At the Journal of Dental School, we are committed to maintaining the highest ethical standards in academic publishing. To ensure transparency, fairness, and accountability, we adhere to the best practices recommended by the Committee on Publication Ethics (COPE) for addressing complaints and appeals. This policy outlines our approach for handling complaints and appeals related to editorial decisions, publication ethics, and other aspects of the journal’s operations.

1. Scope of Complaints and Appeals

We welcome feedback and concerns from authors, reviewers, editors, and readers. The journal considers complaints and appeals in the following areas:

• • Ethical Misconduct: Allegations of research or publication misconduct, including plagiarism, falsification of data, improper author attribution, duplicate publication, or ethical concerns regarding research subjects (e.g., human or animal ethics violations).
  • Peer Review Process: Concerns about fairness, bias, or conflicts of interest in the peer review process, including allegations that a reviewer’s feedback was inappropriate or incomplete, or concerns over unreasonably long review timelines.
  • Editorial Decisions: Disputes regarding the rejection, acceptance, or modification of a submitted manuscript, particularly when the authors believe that the decision was not based on the manuscript's scientific merit or was influenced by conflicts of interest.
  • Authorship Disputes: Disputes over authorship or contributorship, such as improper inclusion/exclusion of an author, or disputes regarding the order of authorship.
  • Conflicts of Interest: Concerns regarding undeclared conflicts of interest among authors, reviewers, or editors, including financial, personal, or professional conflicts that may have influenced the review or publication process.
  • Post-Publication Issues: Requests for corrections, clarifications, retractions, or updates to published articles, as well as concerns about the accuracy or integrity of published research.

2. Submission of Complaints and Appeals

Complaints or appeals should be submitted in writing to the journal’s editorial office via email at  dentaljournal@sbmu.ac.ir. When submitting a complaint, the complainant should provide:

• • A clear and detailed description of the issue.
  • Reference to the specific manuscript, review, or published article.
  • Any supporting documentation, such as correspondence, evidence of misconduct, or reviews.
  • The complainant’s full contact details (complaints may be submitted anonymously only if protection from harm is required, and anonymity is justifiable).

Anonymous complaints will be considered if there is compelling evidence, especially in cases of ethical misconduct. However, we encourage transparency wherever possible.

3. Acknowledgment and Initial Assessment

Once a complaint or appeal is received, the journal will acknowledge receipt within 5 working days. The editorial office will conduct an initial assessment of the complaint to determine its seriousness and validity. If additional information is required, the complainant will be contacted.

4. Investigation Process

The investigation process follows COPE guidelines to ensure fairness, confidentiality, and impartiality:

• • If the complaint is deemed valid, it will be assigned to a senior editorial board member or, in cases of potential conflicts of interest, to an external expert.
  • The investigation will be conducted in a thorough, fair, and unbiased manner. All relevant parties (e.g., authors, reviewers, or editors) will be given the opportunity to provide their perspectives.
  • The journal will strive to complete investigations within 30 working days, although more complex cases may require additional time.
  • The editorial office will keep all correspondence and documentation confidential, unless disclosure is required as part of the investigation.

5. Resolution and Communication of Decision

After a thorough investigation, a decision will be made by the Editor-in-Chief or an assigned committee. The decision will include:

• • A clear explanation of the investigation process.
  • A summary of findings, including any evidence or statements from involved parties.
  • The decision on the complaint, which may include upholding or overturning the original decision, recommending corrections, retractions, or other actions as necessary.

The decision will be communicated in writing to the complainant and any other involved parties within 30 working days of the receipt of the complaint. If additional time is required, the journal will inform all parties of the delay.

6. Appeals Process

If the complainant is dissatisfied with the decision, they may submit an appeal within 30 days of receiving the decision:

• • The appeal must provide new or additional evidence that was not previously considered in the initial investigation.
  • Appeals will be reviewed by an independent panel, which may include members of the editorial board not previously involved in the case, or external experts if necessary.
  • The decision of the independent panel will be final, and the complainant will be informed of the outcome within 45 working days of submitting the appeal.

7. Post-Publication Corrections and Retractions

In accordance with COPE guidelines, the journal is committed to maintaining the integrity of the scholarly record. Post-publication concerns such as errors, ethical issues, or misconduct will be addressed through the following mechanisms:

• • Corrections: Minor errors that do not affect the overall validity of the research may be corrected by issuing an erratum or corrigendum.
  • Retractions: In cases of serious ethical misconduct, falsified data, or significant errors that undermine the research’s validity, the article may be retracted.
  • Expressions of Concern: If an investigation is ongoing or inconclusive, the journal may issue an expression of concern to alert readers to potential issues with the published research.

8. Transparency and Record Keeping

All complaints, appeals, and their outcomes will be documented and stored securely by the journal. Records will be maintained confidentially to protect the identities of those involved. The journal will review these records periodically to assess whether any changes to editorial policies or processes are necessary.

9. Respect for Complainants and Respondents

The Journal of Dental School commits to treating all complaints and appeals with respect, impartiality, and professionalism. We aim to resolve complaints in a timely and fair manner while protecting the rights and confidentiality of all parties. Retaliation against complainants who raise concerns in good faith will not be tolerated.

10. Continuous Improvement and Policy Review

These complaints and appeals policy will be reviewed regularly to ensure it aligns with COPE guidelines and reflects best practices in academic publishing. Any changes or updates will be communicated to all journal stakeholders.

By adhering to these guidelines, the Journal of Dental School ensures the integrity, transparency, and fairness of its publication process, maintaining trust and accountability with its contributors and readers.

For any inquiries or to submit a complaint, please contact us at  dentaljournal@sbmu.ac.ir.