Editorial Policies

Annals of Quaid-E-Azam Medical College > Editorial Policies

EDITORIAL POLICIES

1. AUTHORSHIP

The Annals of Quaid-e-Azam Medical College (AQAMC) places a strong emphasis on transparency and accurate attribution of authorship. It is mandatory that all individuals listed as authors have provided their explicit consent to be included on the submitted manuscript. To this end, each author is required to carefully review and sign the Authorship and Conflict of Interest Declaration Form, which is available on the journal’s website. (Refer to Appendix D for the complete form.)

All authors must have given prior approval for the inclusion of their names on the submitted files and must consent to the manuscript’s submission and potential publication. The corresponding author bears the responsibility of confirming that each listed author meets the criteria for authorship and has agreed to the final submission. Furthermore, the corresponding author must keep all co-authors informed of significant developments, including editorial decisions and reviewer comments, throughout the review and publication process.

Authorship is determined according to the criteria set by the International Committee of Medical Journal Editors (ICMJE). To qualify for authorship, individuals must meet all of the following conditions:

  • Made substantial contributions to the conception or design of the work, or to the acquisition, analysis, or interpretation of data
  • Participated in drafting the manuscript or revising it critically for important intellectual content
  • Provided final approval of the version to be published
  • Agreed to be accountable for all aspects of the work, ensuring that any questions regarding the accuracy or integrity of any part of the manuscript are appropriately investigated and resolved


2. ACKNOWLEDGEMENTS

Contributors who do not meet authorship criteria should be listed in the Acknowledgements section. These may include individuals who provided technical support, administrative assistance, or general guidance (e.g., department heads, mentors).

2.1 Use of Artificial Intelligence (AI)
If AI tools (such as ChatGPT, Grammarly, or similar software) were used to assist with manuscript writing, language editing, or data visualization, this must be explicitly acknowledged in the Acknowledgements section. Authors must describe the nature and extent of AI involvement and confirm that all outputs were reviewed and validated by human authors.

Example:
“The authors used OpenAI’s ChatGPT to assist with language refinement and grammar. All AI-generated content was reviewed and verified by the authors to ensure accuracy and originality.”

2.2 Third-Party Submissions
Manuscripts must be submitted directly by the corresponding author. Submissions through third parties on behalf of the authors are not accepted.

2.3 Writing Assistance
Writing or editorial support provided by individuals or agencies must be acknowledged, including their names, affiliations, and the source of funding for their services. Routine language polishing does not need to be disclosed.

Acknowledgements should appear before the Declaration of Conflicting Interests, Notes, and References at the end of the manuscript.

3. PEER REVIEW POLICY

All manuscripts submitted to Annals of Quaid-e-Azam Medical College first undergo internal editorial screening. Submissions deemed unsuitable based on content relevance or quality of writing may be rejected at this stage. Manuscripts that pass the internal review are then sent for external peer review, typically to two independent experts.

The journal follows a double-blind peer review process, ensuring that both the authors and reviewers remain anonymous. Author-identifying information is removed before sending manuscripts to reviewers.

In cases where an editor is listed as an author or has a competing interest in a submission, the peer review process is managed by another editor with no conflict of interest.

Editors select reviewers with relevant expertise and make final decisions based on reviewers’ feedback. Authors receive reviewer reports and the editorial decision. Even a single critical review may result in rejection if it raises substantial concerns.

Authors may suggest potential reviewers in the cover letter, providing institutional email addresses and, where possible, ORCID or Scopus IDs to help verify identities. However, final selection rests with the editor, and suggestions may not always be used.

Authors may also request exclusion of specific individuals from the review process, explaining the rationale in the cover letter. Excessive exclusions, however, may delay or hinder the peer review process. Editors reserve the right to invite reviewers even if they have been excluded by the author.

Providing false reviewer information (e.g., fake names or email addresses) will result in immediate rejection and may trigger further investigation in accordance with the journal’s misconduct policy.


4. ETHICS AND CONSENT

4.1 Ethical Approval

Research involving human participants, biological material, or personal data must comply with the ethical principles outlined in the Declaration of Helsinki. All such studies must receive prior approval from a recognized ethics committee. Manuscripts must include a clear statement specifying the name of the approving ethics committee and, where applicable, the approval reference number.

