Table of Contents

Respectful Communications
Ethics and consent
Consent for publication
Double publication
Authorship
Plagiarism, Citations and AI
Communication of findings prior to publication
Misconduct
Appeal and complaints

 

Respectful communication

At SMJ we cultivate an environment centered on mutual respect. We value relationships based upon respectful communication whereas we have zero tolerance for any form of harassment, discrimination, bullying, or aggressive behavior. Our staff is expected to behave and communicate professionally and respectfully at all times when engaging with authors, reviewers, and readers. Likewise, we expect the same standards from authors, peer reviewers, and advisors. We reserve the right to bring serious cases to the attention of employers or local authorities, if needed, and may refuse to interact, or do business, with individuals who repeatedly or seriously violate this policy.

 

Ethics and consent

Ethical research and compliance with official guidelines lies at the very core of our mission. Research involving human participants, human material, or human data must align with the Declaration of Helsinki and be approved by an appropriate ethics committee, with detailed statements included in manuscripts (methods section). New clinical tools and procedures require clear justifications and ethics committee approval, ensuring patient welfare. For studies involving human embryos, gametes, and stem cells, compliance with the 2021 ISSCR Guidelines is mandatory, along with obtaining informed consent. Sex and gender considerations, guided by the SAGER guidelines, are encouraged, emphasising the distinction between biological sex and socially constructed gender. In research involving animals, adherence to institutional and international guidelines, including those of ICLAS, is paramount, with a strong emphasis on animal welfare and proper anaesthesia and euthanasia methods. Field studies and non-experimental research on animals must also comply with relevant guidelines. Additionally, our journal promotes adherence to data use and trial registration standards outlined by organisations such as the International Committee of Medical Journal Editors (ICMJE) and the World Health Organization's International Clinical Trials Registry Platform (ICTRP), fostering transparency, accountability, and integrity in scientific research endeavours.

 

Consent for publication

For all manuscripts that include details, images, or videos relating to an individual, written informed consent for the publication of these details must be obtained from that person (or their parent or legal guardian in the case of children under 18). If the person has passed away, consent for publication must be obtained from their next of kin. The manuscript must include a statement that written informed consent for publication was obtained.

Written approval of consent must be obtained from human research participants/patients where there may be identifiable information and/or media. The consent form must state that the details/images/videos will be freely available on the internet and may be seen by the general public.

In cases where images are entirely unidentifiable and there are no details on individuals reported within the manuscript, consent for publication of images may not be required. The final decision on whether consent to publish is required lies with the Editor. 

 

Double publication

SMJ supports the reuse of data that has been previously published. Researchers are encouraged to engage with and repurpose existing data, where applicable, to explore new findings, validate existing results, and generate further insights. This practice not only maximises the value of data but also aligns with our commitment to open science and sustainable research practices.

 

Authorship

Authorship in Student Medical Journal is strongly encouraged to prioritise students first authorship, emphasising substantial participation in the project. We advocate against guest authorships, ensuring that authorship credit is based on meaningful contributions such as conception and design; acquisition of data; or analysis and interpretation of data; drafting the article or revising it critically.

 

Plagiarism, Citations and AI

Plagiarism

Any form of plagiarism is strictly forbidden and falls under the category of misconduct. If plagiarism is identified, the COPE guidelines on plagiarism will be followed.

 

Citations

Research articles and non-research articles (e.g. Opinion, Review, and Commentary articles) must cite appropriate and relevant literature in support of the claims made. Citation manipulation will result in the article being rejected, and may be reported to authors’ institutions. Similarly, any attempts by peer-reviewers or editors to encourage such practices should be reported by authors to the publisher. 

 

Authors should consider the following guidelines when preparing their manuscript: 

• Any statement in the manuscript that relies on external sources of information (i.e. not the authors' own new ideas or findings or general knowledge) should use a citation.
• Authors should avoid citing derivations of original work. For example, they should cite the original work rather than a review article that cites an original work.
• Authors should ensure that their citations are accurate (i.e. they should ensure the citation supports the statement made in their manuscript and should not misrepresent another work by citing it if it does not support the point the authors wish to make).
• Authors should not cite sources that they have not read.
• Authors should not preferentially cite their own or their friends’, peers’, or institution’s publications.
• Authors should avoid citing work solely from one country.
• Authors should not use an excessive number of citations to support one point.
• Ideally, authors should cite sources that have undergone peer review where possible.
• Authors should not cite advertisements or advertorial material

 

AI

Large Language Models (LLMs), such as ChatGPT, do not fulfil our criteria for authorship. Any use of an LLM should be properly documented in the Methods section or in a suitable alternative part of the manuscript.

