Publication Ethics & Publication Malpractice Policy

 

1. Scientific Misconduct

        We follow COPE, WAME, and ICMJE guidelines for managing scientific misconduct including

• Data falsification or fabrication
• Plagiarism of text, ideas, or data
• Improper authorship attribution
• Misappropriation of research ideas or findings
• Violation of accepted research practices
• Non-compliance with regulatory standards
• Inappropriate handling of misconduct allegations

 

1.1 Reporting Allegations of Misconduct

• Allegations of misconduct should be reported to the editorial office of the journal. Reports may be submitted by any individual, including authors, reviewers, readers, or other parties who have concerns regarding the integrity of a submission.
• Anonymous Reporting: Allegations can be submitted anonymously; however, the journal encourages open communication to facilitate effective investigation and resolution.
• Initial Review: Upon receipt of a complaint, the Complaints Process Committee will conduct a preliminary review to assess the credibility, validity, and seriousness of the allegation, and determine if further investigation is warranted.

1.2 Investigation Process

• Preliminary Assessment: The Editor-in-Chief, along with the Complaints Process Committee, will assess the allegation in light of available evidence, the severity of the claim, and relevant guidelines (COPE, ICMJE, WAME).
• Engagement with Authors: The corresponding author(s) will be contacted for clarification or rebuttal. In cases of suspected plagiarism or duplication, authors must provide evidence of originality and citation.
• Third-Party Review: The journal may engage external experts (e.g., plagiarism detection services, methodological experts) to support investigation where necessary.

 

1.3 Consequences of Misconduct

To preserve the integrity of the scholarly record:

• Corrections (Errata/Corrigenda): Issued for minor factual or typographical errors that do not affect conclusions.
• Retractions: Issued for proven plagiarism, data fabrication, unethical research, or major errors invalidating results. Retracted articles remain accessible but clearly labeled as Retracted.
• Expressions of Concern: Published when serious questions arise but investigations are ongoing.
• Withdrawals: Allowed before publication if ethical or technical concerns emerge during production.
• All notices are freely accessible, permanently linked to the original article, and follow COPE Retraction Guidelines (2019).

1.4 Ethical Handling of Investigations

• Fair and Transparent Process: All allegations are processed confidentially and fairly, with equal rights for both accuser and accused.
• Collaboration with Relevant Authorities: The journal may collaborate with regulatory agencies, academic institutions, or the publisher to ensure thorough and unbiased investigation.

1.5 Appeals

• Authors who disagree with the outcome of the investigation may file a written appeal to the editorial board.
• Appeals must be based on substantial new evidence or a justified rationale for reconsideration.
• The final decision on appeals lies with the editorial board after a comprehensive reassessment.

1.6 Commitment to Academic Integrity

We are committed to upholding the integrity of scientific research and publication. All parties involved in the publication process must adhere to the principles of honesty, transparency, and respect for intellectual property.

1.7 Plagiarism and Similarity Check

• All manuscripts are screened using plagiarism detection software (e.g., Turnitin).
• A similarity index exceeding 17% is considered unacceptable according to HEC and PMDC standards.
• Unattributed copying, self-plagiarism, or “salami slicing” will be treated as misconduct.
• Manuscripts found with major overlap will be rejected or retracted, depending on the stage of detection.
• JKCD follows COPE guidelines for plagiarism management and sanctions.

 

2. Authorship & Contributor ship

JKCD adheres to the authorship standards outlined by the International Committee of Medical Journal Editors (ICMJE) and supported by COPE. Authorship is granted only to individuals who meet all four of the following criteria:

1. Substantial contribution to the conception and study design, OR acquisition, analysis, or interpretation of data.
2. Drafting the manuscript or critically revising it for important intellectual content.
3. Final approval of the version to be published.
4. Accountability for the accuracy, integrity, and reliability of the entire work.

All authors must clearly declare their specific roles and contributions to the research.

Non-Author Contributors

Individuals who do not meet all four authorship criteria must be acknowledged appropriately, with their permission, rather than listed as authors.

Authorship Disputes

JKCD does not adjudicate authorship disagreements. In cases where disputes arise, resolution should be sought through the institution(s) where the research was conducted, as recommended by ICMJE and COPE.

Changes in Authorship

Requests to add, remove, or rearrange authors after submission must:

• Be initiated by the corresponding author,
• Include a written, signed statement from all listed and affected authors confirming their agreement.

