is available to assist authors throughout the process, providing guidance on any issues that may arise.

Early communication with the editorial office can help resolve concerns before formal withdrawal becomes necessary, allowing for a smoother and more transparent process.

10. Instructions for Reviewers and Editors:

Reviewers and editors play a crucial role in ensuring the integrity of the peer review and publication process. If reviewers or editors suspect ethical violations or other issues during the review process, they should notify the editorial office immediately.

The editorial team is responsible for investigating any claims of misconduct and ensuring that the appropriate actions are taken, including withdrawal, retraction, or correction as needed. This collaborative approach helps maintain the high ethical standards of JCMC while protecting the rights of all parties involved.

Final Note:

The Journal of Cardiovascular Medicine and Cardiology (JCMC) is committed to upholding the highest standards of ethical publishing while complying with international privacy regulations and legal frameworks. This policy ensures that all parties involved in the publication process are treated fairly and that the scientific record remains accurate and trustworthy.

By adhering to these guidelines, JCMC maintains its commitment to excellence in academic publishing, fostering trust and transparency in the scientific community.