If a study received an exemption from requiring ethical approval, this must also be stated in the manuscript, including the name of the ethics committee that granted the exemption. Authors must provide supporting documentation upon the Editor’s request. Manuscripts may be declined if the Editor determines that the research did not adhere to acceptable ethical standards. In exceptional cases, the Editor may contact the ethics committee for clarification.

4.2 Retrospective Ethical Approval

Ethics approval obtained after the commencement of a study is typically not acceptable. Manuscripts describing studies that did not receive prior ethics approval may not be considered for peer review. The decision to proceed with such submissions rests solely with the Editor.

4.3 Use of Novel Clinical Tools or Procedures

When reporting the use of new clinical tools or procedures, such as in technical reports or case studies, authors must provide a rationale for using the novel approach over standard clinical practices. This justification must be clearly stated in the manuscript, unless the procedure is already approved for clinical use at the authors’ institution.

Experimental or innovative procedures lacking a clear clinical benefit must be supported by ethics committee approval and informed consent from the patient(s).

4.4 Consent to Participate

Informed consent must be obtained from all study participants (or their parent/legal guardian in the case of minors under 16), and a statement confirming this should appear in the manuscript. Research involving vulnerable populations, such as unconscious patients, prisoners, or others at risk of coercion, will be evaluated with heightened scrutiny and may be referred to the editorial oversight committee.

Consent is required for all types of identifiable personal data, including clinical, biomedical, and biometric information. For transplantation studies, authors must confirm that no tissues or organs were obtained from prisoners and must identify the source institutions or facilities. Documentary evidence of consent must be provided upon request.

4.5 Consent for Publication

Any manuscript that includes identifiable personal information, images, or video must be accompanied by written informed consent for publication. Consent must be obtained from the individual (or the parent/legal guardian for minors under 18). If the individual is deceased, consent must be obtained from the next of kin.

This consent must specifically allow publication under the Creative Commons Attribution License 4.0, acknowledging that the material will be publicly accessible online.

Authors may use institutional or regional consent forms, provided they clearly indicate that the material will be publicly available. These consent forms must be available for editorial review upon request and will be kept confidential.

If images or content are fully anonymized and do not include any identifiable information, the requirement for publication consent may be waived at the Editor’s discretion.

5. CLINICAL TRIAL REGISTRATION

For randomized controlled trials (RCTs), authors are strongly encouraged to comply with ICMJE guidelines. Annals of Quaid-e-Azam Medical College (AQAMC) will consider only those trials that follow these standards.

According to the World Health Organization (WHO), a clinical trial is defined as:

“Any research study that prospectively assigns human participants or groups of humans to one or more health-related interventions to evaluate the effects on health outcomes.”

This includes Phase I–IV trials. Health-related interventions may involve drugs, surgical procedures, devices, behavioral treatments, or preventive strategies. Authors unsure about the need for registration should consult the ICMJE FAQs.

All interventional studies must be registered prior to the enrollment of the first participant in a recognized public registry, such as:

  • WHO International Clinical Trials Registry Platform (ICTRP)
  • ClinicalTrials.gov
  • Any registry meeting the WHO’s 24-item minimum trial registration dataset

The trial registration number must be included in both the abstract and methods section of the manuscript. Trials registered retrospectively or in non-publicly accessible databases will not be accepted.

6. DISCLOSURE AND CONFLICT OF INTEREST

All authors are required to disclose any actual or potential conflicts of interest related to their manuscript. This declaration must be included in a section titled “Disclosure and Conflict of Interest”, following the Acknowledgements and preceding the References.

If there are no conflicts to declare, the following statement must be included:

“The author(s) declare that there is no conflict of interest.”

Guidance is available through the ICMJE recommendations on conflict of interest disclosures.

6.1 What Constitutes a Conflict of Interest?

Conflicts of interest can be financial or non-financial, and exist when professional judgment concerning a primary interest (such as research integrity) may be influenced—or perceived to be influenced—by a secondary interest.

