Withdrawal Policy
The Archives of Surgery and Clinical Research (ASCR; ISSN: 2576-9537) recognizes that authors may occasionally need to withdraw a manuscript. This page explains what “withdrawal” means, when it is appropriate, how to request it, what administrative fees may apply at different workflow stages, and how withdrawal differs from retraction, removal, and replacement after publication.
Overview & Rationale
Withdrawal is a formal request from the corresponding author to stop editorial processing of a manuscript that has not yet been published as the version of record. Requests may arise for legitimate reasons, such as substantive errors discovered by the authors, ethical concerns (e.g., consent issues), submission to an unsuitable journal in error, or the need to combine overlapping manuscripts. Because editorial assessment, screening, and peer review require significant professional time, our journal applies stage-based administrative fees in some circumstances. These fees cover documented workflow costs and do not influence editorial decisions.
Key distinctions
- Withdrawal — before publication; stops processing; no version of record exists.
- Retraction — after publication; public notice with DOI; used when findings are unreliable due to error or misconduct.
- Removal — rare, legal/safety reasons; article replaced with a notice while basic metadata is retained.
- Replacement — exceptional substitution with a corrected version, linked via notices; used if following the original could pose a major risk.
When Is Withdrawal Appropriate?
Withdrawal is intended for manuscripts that are still in press or under consideration. Typical scenarios include inadvertent duplicate submission, discovery of substantial errors, unresolved authorship disputes, loss of access to required data, or ethical issues in consent or approvals. It is not appropriate to withdraw a manuscript to circumvent an unfavorable decision or to submit simultaneously to another journal during active consideration.
Stage-Based Administrative Fees
ASCR aligns its fee structure with the legacy policy that distinguishes the editorial effort already expended. Administrative fees—when applicable—are charged only after a withdrawal is approved and an invoice is issued. No submission fees are charged at the time of submission, and Article Processing Charges (APCs) are requested only after acceptance; APCs are separate from the administrative fees below.
| Editorial stage at time of request | What has occurred | Administrative fee (USD) | Notes |
|---|---|---|---|
| Before similarity (plagiarism) screening | Submission logged; files received; basic checks may have begun | $0 | No fee; we close the record and notify any invited editors/reviewers. |
| After similarity screening but before external peer review | Editorial triage and integrity screening completed | $349 | Covers screening and administrative handling. |
| After peer-review invitations and/or reports | External review coordination and evaluation work performed | $549 | Reflects reviewer coordination and editor time already invested. |
| At final proof (accepted, in production) | Copyediting/typesetting complete; DOI and metadata preparation underway | $949 | Reflects production and metadata costs; consider corrections instead of withdrawal where feasible. |
Amounts reflect our legacy Withdrawal Policy schedule; they may be updated from time to time. Any change will appear on this page with a new “Last Updated” date. Fee decisions do not affect editorial judgments, which are based solely on scholarly merit and ethics.
How to Request Withdrawal
- Prepare a brief justification describing the reason for withdrawal (e.g., error found, ethical concern, duplicate submission) and confirming that all authors agree.
- Email the editorial office from the corresponding author address with your manuscript ID and justification. Use the subject line: Withdrawal Request – ASCR-[ManuscriptID].
- Resolve outstanding ethics or authorship issues if applicable (e.g., attach documentation of consent concerns or authorship change approvals).
- Receive confirmation and, if applicable, an invoice corresponding to the editorial stage. Once processed, you will receive a formal closure notice.
What authors can expect
- Prompt acknowledgement of your request.
- Clear communication of the editorial stage and any applicable fee.
- Closure notice for your records once processed.
What the journal commits to
- Fair, consistent application of policy.
- No editorial bias based on ability to pay any administrative fee.
- Confidential handling of sensitive reasons (e.g., pending misconduct inquiries).
