Withdrawal Policy

1. PREAMBLE

The Gazette of Medicine (TGM) is the official peer-reviewed, open-access journal of the Association of Resident Doctors (ARD), University of Port Harcourt Teaching Hospital (UPTH). The Journal is committed to maintaining the integrity, reliability, and permanence of the scholarly record while ensuring fairness to authors, reviewers, editors, readers, and the wider scientific community.

This Withdrawal Policy establishes the procedures governing the withdrawal of manuscripts before publication and the correction of the scholarly record after publication. It is intended to prevent unnecessary withdrawals, discourage unethical publication practices, and ensure that all editorial actions are transparent, consistent, and in accordance with internationally accepted standards.

This policy has been developed in accordance with the recommendations of the Committee on Publication Ethics (COPE), the International Committee of Medical Journal Editors (ICMJE), the Council of Science Editors (CSE), and the Directory of Open Access Journals (DOAJ).

2. PURPOSE

The objectives of this policy are to:

· Protect the integrity of the scientific record.

· Define circumstances under which manuscripts or articles may be withdrawn.

· Establish fair and transparent withdrawal procedures.

· Prevent duplicate publication and simultaneous submission.

· Distinguish manuscript withdrawal from retraction, correction, and removal.

· Ensure compliance with international publication ethics.

· Promote responsible conduct among authors and editors.

3. SCOPE

This policy applies to:

· All manuscripts submitted to TGM.

· All article types published by the Journal.

· Authors and co-authors.

· Editors and Editorial Board members.

· Reviewers.

· Editorial Office staff.

· Publishers.

It covers the entire publication lifecycle, from manuscript submission through post-publication.

4. DEFINITIONS

For the purpose of this policy:

4.1 Manuscript Withdrawal

The removal of a manuscript from the editorial process before publication at the request of the authors or by the Journal.

4.2 Article Retraction

The formal withdrawal of a published article from the scientific literature because its findings are unreliable, fraudulent, unethical, or otherwise invalid. The article remains accessible but is clearly marked as retracted.

4.3 Correction (Erratum or Corrigendum)

A notice issued to correct errors in a published article that do not invalidate the overall findings.

4.4 Expression of Concern

A notice alerting readers to potentially serious issues with a published article while an investigation is ongoing.

4.5 Article Removal

The complete removal of an article from public view, undertaken only in exceptional circumstances, such as legal requirements, court orders, or significant risks to public safety or privacy.

5. GENERAL PRINCIPLES

TGM recognizes that manuscripts may occasionally need to be withdrawn for legitimate reasons. However, because peer review requires considerable time and effort from reviewers and editors, withdrawal requests should be exceptional and supported by valid justification.

Once a manuscript has entered peer review or been accepted for publication, withdrawal is discouraged except in circumstances outlined in this policy.

Published articles form part of the permanent scholarly record and will not ordinarily be withdrawn; instead, concerns are addressed through corrections, expressions of concern, or retractions.

6. AUTHOR-INITIATED WITHDRAWAL BEFORE PEER REVIEW

Authors may request withdrawal of a manuscript before peer review begins. Requests must:

· Be submitted in writing to the Editorial Office.

· Be signed or approved by the corresponding author.

· Confirm that all co-authors have agreed to the withdrawal.

· State the reason for withdrawal.

If the manuscript has not entered peer review, withdrawal will ordinarily be approved without penalty.

 

7. AUTHOR-INITIATED WITHDRAWAL DURING PEER REVIEW

Once peer review has commenced, withdrawal requests will be considered only for valid reasons, including:

· Discovery of significant errors in the submitted work.

· Newly identified ethical concerns.

· Major methodological flaws that cannot be corrected through revision.

· Duplicate submission made inadvertently.

· Legal or regulatory issues affecting publication.

· Serious personal circumstances affecting the authors' ability to proceed.

Withdrawal requests must include:

· A formal letter signed by the corresponding author.

· Confirmation that all co-authors agree to the withdrawal.