A. Financial Conflicts of Interest

These may include, but are not limited to:

  • Receiving funding, reimbursements, or salaries from organizations that could benefit from the publication
  • Owning stock or shares in such organizations
  • Holding or applying for patents related to the manuscript content
  • Receiving support from entities with related patent holdings

B. Non-Financial Conflicts of Interest

These may involve:

  • Personal, political, religious, or ideological beliefs
  • Academic rivalries or intellectual disputes
  • Any affiliation that could raise the appearance of bias

If authors are uncertain whether a situation constitutes a conflict of interest, they are encouraged to consult the editorial team at aqamc@qamc.edu.pk.

7. COPYRIGHT POLICY

Copyright protects both published and unpublished original works of authorship, including text, figures, tables, images, and other intellectual property. When incorporating any content, such as images, figures, or tables, not created by the author(s), permission from the copyright holder must be obtained prior to submission to Annals of Quaid-e-Azam Medical College (AQAMC).

Using copyrighted materials without permission is prohibited, including copying, adapting, distributing, or publicly displaying such work. Authors are responsible for securing written permission from the original publisher or copyright owner, even if the creator is personally known to them. The editorial team may request proof of permission at any stage of the review or publication process.

Permission is required for:

  • Reuse of your previously published works for which you no longer hold copyright
  • Substantial excerpts from other works
  • Tables, charts, graphs, or images that are unchanged or minimally modified
  • Any photographs for which you do not own copyright

Permission is not required for:

  • Reconstructed tables using previously published data (with proper citation as “Data from…” or “Adapted from…”)
  • Short, clearly attributed quotes (considered fair use)
  • Graphs or artworks completely redrawn and significantly modified by the authors

To prevent delays in publication, authors are advised to begin securing permissions early. If in doubt, seek clarification or support from the editorial office. AQAMC does not publish any third-party content without documented permission.

When required, acknowledgements should follow this format at the end of the figure or table caption:

“Reproduced with permission from [author], [source title]; published by [publisher], [year].”

7.1 Copyright at AQAMC

Copyright for all articles published in AQAMC is retained by the authors. Authors grant AQAMC a license to publish the article under the terms of the Creative Commons Attribution-NonCommercial 4.0 International License (CC BY-NC 4.0).

This license allows others to freely access, copy, and use the work for non-commercial research and academic purposes, provided proper citation is given. Commercial reuse is not permitted. Each published article includes the following statement:

This work is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License. All copyrights © are retained by the author(s).

Articles published in AQAMC reflect the views of the authors and do not necessarily represent the official stance of the journal or its editorial board.

8. SCIENTIFIC MISCONDUCT POLICY

Annals of Quaid-e-Azam Medical College is committed to maintaining the highest standards of publication ethics. Any form of scientific misconduct will be addressed seriously and in accordance with the policies of HEC Pakistan, COPE, ICMJE, and WAME.

Examples of misconduct include, but are not limited to: plagiarism, data fabrication or falsification, image manipulation, duplicate submission, authorship disputes, and unethical experimentation.

8.1 Plagiarism and Use of Artificial Intelligence (AI)

Plagiarism includes the uncredited use of data, text, images, or ideas from any source—published or unpublished, print or digital. This applies to abstracts, theses, reports, presentations, websites, and social media content.

All manuscripts submitted to AQAMC are screened using Turnitin plagiarism detection software. Per HEC Pakistan policy, manuscripts with a similarity index ≥ 20% will be returned for correction. AQAMC has a strict zero-tolerance policy for plagiarism and aims for a similarity index ≤ 19%.

AI Use Policy:
Authors may use AI tools (e.g., ChatGPT, Grammarly) only for language improvement, grammar correction, or formatting support. AI-generated content must not be used for idea generation, data analysis, interpretation, or manuscript drafting. Any inappropriate use of AI without disclosure will be treated as misconduct. Authors must take full responsibility for all content generated or edited using AI tools.

8.2 Duplicate Submission and Publication

Manuscripts must be original and not under review elsewhere. Duplicate submission or publication is considered unethical and may result in rejection or retraction. This includes translations of previously published articles.

In accordance with ICMJE guidance, translations are permitted only if:

  • Proper permission is obtained from the original publisher
  • The Editor is informed during submission
  • The translated version clearly states it is based on a prior publication, with full citation

Thesis-based manuscripts are acceptable if the thesis is cited within the manuscript and new insights are presented beyond the original thesis. Manuscripts based solely on previously published thesis content will not be considered original work.

For further guidance, refer to COPE’s guidelines on plagiarism and prior publication.

