Complaints and Appeals Process

1. Purpose

The complaints and appeals process ensure that:

• Authors, reviewers, and readers have a formal mechanism to raise concerns or disputes.
• Editorial decisions are fair, transparent, and open to reconsideration when warranted.
• Ethical standards and best practices are upheld.

 

2. Scope

This process applies to:

• Appeals against editorial decisions (e.g., rejection of a manuscript).
• Complaints about the peer review process (e.g., bias, unprofessional conduct).
• Concerns about ethical issues (e.g., plagiarism, data fabrication, authorship disputes).
• Complaints about journal operations (e.g., delays, communication issues).

 

3. How to Submit a Complaint or Appeal

• Who Can Submit: Authors, reviewers, or readers with a legitimate concern.
• Format: Complaints and appeals must be submitted in writing via email to the journal's editorial office or a designated complaints officer.
• Required Information:
• Name and contact information of the complainant.
• Details of the manuscript (if applicable), including title, manuscript ID, and date of submission.
• A clear description of the complaint or appeal, including relevant evidence or documentation.
• Desired resolution (if applicable).

 

4. Complaints Process

• Step 1: Initial Review:
• The editorial office acknowledges receipt of the complaint within 3–5 business days.
• The editor-in-chief or a designated complaints officer conducts an initial review to determine if the complaint is valid and falls within the scope of the policy.
• Step 2: Investigation:
• If the complaint is valid, the editor-in-chief initiates a formal investigation.
• This may involve consulting with the editorial board, reviewers, or external experts.
• Confidentiality is maintained throughout the process.
• Step 3: Resolution:
  • An apology or clarification.
  • Correction of errors (e.g., publishing an erratum or corrigendum).
  • Re-evaluation of a manuscript.
  • Disciplinary action (e.g., banning a reviewer or author for misconduct).
• The complainant is informed of the outcome within 4–6 weeks of the complaint being lodged.
• Possible resolutions include:

 

5. Appeals Process

• Step 1: Submission of Appeal:
  • A detailed explanation of why the decision is being appealed.
  • Point-by-point responses to the reviewers' and editor's comments.
  • Any additional evidence or data to support the appeal.
• Authors may appeal an editorial decision (e.g., rejection) by submitting a formal appeal letter to the editorial office.
• The appeal must include:
• Step 2: Review by Editorial Board:
• The editor-in-chief assigns the appeal to an independent editorial board member or an ad hoc committee.
• The original reviewers may be consulted, or new reviewers may be assigned.
• Step 3: Final Decision:
• The editorial board reviews the appeal and makes a final decision within 4–6 weeks.
• The decision is communicated to the author in writing and is binding.

 

6. Escalation

If the complainant or appellant is dissatisfied with the outcome, they may escalate the matter to:

• The publisher's ethics committee
• A relevant external body (e.g., the Committee on Publication Ethics (COPE) for guidance or mediation.

 

7. Key Principles

• Fairness: All parties are treated impartially and given an opportunity to present their case.
• Transparency: The process is clearly documented and communicated.
• Confidentiality: All complaints and appeals are handled confidentially to protect the privacy of those involved.
• Timeliness: Complaints and appeals are addressed promptly to minimize delays.

 

8. Contact Information

For complaints or appeals, contact:

• Editorial Office Email: alaidi@uowasit.edu.iq
• Complaints Officer: Assit Prof Dr . Abdul Hadi Mohammed 
• Phone: +9647802830913