Withdrawal Policy

The Hyderabad Journal of Sciences (HJS) has established this Withdrawal Policy to ensure clarity and fairness for authors regarding the withdrawal of manuscripts during the submission, review, and publication process. This policy aims to outline the conditions under which a manuscript can be withdrawn, as well as the responsibilities of authors and the journal’s editorial team during the withdrawal process.

1. Eligibility for Manuscript Withdrawal

  • Before Acceptance: Authors may withdraw their manuscript at any time before acceptance for publication. This includes any time prior to the completion of the peer review process, acceptance decision, or final editing stage.

  • After Acceptance: Manuscripts may only be withdrawn after acceptance for publication under exceptional circumstances. Authors must provide a valid and justifiable reason for withdrawal, and the request will be reviewed by the editorial board.

  • Post-Publication: After a manuscript has been published online or in print, withdrawal is generally not permitted. However, in cases of ethical violations, data falsification, or significant errors, the journal may consider retracting the article. A formal retraction notice will be issued to inform readers.

2. Withdrawal Procedure

  • Formal Request: To initiate a withdrawal, the corresponding author must submit a formal written request via email to the journal’s editorial office. The request should include the manuscript ID, title, the reason for withdrawal, and any supporting information.

  • Timeliness: Authors are encouraged to request withdrawal as early as possible to minimize the use of journal resources, including peer reviewer time and editorial effort. If the manuscript has already been sent to reviewers, the author should provide the withdrawal request as soon as possible.

  • Notification to Reviewers: If the manuscript has already been sent for peer review, the editorial team will notify the reviewers of the withdrawal, stopping the review process immediately. The withdrawal will be officially communicated to all involved parties.

3. Consequences of Withdrawal

  • No Further Action: Once the manuscript is officially withdrawn, the editorial team will cease any further action, including review, editing, and publication.

  • Notification to Author: The corresponding author will receive confirmation of the withdrawal, and the manuscript will be removed from the submission system.

  • Record Keeping: The journal will keep a record of the manuscript and withdrawal request for transparency. The manuscript details (such as title, authors, and abstract) will be retained in the journal’s archives to prevent confusion or potential duplicate submissions.

4. Withdrawal After Acceptance

  • Request for Withdrawal: After acceptance, authors must submit a formal written explanation for the withdrawal request. Acceptable reasons for post-acceptance withdrawal may include:

    • Unforeseen personal or professional circumstances.

    • Significant issues with the manuscript, such as new conflicting data or errors.

    • Ethical concerns regarding authorship, data integrity, or research practices.

  • Editorial Board Review: The editorial board will review the withdrawal request. If the reason is deemed valid and justifiable, the manuscript will be officially withdrawn from the publication process. If the withdrawal is not justified, the editorial team may decide to proceed with the publication.

5. Withdrawals and Fees

  • Refunds: As per the Refund Policy, any article processing charges (APCs) or submission fees paid are generally non-refundable once the manuscript has been accepted for publication. However, if the manuscript is withdrawn before acceptance, a full refund of the APC or submission fee may be issued, subject to the conditions outlined in the refund policy.

  • Cost Implications: Authors are encouraged to carefully consider their decision before submitting a manuscript, as withdrawal after significant editorial work has been done (e.g., peer review or proofreading) may result in administrative costs being incurred.

6. Ethical Considerations and Withdrawal

  • Ethical Violations: If the reason for withdrawal involves any ethical violations (e.g., plagiarism, fabrication of data, or unethical research practices), the journal will investigate the matter thoroughly. Depending on the severity of the violation, the journal may report the issue to the author’s institution or funding body.

  • Post-Publication Retraction: In cases where an article has been published and found to contain serious ethical violations, the editorial board may decide to retract the article. A retraction notice will be issued, and the article will be removed from the public-facing archives. The reason for retraction will be clearly stated in the notice.

7. Impact on Future Submissions

  • Frequent Withdrawals: Authors who frequently withdraw manuscripts, particularly after substantial editorial work has been completed, may face restrictions on future submissions to the journal. This policy ensures that the journal’s resources are utilized efficiently and fairly.

  • Author Accountability: Authors who withdraw manuscripts without valid reasons may be required to provide additional clarification for any future submissions. The journal may assess the reasons for withdrawal and decide whether to allow future submissions.

8. Appeals Process

  • Disputed Withdrawals: If an author feels that their manuscript was unfairly withdrawn or that the withdrawal process was mishandled, they may appeal the decision. The appeal will be reviewed by the editorial board, and a final decision will be made.

  • Final Decision: The decision of the editorial board will be final. The authors will be informed of the decision and the reasons for it.