· A detailed explanation of the reason(s) for withdrawal.

The Editor-in-Chief reserves the right to approve or decline such requests after considering the stage of the editorial process and the resources already invested.

8. WITHDRAWAL AFTER ACCEPTANCE

After a manuscript has been accepted for publication, withdrawal requests will be granted only under exceptional circumstances. Examples include;

· Discovery of major scientific errors.

· Serious ethical concerns.

· Proven authorship disputes.

· Legal restrictions.

· Institutional requests supported by evidence.

The Editorial Board may request additional documentation before reaching a decision.

Withdrawal after acceptance should not be used as a means of submitting the accepted work to another journal.

 

9. WITHDRAWAL AFTER ONLINE PUBLICATION

Once an article has been published online or in print, it becomes part of the permanent scholarly record.

Published articles will not ordinarily be withdrawn. Instead, the Journal will consider one or more of the following actions:

· Publication of a correction.

· Publication of an addendum.

· Issuance of an expression of concern.

· Retraction of the article.

· Removal only where legally required or where there is a serious risk of harm.

10. EDITOR-INITIATED WITHDRAWAL BEFORE PUBLICATION

The Journal may withdraw a manuscript before publication where:

· Plagiarism is confirmed.

· Data fabrication or falsification is identified.

· Duplicate submission or duplicate publication is established.

· Ethical approval is absent where required.

· Patient consent has not been obtained where necessary.

· Authorship disputes remain unresolved.

· Serious conflicts of interest have been concealed.

· Fraudulent peer review is detected.

· Image manipulation or inappropriate data alteration is confirmed.

· The manuscript falls outside the Journal's ethical standards.

The corresponding author will normally be informed and given an opportunity to respond before a final decision is made.

11. ARTICLE RETRACTION

Retraction may be considered where:

· Findings are unreliable due to misconduct or honest error.

· Plagiarism is confirmed.

· Duplicate publication has occurred.

· Fabrication or falsification of data is established.

· Ethical approval was absent where required.

· Consent requirements were not met.

· Serious publication misconduct has occurred.

· The article contains unlawful material.

Retraction notices shall:

· Be freely accessible.

· Clearly identify the retracted article.

· State the reason for retraction.

· Distinguish between misconduct and honest error where possible.

· Remain permanently linked to the original article.

The original article shall remain available with a clear watermark or header indicating its retracted status unless removal is legally required.

12. EXPRESSIONS OF CONCERN

The Journal may publish an Expression of Concern when:

· There is inconclusive evidence of misconduct.

· An institutional investigation is ongoing.

· There are credible allegations affecting the reliability of the article.

· A timely resolution is not possible.

The notice shall remain linked to the article until the matter is resolved.

13. ARTICLE CORRECTIONS

Corrections shall be issued where:

· Errors affect the clarity or accuracy of the publication but do not invalidate its conclusions.

· Author names, affiliations, or funding information require amendment.

· Minor inaccuracies are identified after publication.

Corrections shall be permanently linked to the original article.

14. ARTICLE REMOVAL

Complete removal of a published article shall occur only under exceptional circumstances, including:

· Court orders.

· Defamation.

· Violation of privacy or confidentiality.

· Serious legal restrictions.

· Significant public health or safety concerns.

Where removal is necessary, the Journal shall retain bibliographic information and publish a notice explaining the reason for removal, unless prohibited by law.

15. AUTHOR RESPONSIBILITIES

Authors are expected to:

· Submit only original work.

· Avoid simultaneous submissions.

· Disclose all conflicts of interest.

· Report significant errors discovered after submission or publication.

· Cooperate fully with editorial investigations.

· Ensure that all co-authors are informed of withdrawal requests.

16. EDITORIAL RESPONSIBILITIES

Editors shall:

· Evaluate withdrawal requests objectively and confidentially.

· Ensure fair treatment of authors.

· Protect the integrity of the scientific record.

· Follow COPE guidance when investigating publication concerns.