Financial Terms, Refunds & Waivers
Administrative fees are separate from any Article Processing Charges (APCs). If an APC has already been invoiced after acceptance and you later request withdrawal at the final-proof stage, we will reconcile any payments against the administrative fee and our Refund Policy. In documented cases of hardship or where withdrawal serves the integrity of the scholarly record (e.g., verified consent issues), authors may request a waiver or reduction; such requests are considered independently of editorial decisions.
Good to know: Editorial decisions are never conditioned on fee payment. If a manuscript is declined by the editors, no withdrawal fee is charged.
Relationship to Retractions, Removals & Replacements
After publication, concerns about reliability or ethics are handled via corrections, retractions, expressions of concern, or on rare occasions removal or replacement. These actions appear on the article page and are interlinked with DOIs to ensure transparency. Retraction is used when results are unreliable due to error or misconduct; removal is reserved for legal or safety risks; replacement is considered only when following the original article might pose a significant hazard. Authors may not “withdraw” the version of record after publication; instead, the appropriate corrective mechanism is applied.
Responsibilities
Authors
- Coordinate with all co-authors and confirm unanimous agreement to withdraw.
- Be transparent about duplicate submissions or overlapping manuscripts.
- Preserve data and documentation in case of later integrity queries.
- Consider whether a targeted revision or correction might serve readers better than withdrawal.
Editors & Journal Staff
- Apply policy consistently and document decisions.
- Protect reviewer and author confidentiality.
- Advise authors on alternatives (e.g., corrections) when appropriate.
- Coordinate with indexers and DOI registration services if a public notice is required.
Scenarios & Examples
Scenario: Duplicate upload in error
An author submits the same manuscript twice. The editorial office identifies the duplication during screening. The author requests withdrawal of the duplicate. Because no similarity check has started for the duplicate record, no fee applies. The editorial office closes the duplicate and confirms the active record.
Scenario: Consent uncertainty for case images
While in peer review, an author realizes that a patient consent form does not permit image publication. The authors request withdrawal to avoid publishing identifiable images. The request is approved; the applicable administrative fee is assessed for the peer-review stage. The team later resubmits a fully de-identified report with new consent.
Scenario: Substantive analysis error discovered at proofs
During proofing, a coding error is found that materially alters results. Rather than withdrawing, the authors discuss options with the editor. A correction may suffice if conclusions remain valid; otherwise, withdrawal at final proof is permitted with the stage-based fee. The editor records the rationale to protect the scholarly record.
Frequently Asked Questions
Can I withdraw because another journal accepted a similar paper?
If the manuscripts substantially overlap, contact us immediately. We discourage simultaneous submissions; we will work with you to avoid duplicate publication and protect the record. A stage-based administrative fee may apply.
Are withdrawal fees waived for honest errors?
Authors may request a waiver or reduction with documentation. Editorial decisions about the manuscript’s merits remain independent of any fee considerations.
Will a withdrawal harm the authors’ reputation?
Withdrawals handled transparently and early in the process generally do not affect future submissions. Repeated withdrawals without clear justification may prompt additional scrutiny to ensure responsible use of editorial resources.
Do you publish a withdrawal notice for unpublished manuscripts?
No public notice is typically posted for unpublished manuscripts, unless transparency is required (e.g., to resolve duplicate submissions across venues). For published articles, post-publication notices (corrections, retractions) are used instead.
What if a co-author disagrees with withdrawal?
We require consensus or clear documentation of the corresponding author’s authority. Disputes may delay processing until resolved. Our Grievances process is available if needed.
Related Policies & Where to Get Help
- Refunds See our Refund Policy for how payments are reconciled when administrative fees apply.
- Peer Review See the Peer Review Policy for stages and timelines that determine the editorial stage.
- Copyright & Licensing For rights and posting, consult Copyright and Publishing Rights and Licensing Policy.
- Corrections & Retractions Our CrossRef/CrossMark Policy explains how corrections, retractions, and other notices are displayed.
- Questions Email [email protected] or [email protected].
Contact
To request withdrawal, write to [email protected] with your manuscript ID and justification. For invoice or payment questions, write to [email protected].