We do not publish AI-generated images and videos. Exceptions to this policy are images and videos that are directly referenced in a piece specifically about AI. Submitted AI-generated images and videos will be reviewed on a case-by-case basis. 

As we expect things to develop rapidly in this field in the near future, we will review this policy regularly and adapt it if necessary.

 

Communication of findings prior to publication

The SMJ emphasizes the importance of open communication among researchers, supporting interactions via recognized community preprint servers, conferences, and online collaborative platforms like wikis or blogs without considering them as prior publication. Researchers are encouraged to respond to media requests related to preprints or conference presentations, providing context or clarification without affecting editorial handling. However, media coverage may preempt other outlets and researchers should clarify the provisional nature of their work and the ongoing peer review process. It's recommended that the peer-reviewed paper be publicly available before media coverage, discouraging direct solicitation of coverage before publication to ensure informed commentary based on the final version. Additionally, authors are expected to maintain confidentiality regarding the peer review and editorial processes.

Misconduct

SMJ is committed to upholding the highest standards of journalistic integrity and providing accurate, fair, and unbiased information to our readers. In line with this commitment, we have established an editorial policy to address the reporting and handling of misconduct. Misconduct, in this context, refers to any unethical, illegal, or inappropriate behaviour by individuals or organisations that may have a significant impact on the public interest.

 

Guiding Principles:

 

1. Accuracy and Verification:

Before publishing any information, editorial team thoroughly verifies and fact-checks the details to ensure accuracy.

Every effort is made to obtain multiple reliable sources to corroborate information, especially when dealing with sensitive allegations.

 

2. Fairness and Objectivity:

Coverage of misconduct is fair, impartial, and free from any undue influence.

An opportunity is provided for all parties involved to present their perspectives and respond to allegations, ensuring a balanced and comprehensive account.

 

3. Sensitivity and Privacy:

SMJ recognizes the importance of handling misconduct stories with sensitivity, considering the potential impact on individuals' lives and reputations.

The privacy of those affected by misconduct is respected, and unnecessary personal details are avoided unless they are crucial to the public interest.

 

4. Legal Compliance:

Reporting of misconduct adheres to all relevant laws and regulations, and publishing any content that may be defamatory or legally problematic is avoided.

SMJ consults with legal experts when necessary to ensure that the coverage is within legal boundaries.

 

5. Transparency:

SMJ is committed to transparency in our reporting. If any conflicts of interest arise, they are disclosed to the readership.

Corrections are promptly issued for any factual inaccuracies discovered post-publication.

 

6. Editorial Independence:

Editorial decisions are independent of any external pressure or influence. Advertisers, sponsors, or any other external entities do not dictate our coverage of misconduct.

 

7. Accountability:

SMJ acknowledges the responsibility to hold itself accountable for the impact of its reporting. If errors occur, they are corrected promptly and transparently.

The editorial team regularly reviews and assesses the effectiveness of SMJ´s policy, making adjustments as necessary to maintain the highest standards.

 

Conclusion:

This editorial policy serves as a framework to guide the coverage of misconduct, reflecting our commitment to journalistic ethics and the public interest. We will continuously strive to uphold these principles, fostering trust with our readers and contributing to a more informed and ethical media landscape.

 

Appeal and complaints

Authors have the right to appeal a rejection of their manuscript. Appeals will be considered if authors can provide evidence of errors made by reviewers or editors during the review process, provide important additional data, or demonstrate a convincing case of bias in the review process. Only one appeal is allowed per manuscript submission. This should be sent initially to the scientific editor in charge of the submission.

 Complaints about procedures, publication ethics or scientific content can be sent to the editorial@smjournal.de. The Complaints Officer will be responsible for responding to and investigating the concerns raised, and will retain the authority to determine any further action to be taken. Please note that the Editorial Board reserves the right to deal with appeals and complaints as a secondary matter to its normal workload, always taking into account the degree of seriousness and urgency.