Appeals and Complaints Policy

 

Complaints and Appeals Policy

Based on COPE (Committee on Publication Ethics) Principles

Al-Rafidain Dental Journal (RDENTJ) is committed to maintaining the highest ethical standards in scholarly publishing. We welcome constructive feedback and aim to resolve complaints and appeals promptly, fairly, and transparently, in accordance with the COPE Core Practices.

1. Appeals Against Editorial Decisions

Authors may appeal:

- Manuscript rejections.

- Decisions to retract, correct, or reject a revised submission.

Procedure:

- Submit a written appeal to: [email protected] 

- Include the manuscript ID, title, reasons for appeal, and any supporting evidence.

- Appeals will be reviewed by the Editor-in-Chief and/or an independent editorial member not involved in the original decision.

- A final decision will be made within 4–6 weeks.

- The outcome will be communicated clearly and is considered final.

Note: Appeals must be based on academic grounds, not disagreement with editorial judgement alone.

2. Complaints About Editorial Process or Staff

We accept complaints related to:

- Unreasonable delays during peer review.

- Misconduct by editors, reviewers, or staff.

- Unethical editorial behavior or breach of confidentiality.

Procedure:

- Submit the complaint via email to: [email protected] 

- Include a clear explanation and any supporting documentation.

- The complaint will be acknowledged within 7 days and investigated confidentially.

- Investigations may involve consultation with the editorial board or publisher.

- A response will be provided within 30 days.

3. Complaints About Peer Review or Reviewer Conduct

We take peer review ethics seriously. If a reviewer:

- Breaches confidentiality.

- Submits plagiarized or biased comments.

- Delays or sabotages the review process,

Please email a detailed complaint to: [email protected] 

All reviewer complaints will be investigated confidentially, and corrective actions will be taken if necessary.

4. Escalation to Publisher or COPE

If a complainant remains unsatisfied after the internal process:

- They may request escalation to the Dean of the College of Dentistry, University of Mosul.

- In unresolved ethical cases, we will refer the matter to the Committee on Publication Ethics (COPE) for guidance.

5. Anonymity and Confidentiality

- All complaints and appeals are treated confidentially.

- Whistleblowers or complainants may request anonymity.

- No retaliation will occur against anyone who raises concerns in good faith.

The objective of this policy is to ensure that complaints are dealt with fairly and effectively. The Journal's complaints management system aims to:

  • Enable us to respond to issues raised by the complainants in a timely and cost-effective manner.
  • Enhance the confidence of authors in our publishing process.

How to Submit an Appeal

    • Appeals must be submitted in writing via email to the Editor-in-Chief at: [email protected] 

    • The subject line should include: “Appeal Request – [Manuscript ID/Title]”

    • The appeal should include:

      • Manuscript ID and title

      • Detailed reason(s) for the appeal

      • Supporting evidence (e.g., scientific justification or factual clarification)

      • Any relevant documents or rebuttals

    • Appeal Process Timeline

      Step Timeline
      Acknowledgement of appeal        Within 5 working days
      Initial review        Within 2 weeks
      Full panel decision        Within 4–6 weeks
      Final decision notification         Sent via email
      Provide quality improvements in our products (where applicable), service, staff, and complaints handling.

  • Outcomes of Appeals

    The panel may decide to:

    • Uphold the original decision.

    • Invite a new round of peer review with different reviewers.

    • Reverse the decision and proceed with further review or acceptance.

    The final decision of the Appeals Review Panel is binding.

  • Complaints Outside Editorial Decisions

    For complaints related to:

    • Ethical misconduct (e.g., plagiarism)

    • Reviewer behavior

    • Breach of confidentiality
      Please refer to our [Publication Ethics Policy] or contact the Ethics Committee directly.

  • Contact Us

    For all appeals or complaints, please contact:

    Editorial Office
    Al-Rafidain Dental Journal (RDENTJ)
    Email: [email protected]
    College of Dentistry, University of Mosul