The journal will process such changes only after all authors have submitted consent.

Role of the Corresponding Author

The corresponding author is responsible for:

• Managing all communication with the journal during submission, peer review, and publication
• Ensuring all administrative requirements are fulfilled (e.g., authorship details, ethics approval, trial registration, disclosures)
• Confirming that all authors meet eligibility criteria and have approved the submitted manuscript

Limit on Number of Authors

JKCD limits the number of authors per manuscript to six.
Requests to exceed this limit must include a written justification and will be evaluated by a committee comprising the Chief Editor and Managing Editors.

3. Complaints & Appeals

JKCD Complaints & Appeals Policy

JKCD is committed to maintaining the highest standards of publication ethics, integrity, and transparency. The journal welcomes all legitimate concerns related to ethical misconduct, editorial processes, and editorial decisions. Any individual—including authors, reviewers, readers, or external parties—may submit a complaint, allegation of misconduct, or appeal.

3.1 How to Submit a Complaint or Appeal

All complaints and appeals must be submitted in writing to:
managingeditor@journalofkcd.com

Complaints may involve:

• Alleged misconduct by authors, reviewers, editors, or editorial board members
• Ethical concerns such as plagiarism, fabrication, falsification, and unethical research conduct
• Concerns about peer review quality, timeliness, or transparency
• Suspected breaches of journal policy or COPE guidelines

Appeals may involve:

• Rejection decisions believed to be based on factual error or oversight
• Concerns regarding reviewer bias, inappropriate comments, or inadequate assessment
• Procedural irregularities during editorial or peer review
• Requests for reconsideration based on new, relevant clarification or evidence

Anonymous complaints are permitted; however, the journal encourages transparent communication to aid a thorough review.

3.2 Initial Screening (Complaints & Appeals)

Upon receiving a submission, the Managing Editor conducts an initial assessment to determine:

• The credibility and seriousness of the concern
• Whether adequate information is provided
• Whether the matter constitutes a complaint (misconduct/ethical concern) or an appeal (editorial decision)
• Whether further investigation or review is warranted

Routing after Screening

• Complaints → forwarded to the Complaints Process Committee
• Appeals → forwarded directly to the Editor-in-Chief

3.3 Complaint Investigation Process

All complaints are reviewed by the Complaints Process Committee following:

• COPE Core Practices
• COPE Flowcharts
• COPE Ethical Guidelines for Peer Review
• Principles of Transparency and Best Practice
• WAME Best Practice Guidelines
• Council of Science Editors (CSE) Standards
• HEC Pakistan Policies

The Committee reviews the evidence, seeks expert advice if needed, and prepares findings and recommendations for the Editorial Board. The Editorial Board makes the final decision.

3.4 Appeal Review Process 

JKCD permits authors to appeal editorial decisions in accordance with COPE’s Principles of Transparency and Best Practice in Scholarly Publishing.

1. Right to Appeal

Authors may appeal decisions if they believe:

• There was a factual error in the review
• Reviewer comments contain bias or unjustified criticism
• There were procedural errors or administrative oversights

Appeals must be based on substantive academic or procedural grounds.

2. Independent Handling

All appeals are evaluated exclusively by the Editor-in-Chief, who:

• Was not involved in the original decision
• Ensures an impartial, unbiased, and independent evaluation
• Excludes all editors, reviewers, and staff involved in the initial decision from the appeal review

3. Appeal Evaluation Steps

In accordance with COPE recommendations, the Editor-in-Chief will:

• Reassess the complete editorial record (reviewer reports, decision letters, correspondence)
• Evaluate the author’s grounds for appeal
• Assess whether peer review was fair, objective, and free from conflict of interest
• Request additional expert or statistical review, ensuring new reviewers are blinded to prior decisions
• Document all steps for transparency and accountability

4. Possible Outcomes

The Editor-in-Chief may issue one of the following COPE-compliant outcomes:

• Decision Upheld: Original editorial decision stands
• Decision Revised: Additional review or reassessment is undertaken
• Decision Reversed: Manuscript is reinstated for further review or potential acceptance

The Editor-in-Chief’s decision is final.

5. No Penalty for Appeals

Authors acting in good faith are not penalized for submitting an appeal.