· Maintain documentation of all withdrawal decisions.

17. APPEALS

Authors may appeal a withdrawal, rejection, or retraction decision by submitting a written appeal with supporting evidence to the Editor-in-Chief within the timeframe specified by the Journal.

Appeals will be reviewed by the Editorial Board or an independent panel where appropriate. The decision following appeal shall be final.

18. RECORD KEEPING

The Editorial Office shall maintain confidential records of:

· Withdrawal requests.

· Editorial correspondence.

· Investigation reports.

· Decisions.

· Retraction notices.

· Correction notices.

· Expressions of concern.

These records shall be retained in accordance with the Journal's Archiving and Privacy Policies.

19. SANCTIONS FOR MISUSE OF WITHDRAWAL REQUESTS

The Journal may impose sanctions where authors:

· Repeatedly withdraw manuscripts without valid reason after peer review has commenced.

· Submit manuscripts simultaneously to multiple journals.

· Attempt to withdraw accepted manuscripts solely to publish elsewhere.

· Engage in unethical publication practices.

Sanctions may include:

· Rejection of the manuscript.

· Temporary suspension of submission privileges.

· Notification of authors' institutions or funders where serious misconduct is established.

· Permanent prohibition from submitting to TGM in cases of egregious or repeated misconduct.

20. RELATIONSHIP TO OTHER POLICIES

This Withdrawal Policy should be read in conjunction with the Journal's:

· Editorial Policy.

· Peer Review Policy.

· Ethics and Malpractice Policy.

· Plagiarism Policy.

· Corrections and Retractions Policy (if maintained separately).

· Copyright Policy.

· Privacy Policy.

· Data Sharing Policy.

· AI Policy.

· Open Access Policy.

21. POLICY REVIEW

This Withdrawal Policy shall be reviewed every three (3) years or earlier if required by developments in publication ethics, legal requirements, or international best practices. Any amendments shall be approved by the Editorial Board.

22. CONTACT INFORMATION

Editorial Office
The Gazette of Medicine (TGM)
Journal of the Association of Resident Doctors (ARD)
University of Port Harcourt Teaching Hospital (UPTH)
Port Harcourt, Rivers State, Nigeria

Email: [Insert Official Journal Email]
Website: [Insert Official Journal Website]

23. REFERENCES AND GUIDING STANDARDS

This policy has been developed in accordance with internationally recognized guidance and best practices, including:

1. Committee on Publication Ethics (COPE). Core Practices and Retraction Guidelines.

2. International Committee of Medical Journal Editors (ICMJE). Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals.

3. Council of Science Editors (CSE). White Paper on Promoting Integrity in Scientific Journal Publications.

4. World Association of Medical Editors (WAME). Publication Ethics Policies for Medical Journals.

5. Directory of Open Access Journals (DOAJ). Principles of Transparency and Best Practice in Scholarly Publishing.

Appendix A: Withdrawal Decision Pathway

Stage 1 – Before Peer Review

· Author submits a written withdrawal request.

· Editorial Office confirms agreement of all co-authors.

· Manuscript is withdrawn and authors are notified.

Stage 2 – During Peer Review

· Written request with detailed justification is submitted.

· Editor evaluates the request.

· Withdrawal is approved or declined based on the merits and stage of review.

Stage 3 – After Acceptance

· Withdrawal considered only in exceptional circumstances.

· Editorial Board reviews supporting evidence.

· Decision communicated to the corresponding author.

Stage 4 – After Publication

· Concerns are assessed in line with COPE guidance.

· Appropriate action is taken:

o Correction, where findings remain valid.

o Expression of Concern, where investigations are ongoing.

o Retraction, where findings are unreliable or misconduct is confirmed.

o Removal, only in exceptional legal or safety-related circumstances.

This comprehensive Withdrawal Policy aligns with the standards expected by major indexing services such as DOAJ, AJOL, Scopus, and PubMed Central (where eligibility criteria are met), and reflects international best practices for ethical and responsible scholarly publishing.