Warning: file_exists(): open_basedir restriction in effect. File(/locale/en_US/locale.po) is not within the allowed path(s): (/var/www/vhosts/hspioa.us/:/tmp/) in /var/www/vhosts/hspioa.us/httpdocs/lib/pkp/classes/plugins/Plugin.inc.php on line 519

Warning: file_exists(): open_basedir restriction in effect. File(/locale/en_US/locale.po) is not within the allowed path(s): (/var/www/vhosts/hspioa.us/:/tmp/) in /var/www/vhosts/hspioa.us/httpdocs/lib/pkp/classes/plugins/Plugin.inc.php on line 519
Withdrawal Policy | Archives of Surgery and Clinical Research

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.

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.

Important: Authors should not submit the same manuscript elsewhere while it is under consideration here. If the work has already been submitted to another venue, note this in your request so we can advise on next steps to protect the scholarly record.

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

  1. Prepare a brief justification describing the reason for withdrawal (e.g., error found, ethical concern, duplicate submission) and confirming that all authors agree.
  2. Email the editorial office from the corresponding author address with your manuscript ID and justification. Use the subject line: Withdrawal Request – ASCR-[ManuscriptID].
  3. Resolve outstanding ethics or authorship issues if applicable (e.g., attach documentation of consent concerns or authorship change approvals).
  4. Receive confirmation and, if applicable, an invoice corresponding to the editorial stage. Once processed, you will receive a formal closure notice.

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

Scenarios & Examples

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.

Contact

To request withdrawal, write to editorial@clinsurgeryjournal.com with your manuscript ID and justification. For invoice or payment questions, write to support@clinsurgeryjournal.com.