6. Documentation

All appeal materials and decisions are formally documented and stored to ensure transparency and COPE audit-readiness.

3.5 Complaints Process Committee

Complaints are evaluated by the senior editorial committee:

• Professor Dr. Samreena Mohammad
• Professor Dr. Muslim Khan

This committee handles complaints only; appeals are handled exclusively by the Editor-in-Chief.

3.6 Consequences of Misconduct

Depending on the investigation outcomes, the journal may take one or more of the following actions:

• Correction or Retraction of the article
• Formal Warning to authors, reviewers, or editors
• Submission Ban (temporary or permanent) for severe violations
• Notification of Institutional Authorities for grave misconduct
• Withdrawal of reviewer/editor privileges, if applicable

All actions follow COPE guidance on appropriate responses to misconduct.

3.7 Ethical Handling of Complaints & Appeals

JKCD ensures:

• Fairness: Equal opportunity for all involved parties to respond
• Confidentiality: All concerns and documents remain confidential
• Impartiality: No conflicts of interest in handling complaints or appeals
• Collaboration: Engagement with institutions, regulators, or publishers when required
• Transparency: Documentation of all decisions and processes for COPE compliance

3.8 Compliance With COPE Standards

JKCD maintains full adherence to:

• COPE Core Practices
• COPE Flowcharts for misconduct investigations
• COPE Ethical Guidelines for Peer Review
• Principles of Transparency and Best Practice in Scholarly Publishing

This policy ensures JKCD meets the International ethical and procedural standards.

4. Conflicts of Interest / Competing Interests

A conflict of interest (COI) arises when an author, reviewer, or editor has financial, personal, or professional relationships that could potentially influence or bias the conduct, interpretation, or reporting of research.

Author Responsibilities

All authors must disclose any potential conflicts, including but not limited to:

• Financial relationships (e.g., grants, employment, consultancies, honoraria, stocks, or patents)
• Institutional affiliations that may influence the research
• Personal relationships that could affect objectivity

These declarations must be:

• Submitted as part of the manuscript submission process
• Included in the published article under a “Conflict of Interest” section

If an author has no conflicts to declare, they should explicitly state:
"None to declare."

Reviewer and Editor Responsibilities

• Reviewers and editors must also declare any potential conflicts related to manuscripts under review or editorial decision-making.
• Individuals with a relevant conflict must recuse themselves from handling or reviewing the manuscript.

Transparency and Accountability

JKCD is committed to maintaining transparency and trust in the publication process. Accurate disclosure of conflicts of interest ensures integrity, fairness, and credibility in all published work.

5.     Data Sharing and Reproducibility:

JKCD encourages authors to make the data underlying their research available to promote transparency, reproducibility, and integrity in scientific publication.

Author Responsibilities

• Authors are encouraged to deposit the underlying research data in a recognized public repository.
• If this is not possible due to ethical, legal, or privacy concerns, a statement explaining how the data can be accessed upon reasonable request should be included.
• Acceptable formats include spreadsheets (e.g., Stata, SPSS, Excel) or other widely used formats suitable for reuse and verification.
• Authors must provide the name of the repository and a permanent link to the dataset.
• This information should be included under a “Data Sharing” section in the manuscript, placed before the Acknowledgements or References.

Optional Exceptions

• Data containing sensitive information, including identifiable patient information or confidential institutional data, must be handled in accordance with ethical, legal, and privacy regulations.
• In such cases, authors should provide a statement explaining why data cannot be shared publicly and how it may be accessed upon reasonable request.

Benefits of Data Sharing

• Facilitates verification and reproducibility of results
• Supports secondary analyses and meta-analyses
• Promotes scientific transparency and accountability

JKCD may request access to the underlying data to verify results prior to or after publication, in line with COPE best practices.

 

6. Ethical Oversight:
   
   

The Journal of Khyber College of Dentistry (JKCD) is committed to upholding the highest standards of research ethics, integrity, and transparency. All research submitted to JKCD must comply with internationally recognized ethical guidelines, including COPE, ICMJE, WAME, HEC Pakistan, and relevant national and institutional regulations.

