Appeals and Complaints

Complaints Policy of the Iraqi Journal of Civil Engineering (IJCE)

1. Policy Statement

The Iraqi Journal of Civil Engineering (IJCE) is firmly committed to maintaining the highest standards of ethical publishing and academic integrity. This policy outlines the formal procedures for addressing any complaints related to the journal’s editorial processes, staff conduct or published content. IJCE is dedicated to ensuring that all complaints are handled fairly, consistently, promptly, and confidentially in accordance with recognized best practices in academic publishing.

2. Scope

This policy applies to all complaints submitted by:

  • Authors – regarding the peer-review process, editorial decisions, or staff behavior.
  • Reviewers – regarding author misconduct or editorial handling.
  • Readers – regarding errors in published content, ethical concerns, or plagiarism.
  • Other stakeholders – including anyone directly affected by the journal’s publication process.

3. Principles

The handling of all complaints will be governed by the following principles:

  • Impartiality: All complaints will be investigated objectively, without bias or prejudice.
  • Confidentiality: The identity of the complainant and the details of the complaint will be treated as confidential, insofar as is reasonably possible.
  • Timeliness: Complaints will be acknowledged promptly and resolved as swiftly as possible.
  • Transparency: Complainants will be kept informed of the progress and final outcome of their case.
  • Fairness: All parties involved will be given an opportunity to present their views and respond to the allegations.

4. Types of Complaints

Complaints may include, but are not limited to, the following:

  • Editorial Process: Concerns regarding the fairness, timeliness, or transparency of the peer-review or editorial process.
  • Published Content: Allegations of factual errors, plagiarism, data fabrication, or unethical research in published articles.
  • Author Conduct: Disputes concerning authorship, duplicate or simultaneous submissions, or research ethics violations.
  • Reviewer Conduct: Concerns about biased, inappropriate, or delayed reviews.
  • Editorial Staff Conduct: Allegations of unprofessional behavior or mishandling by editors or editorial assistants.

5. How to Submit a Complaint

Formal complaints should be submitted via email to the Editor-in-Chief at:
 Email: knsayl@uoanbar.edu.iq

To facilitate an effective investigation, the complaint should include:

  • Subject Line: “Complaint: [Brief Description of Issue]”
  • Details of Complainant’s Details: Full name, institutional affiliation, and contact information.
  • Detailed Description: A clear and concise summary of the complaint, including relevant dates, individuals involved, and article title/ID (if applicable).
  • Supporting Evidence: Any relevant documents, correspondence, or other evidence supporting the complaint.

6. Complaints Handling Procedure

Stage 1: Acknowledgement

  • The editorial office will acknowledge receipt of the complaint within three (3) working days.

Stage 2: Initial Assessment

  • The Journal Manager, in consultation with the Editor-in-Chief, will assess the validity and seriousness of the complaint to determine the appropriate course of action.

Stage 3: Investigation

  • The Editor-in-Chief will oversee or appoint an independent handling editor who has no conflict of interest in the matter.
  • The investigation may involve obtaining written statements from the relevant parties (e.g., authors, reviewers, editors).
  • For complex or ethical cases, the journal may seek advice from the Editorial Board or external ethics experts, following COPE (Committee on Publication Ethics) guidelines.

Stage 4: Resolution and Response

  • A substantive response or progress update will be provided within four (4) weeks of acknowledgement.
  • The final decision, including the findings and any actions taken, will be communicated in writing to the complainant.
  • Possible outcomes include:
    • Correction or retraction of a published article.
    • Re-evaluation of a manuscript decision.
    • Formal apology or disciplinary action concerning staff conduct.
    • Restriction of future submissions from individuals found in violation of ethical standards.

Stage 5: Appeal

  • If the complainant is dissatisfied with the outcome, an appeal may be submitted in writing to the Editor-in-Chief within 30 days, clearly stating the grounds for appeal.
  • Appeals will be reviewed by an independent committee of the Editorial Board not previously involved in the case.
  • The committee’s decision shall be final.

7. Contact Information

For all complaints and appeals, please contact:

Editor-in-Chief
Iraqi Journal of Civil Engineering (IJCE)

Email: knsayl@uoanbar.edu.iq