8.3 Use of Preprint Servers

Manuscripts posted on non-commercial preprint servers prior to submission are welcome at Annals of Quaid-e-Azam Medical College (AQAMC). Preprint posting is not considered duplicate publication and will not affect editorial consideration.

Upon acceptance, authors must acknowledge the manuscript’s status as follows:

“This article has been accepted for publication in [JOURNAL TITLE], published by Quaid-e-Azam Medical College, Bahawalpur.”

After publication, authors should update the preprint record with the following statement and citation:

“This is the original manuscript of an article published by Quaid-e-Azam Medical College in [JOURNAL TITLE] on [Date of Publication], available online: https://doi.org/10.63139/[Article DOI].”

8.4 Text Recycling / Self-Plagiarism

Reusing significant portions of previously published work without proper citation or acknowledgment is considered unethical. While referencing one’s prior work is acceptable, large-scale text recycling—even from the author’s own publications—must be avoided unless justified and clearly cited. All reuse must comply with copyright laws, and AQAMC follows COPE guidelines for addressing such issues.

8.5 Authorship Misconduct

All listed authors must meet ICMJE authorship criteria. Misrepresentation of authorship is a serious ethical violation and includes:

  • Ghost authorship – substantial contributors are not credited.
  • Gift authorship – individuals are listed without making a significant contribution.
  • Authorship for sale – authorship is exchanged for payment or favor.

Such cases are subject to investigation. AQAMC may refer the matter to the authors’ affiliated institutions as per COPE guidelines.

8.6 Misrepresentation of Affiliation

Author affiliations must accurately reflect the institution(s) where the research was conducted, supported, or approved. For non-research articles, affiliations should reflect the author’s institutional association at the time of submission. Any deliberate misrepresentation of affiliations constitutes misconduct and will be reported to the concerned institution(s).

8.7 Undisclosed Competing Interests

All authors, reviewers, and editors must disclose any financial or non-financial interests that could influence their judgment. Failure to disclose a relevant competing interest will be treated as misconduct. Editors and reviewers with conflicts must recuse themselves from the review process. AQAMC will not consider submissions suspected of having undisclosed conflicts of interest.

8.8 Image Manipulation

Images submitted with a manuscript must accurately represent the original data. Deliberate alteration or fabrication of images is unethical. Authors must not enhance, obscure, move, or remove specific features without clear disclosure in the figure legend.

Permissible adjustments (e.g., brightness, contrast) are allowed only if they do not distort the original information. Grouped images from separate experiments must be clearly labeled. If authors cannot provide original, unedited image data upon request, the manuscript may be rejected or retracted.

8.9 Data Fabrication and Falsification

Authors must ensure that all presented data is genuine and accurately reflects their research. Fabrication (making up data) and falsification (manipulating data) are considered serious offenses.

All underlying raw data should be retained by the authors and made available to the journal upon request. Failure to provide supporting data may result in manuscript rejection or retraction.

8.10 Peer Review Manipulation

Attempting to manipulate the peer review process—through fake reviewer identities, biased reviewer suggestions, or submitting on behalf of authors to influence outcomes—is considered misconduct. Reviewers must treat all manuscripts and related materials as confidential.

Peer reviewers found to have appropriated submitted work will be removed from AQAMC’s database and reported to their institutions.

8.11 Citation Manipulation

Citation manipulation includes:

  • Excessive self-citation without justification
  • Coordinated citation arrangements between authors or groups
  • Editors/reviewers coercing authors to cite specific articles without relevance

These practices distort the scholarly record and are treated as ethical violations.

8.12 Unethical Research Practices

Research must comply with ethical guidelines at the local, national, and international levels. AQAMC will not consider manuscripts lacking appropriate IRB or ethics committee approval, informed consent, or animal care protocols.

If concerns are raised regarding patient privacy, consent, or ethical oversight, the manuscript will be rejected or referred for further investigation.

8.13 Ethics Dumping

“Ethics dumping” refers to intentionally conducting research in low-resource regions to bypass ethical standards. AQAMC condemns such practices and will reject studies that fail to meet globally accepted ethical norms, regardless of local approval.

8.14 Unauthorized Use of Third-Party Material

Authors must obtain permission before including any copyrighted content (figures, tables, images, etc.) from third parties. Failure to do so constitutes copyright infringement, which will be dealt with seriously.