6.1. Ethical Approval for Research

• All studies involving human participants must obtain prior ethical approval from a recognized Institutional Review Board (IRB) or Ethical Review Committee (ERC).
• Approval documents must be on institutional letterhead, duly stamped, and signed by the Chairperson, including a reference number.
• Ethical clearance must be obtained before initiating research involving direct human interaction.
• For studies without direct human subject involvement, an exemption certificate from the relevant ERC/IRB must be submitted.
• Researchers from institutions lacking a formal ERC must obtain approval from a collaborating institution with an established and compliant ERC.
• Case reports require departmental approval on official letterhead, and written informed consent from the patient(s) must be obtained and documented.
• When reporting the use of medications or devices, authors must declare any conflicts of interest and indicate whether financial support was received from manufacturers. Generic names should be used primarily; commercial names may be included in brackets if necessary.
• Failure to obtain or provide evidence of ethical approval will result in manuscript rejection.

6.2. Human and Animal Research

• Research involving human participants must adhere to the Declaration of Helsinki (2008, revised) and national ethical regulations. 
• Animal research must follow institutional and national guidelines, including the IAVE guidelines and the 3Rs principle (Replacement, Reduction, Refinement).
• Patient privacy and confidentiality must be strictly protected. Identifiable information or images may only be published with explicit written consent.
• The Editorial Board reserves the right to reject manuscripts if ethical concerns remain unresolved, even in the presence of ERC approval, and may communicate with the author’s ethics committee if necessary.

6.3. Informed Consent:

Informed consent must be obtained from all study participants. For minors or deceased individuals, consent should be taken from parents or legal guardians.

All case reports, clinical images, and adverse event documentation require explicit patient consent, which must be mentioned in the methodology section.

Editors may request access to signed consent forms. These must be retained confidentially by the authors.

For masked participant studies, signed consent documentation must still be obtained and made available if needed.

Case reports should adhere to the CARE guidelines.

7.Intellectual Property (Copyright and Licensing)

The Journal of Khyber College of Dentistry (JKCD) is an open-access journal that operates under the Creative Commons Attribution–Noncommercial 4.0 International License (CC BY-NC 4.0).

Copyright

Authors retain the copyright of their published work without restrictions. Upon publication, authors grant JKCD a non-exclusive license to publish, distribute, and archive the article in all forms and media. This ensures that the work remains freely available while acknowledging the authors’ ownership of intellectual property.

License

All content published in JKCD is freely accessible and may be shared, copied, and redistributed in any medium or format, as long as the following conditions are met:

• Attribution: Appropriate credit must be given to the original authors and the journal.
• Non-Commercial: The material may not be used for commercial purposes.
• No Additional Restrictions: Users may not apply legal terms or technological measures that legally restrict others from doing anything the license permits.

Author Rights

Authors are free to:

• Reuse, reproduce, or distribute their published article for scholarly purposes.
• Deposit the published version in institutional repositories or personal websites, provided that proper citation to the original publication in JKCD is included.

Journal Rights

JKCD reserves the right to identify itself as the original publisher and to preserve the published work in print and digital formats, including institutional and subject-based repositories.

License Statement

All articles published in JKCD are licensed under the Creative Commons Attribution–Noncommercial 4.0 International License (CC BY-NC 4.0). To view a copy of this license, visit: https://creativecommons.org/licenses/by-nc/4.0/

 

8. Editorial Independence and Decision-Making

• Editorial decisions are made independently of the journal’s sponsor or parent institution (Khyber College of Dentistry).
• Editors are guided solely by the academic merit of manuscripts and ethical considerations.
• The Editor-in-Chief has full authority over editorial content and publication decisions.
• The journal does not accept advertisements or engage in direct marketing that could influence editorial independence.

9.Confidentiality Policy

Confidentiality applies to all participants in the publication process:

• Editors, reviewers, and editorial staff must not disclose information about submissions to anyone outside the editorial process.
• Reviewers may not retain copies of manuscripts after completing their review.
• Authors must not share reviewer comments publicly without permission.
• All records and communications are managed in compliance with COPE confidentiality guidelines.

10. Post-Publication Discussions and Corrections Policy

JKCD encourages scholarly dialogue and transparency after publication.

• Readers may submit formal comments, letters, or responses within six months of publication.
• The editorial team evaluates comments for publication and may invite authors to respond.
• Valid discussions and responses are published together and linked to the original article.
• Corrections, addenda, or editor’s notes may be issued if new information affects interpretation but not validity.
• All updates are timestamped, traceable, and publicly available