Complaints and Appeals Policy

UNZA JABS Complaints and Appeals Policy

The University of Zambia Journal of Agricultural and Biomedical Sciences (UNZA JABS) is committed to handling complaints and appeals promptly, transparently, and fairly. The policy below outlines the procedures for addressing concerns about editorial decisions, processing timelines, ethical issues, and other aspects of the journal’s operations.

1. Scope of Complaints and Appeals

  • