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Editorial Policies

The Graduate Medical Education Research Journal (GMERJ) is committed to publishing research of the highest integrity. The journal follows the ethics policies of the International Committee of Medical Journal Editors (ICMJE), Committee on Publication Ethics (COPE), and the World Association of Medical Editors (WAME) to ensure content is accurate, transparent, and inclusive.

All authors, editors, and reviewers are encouraged to familiarize themselves with these policies. Submissions that do not meet these standards cannot be considered for publication. If a published article is later found to fall short of these standards, appropriate action, such as corrections or retractions, will be implemented.

Authorship and Contribution
Ethics and Responsibility
Artificial Intelligence (AI) Policies
Research Ethical Policies
Informed Consent
Acknowledgment
Conflicts of Interest Disclosure
Funding Statement
Permission to Reproduce Previously Published Materials
Data Sharing and Reproducibility
Accessibility and ADA Title II Compliance
Editorial Process and Peer-Review
Post-Publication Discussions and Corrections
Complaints and Appeals
Open Access and Licensing
Copyright and Permissions
Digital Archiving
Advertisements and Neutrality
Business Model
Contact Information

Authorship and Contribution

GMERJ follows the ICMJE recommendations for authorship to ensure fair and transparent credit for all authors. Below are the key guidelines to consider for authorship when submitting your manuscript to GMERJ

  • Authors must have contributed significantly to the research, drafted or revised the article critically, approved the final version, and agreed to be accountable for all aspects of the work.
  • Primary affiliation should reflect the institution where most of the work was conducted; current affiliations can be added as notes, if different from the primary affiliation.
  • The corresponding author manages publication responsibilities and post-publication communication.
  • Authorship changes (addition, removal, or corresponding author updates) require approval from all authors and submission of a formal authorship change form. No changes are allowed after acceptance.
  • Authorship disputes are handled according to established guidelines, with no changes allowed after acceptance.

Ethics and Responsibility

GMERJ is committed to maintaining the highest standards of research and publication ethics. All participants in the publication process—including authors, editors, and reviewers—are expected to uphold the principles of integrity, transparency, and accountability.

Authors

Authors are responsible for ensuring the originality, accuracy, and ethical conduct of their research and reporting. Specifically, authors must:

  • Submit original work that is properly attributed and not under consideration elsewhere.
  • Ensure all data are accurate, verifiable, and ethically obtained.
  • Respect intellectual property rights, maintain participant privacy, and adhere to institutional and international research ethics guidelines.  
  • Notify the editor promptly of any discovered errors, uncertainties, or potential overlaps with other work.
  • Refrain from any form of research misconduct, such as plagiarism, fabrication, falsification, and other forms of academic misconduct.
  • Avoid concurrent submission of the same work or substantially similar work to multiple journals, unless explicitly permitted by the journal.

Editors

Editors are responsible for ensuring a fair, transparent, and ethical review process. They must:

  • Apply and enforce ethical policies consistently across all submissions.
  • Maintain strict confidentiality regarding submitted manuscripts and review processes.
  • Maintain the highest standards of personal integrity and manage any real or apparent conflicts of interest appropriately.
  • Communicate clearly and promptly with authors, reviewers, and editorial board members about policies, expectations, and decisions.

Reviewers

Peer reviewers play a crucial role in maintaining the quality and integrity of GMERJ's publications. Reviewers are expected to:

  • Maintain confidentiality of the review process, avoid direct contact with authors without journal permission.
  • Disclose conflict of interest and decline to review if necessary.
  • Inform the editor-in-chief if they are uncertain about a potential conflict before proceeding with the review.
  • Conduct objective, constructive, and timely reviews, providing feedback focused on improving the scientific quality and clarity of the work.
  • Avoid using unpublished information or data obtained through peer review for personal advantage.

Artificial Intelligence (AI) Policies

Authors

  • AI tools that improve writing (language, grammar) do not require disclosure, but authors are responsible for accuracy and integrity.
  • Generative AI usage to produce content (text, references, images) must be disclosed, including the tool and purpose. If AI were used for this purpose, the authors should declare what percentage of the manuscript was written using AI.
    • AI tools cannot be listed as authors.
    • Proper disclosure of AI use will not result in rejection. Undisclosed or inappropriate use may lead to rejection at any stage.
    • Authors are encouraged to use the statement below and modify it accordingly: During the preparation of this work, the authors used AI tools (e.g. ChatGPT) for preparing the following portions of the manuscript. The percentage of the manuscript prepared with the help of AI amounts to --%? All authors reviewed and edited the content and take full responsibility for the final version of the publication.

Reviewers and Editors

  • Reviewers may use AI for language or clarity in reviews but remain fully responsible for accuracy and constructive feedback.
  • Reviewers must not use AI to generate review reports; doing so may lead to exclusion from future reviewing.
  • Editors and reviewers should not upload manuscripts to generative AI tools.
  • Editors must not use AI to create decision letters or summarize unpublished research.
  • Suspected misuse of AI  should be reported to the Journal Editor. Investigations will be conducted in accordance with the COPE guidelines and internal policies.

Research Ethical Policies

 Animals Studies

  • All studies involving animals must be reviewed and approved by a qualified animal ethics or welfare committee.
  • The ethics statements must include the name, location, and approval number of the review committee.
  • If no ethics committee exists, provide a written ethical justification.

Research Involving Human Subjects

  • All studies involving human participants require formal ethical review and approval (or a documented waiver) from an appropriate Institutional Review Board (IRB) or Ethics Committee.
  • Authors must clearly describe the ethical review process in the Methods section of the manuscript, including the name of the approving body and the reference or approval number, where applicable.
  • If the researchers do not have access to a formal ethics review committee, the study must comply with the ethical principles outlined in the Declaration of Helsinki and relevant institutional or national ethical guidelines.
  • If the ethics approval was waived, it should be clearly stated in the manuscript.

Clinical Trials

  • If the manuscript involves a clinical trial, it should be mentioned in the Method sections of the manuscript, and authors must register all prospective clinical trials (Phase II–IV) in a publicly accessible registry (e.g., ClinicalTrials.gov or a WHO-approved registry). The trial registration number (TRN) and registration date must be included as the last line of the abstract.
  • If a trial was not registered prospectively, authors are encouraged to register it retrospectively, noting the TRN, registration date, and the phrase retrospectively registered at the end of the abstract.
  •  Registration is not required for clinical trials based on purely observational studies.

Informed Consent

  • Authors must ensure that all research involving human participants must include a statement confirming that freely given, informed consent was obtained from each participant (or from a parent/legal guardian for minors under 18).
  • Authors must respect and protect the privacy and confidentiality of patients and research participants. Patient-identifiable information, including names, initials, photographs, medical record numbers, or other personal identifiers, must not be published without informed consent.
  • Authors are responsible for ensuring that all identifying details are removed from images and text unless explicit written consent for publication has been obtained.
  • Authors, not the journal or the publisher, are responsible for obtaining, documenting, and securely archiving the patient consent form before submission.
  • If a manuscript includes patient images or descriptions that may reveal a patient's identity, the authors must include a statement confirming that informed consent for publication has been obtained. This statement should appear in the Methods or Acknowledgments section of the manuscript.

Acknowledgment

  • Authors shall give due credit to all individuals, institutions, and organizations that contributed to the research. Recommend using the Contributor Role Taxonomy
  • Authorship should accurately reflect each contributor's role and responsibilities.
  • Misrepresentation of authorship or failure to acknowledge contributors is a breach of ethical conduct.

Conflicts of Interest Disclosure

GMERJ follows ICGME guidelines on declaring conflicts of interest for authors, reviewers, and editors. A conflict of interest is any direct or indirect interest that could influence the conduct, assessment, or interpretation of the research.

Authors

Authors must disclose any direct or indirect interests that could influence their submission, allowing editors, reviewers, and readers to assess potential bias. Relevant interests include:

Financial Interests

  • Grants, payments, or funding from organizations that may benefit from the research.
  • Employment or affiliation with organizations that could gain from the work.
  • Stocks, shares, patents, or other financial holdings tied to the research outcome.
  • Consulting fees or reimbursements related to the research.
  • Close relatives who may financially benefit from the publication.

Non-Financial Interests

  • Affiliations with organizations involved in advisory boards, committees, or associations relevant to the research.
  • Membership in advocacy or professional societies related to the topic.
  • Personal ideology, beliefs, faith, activism, or political leanings that could influence work.
  • Previous research competition, personal disagreements, or close relationships with editors or board members.
  • Editorial responsibilities or membership of the journal's editorial board.

If there are no conflicting interests, the authors should state: The author(s) declared no potential conflicts of interest with respect to the research, authorship, and/or publication of this article.

Editors and Reviewers

  • All editors and reviewers must declare any conflicts of interest that could affect peer review or decision-making, including financial and non-financial interests.
  • If a conflict arises, an alternative editorial board member must handle the review, and the conflicted editor and reviewer must recuse themselves.
  • Editors or editorial board members submitting their own research must declare their involvement and recuse themselves from peer review. Another board member must oversee the review process with at least two subject experts.
  • Guest Editors submitting to special issues must also declare conflicts, and their submissions are handled by an alternate editor or the journal editor.

Funding Statement

  • All research articles must include a funding statement under the heading Funding Statement.
  • Authors who received financial support should state: The author(s) received financial support for the research, authorship, and/or publication of this article from [Funding Agency Name] [grant number(s)].
  • Multiple grant numbers must be separated with commas, and multiple agencies must be separated with semicolons.
  • If the research received no direct support, state: The author(s) received no financial support for the research, authorship, and/or publication of this article.

Permission to Reproduce Previously Published Materials

  • Permission is required to reproduce previously published material (e.g., illustrations) from the copyright holder. Articles cannot be published without these permissions.
  • Include the permission statement at the time of submission.

Data Sharing and Reproducibility

Data sharing and reproducibility are expected per journal standards.

Accessibility and ADA Title II Compliance

As a university-affiliated publication, the Journal is committed to providing equal access to its publications, policies, and associated materials in accordance with Title II of the Americans with Disabilities Act (ADA). The Journal strives to ensure that all articles, submission materials, and electronic files are accessible to individuals with disabilities.

Editorial Process and Peer-Review

  • GMERJ maintains a rigorous and transparent peer-review and editorial processes to ensure high-quality publication. All peer reviews are conducted by qualified subject experts, researchers, and scholars.
  • Further details are available in the journal's Peer-Review and Editorial Process.

Post-Publication Discussions and Corrections

GMERJ follows the Committee on Publication Ethics (COPE) post-publication discussion and corrections guidelines for any corrections or retraction to maintain the integrity of the scholarly record.

Corrections

  • Errors that affect the accuracy of an article but do not substantially alter its conclusions may be corrected at the Editor's discretion.
  • Corrections are indexed and linked to the original article.

Retractions

  • Retractions occur when the major errors or breaches of scholarly integrity are such that their results or conclusions cannot be relied upon
  • Editorial decisions to retract are based on the reliability of the article and the Editor's confidence in its findings.
  • Retraction notices explain the reason for retraction, are linked to the original article, and authors are notified and may comment, but approval is not required. The article is watermarked as retracted with the prefix Retracted article. Decisions are reconsidered only if new evidence emerges.
  • Article Processing Charges (APCs) are not refunded following a retraction.

Removal of Published Content

  • GMERJ may remove content from its online platforms in exceptional circumstances, including when: article content is defamatory, unlawful, or infringes third-party rights (e.g., intellectual property, privacy), a court or government order requires or is likely to require removal, or the article contains errors posing a risk to public safety.

Post-Publication Commentary

  • GMERJ recognizes post-publication commentary as an important part of advancing scientific discourse. Such commentary may include challenges, clarifications, or replication studies and should reflect the knowledge available at the time of the original publication.
  • At the Editor's discretion, comments may be evaluated and peer reviewed. After review, they may be published online. Authors of the original article are invited to respond, and their replies may also be published alongside the commentary.

Complaints and Appeals

GMERJ is committed to maintaining the highest standards of publication ethics and integrity. All complaints and appeals are managed according to the Committee on Publication Ethics (COPE) guidelines and relevant data protection regulations.

Complaint handling

  • All complaints are handled confidentially and reviewed according to COPE best practices.
  • Upon receipt of a complaint, an initial internal review is conducted to determine if a full investigation is required; where necessary, the process involves the Journal Editor, and possibly the article's authors and independent experts or institutions.
  • The anonymity of the complainant will be protected wherever possible, and they will be informed once the investigation has been concluded and an outcome determined. Interim updates are not provided to maintain confidentiality.

Editorial Discretion and Rejection Decisions

  • Editors retain broad discretion in determining whether a submission is appropriate for their journal.
  • Manuscripts may be declined without external review, and such decisions cannot be appealed.
  • Authors may appeal only if they believe that a rejection was not made in accordance with the journal policy or procedure, supported by a detailed point-by-point response.
  • The Editor will review the process to ensure fairness; if the procedures were followed correctly, the decision is final.
  • In line with Editorial Independence, publisher staff do not intervene in editorial judgment.

Post-Publication Issues and Appeals

  • For issues arising after publication, GMERJ follows the COPE Retraction Guidelines to determine appropriate corrective actions, such as a retraction, correction, or expression of concern.
  • Authors may appeal a post-publication decision only if new, substantive evidence becomes available before the comment deadline.
  • Appeals are reviewed by the publisher and may involve consultation with the Journal Editor, Editorial Board, or external scientific advisors.
  • Final decisions regarding post-publication actions such as retractions or expressions of concern are binding and conclusive.

Open Access and Licensing

Copyright and Permissions

  • All GMERJ content is published Open Access under the Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License, allowing unrestricted use, distribution, and reproduction with proper attribution with the exception of commercial use and the creation of derivatives. Copyright remains with the author(s).
  • Authors retain the copyright and full publishing rights without restrictions.
  • Authors can deposit their articles in a repository of their choice without embargo.

Digital Archiving

  • GMERJ issues are archived through the McGoogan Health Sciences Library's Digital Preservation Program.
  • The Program currently utilizes Preservica to provide long-term preservation, including diversified storage, active migration and normalization of files, and maintains authenticity through audit trails and checksums in accordance with community standards such as the Open Archival Information System (OAIS).
  • Archived copies are also currently available in the Internet Archive's Wayback Machine.

Advertisements and Neutrality

  • Advertisements help keep the journal freely accessible; all ads are editorially approved and randomized.
  • Authors, editors, and editorial board members identified in the journal are requested to provide their institutional affiliation and country/region.
  • GMERJ maintains jurisdictional neutrality and does not take positions on geographic or political issues.

Contact Information

  • Complaints or appeals should be submitted in writing to the Journal Editorial Office via the official contact email listed on the GMERJ website.
  • All correspondence should clearly identify the manuscript in question and provide relevant supporting documentation.