Editorial Complaints

Authors wishing to raise concerns about editorial decisions or processes should first contact the Editor-in-Chief. If the issue remains unresolved, they may escalate the matter to the Publisher, who will review the complaint in accordance with COPE procedures and provide an impartial decision.

9. WITHDRAWAL POLICY

Authors may request to withdraw their manuscript at any stage of the editorial process—whether during initial editorial screening, peer review, or post-acceptance. However, because editors and reviewers invest significant time and effort in the evaluation, authors are encouraged to submit withdrawal requests as early as possible.

To initiate withdrawal during the evaluation process:

  • The corresponding author must email the editorial office stating the intention to withdraw.
  • A Manuscript Withdrawal Form will be sent, which must be signed by all authors (electronic signatures are not accepted).
  • The completed form must be scanned and returned via email.
  • The Editor will assess the request and respond in writing. Only after written confirmation from the Editor should authors consider the manuscript officially withdrawn.

Submitting the same manuscript elsewhere prior to receiving formal withdrawal approval may constitute an ethical violation and result in sanctions.

Post-Publication Corrections

In certain cases, it may be necessary to make corrections to a published article. AQAMC follows COPE guidelines to ensure transparency and the integrity of the scholarly record. Any amendments will be accompanied by a permanent notice and remain linked to the original article.

Types of Post-Publication Changes:

  • Correction (Corrigendum/Erratum)
  • Retraction
  • Removal
  • Withdrawal (in rare, justified cases)

To minimize post-publication corrections:

  • Authors must carefully review and approve the final draft and metadata before typesetting.
  • Proofs are the final opportunity to catch typographical and layout errors—not for major content edits.

If you believe a published article requires correction, contact the editorial office. The Editor will determine whether a correction is warranted.

9.1 Amendment

Minor typographical or metadata errors reported within 48 hours of publication and before indexing may be corrected directly in the PDF/HTML versions. If a direct change is made, a note may be added to inform readers.

In-line amendments are not allowed once the article is indexed. Corrections involving scientific content, authorship, or affiliations require formal correction notices.

9.2 Correction Article

Once an article is indexed, corrections must be issued as separate publications, clearly linked to the original article.

  • Corrigendum: Issued for author errors (e.g., mislabeled figures, omitted funding).
  • Erratum: Issued for publisher errors.

These notices maintain transparency and ensure accurate citation and record-keeping.

9.3 Retraction Article

A retraction removes a published article from the academic record. AQAMC retracts articles when:

  • Findings are proven unreliable due to error or misconduct
  • The article constitutes duplicate or redundant publication
  • Plagiarism or unethical research is discovered

Retracted articles are watermarked and prefixed as “Retracted article:”. Retractions serve to correct the literature and are not intended as punitive measures.

Authorship disputes are typically addressed via corrigenda, not retractions.

9.4 Removal or Withdrawal

In rare circumstances (e.g., defamatory content, legal infringement, court order), a published article may be removed. In such cases, a removal notice will replace the article, explaining the reason for removal.

9.5 Exceptions

Exceptions due to legal, ethical, or privacy considerations will be handled case-by-case. While COPE principles will be followed as closely as possible, deviations may occur to address sensitive matters.

10. COMPLAINTS AND APPEALS

AQAMC adheres to the COPE Guidelines on Complaints and Appeals (COPE Link).

Complaints may be submitted regarding:

  • Authorship violations (e.g., ghost or gift authorship)
  • Undeclared conflicts of interest
  • Plagiarism or duplicate publication
  • Unethical research or fabrication/falsification of data
  • Reviewer bias or misconduct
  • Editorial decisions (including rejection appeals)
  • Copyright or intellectual property concerns

Complaint Submission:

  • Send a detailed email to: aqamc@qamc.edu.pk
  • Provide specific, factual information to support your concern.

Process:

  • An acknowledgment will be sent within 3 working days (excluding date of receipt).
  • The editorial team will investigate under the guidance of the Editor-in-Chief.
  • A formal response or resolution report will be shared with the complainant upon conclusion.

AQAMC treats all complaints with confidentiality, impartiality, and timeliness. When required, the journal may consult other journals, institutional offices, or legal counsel to ensure fair handling.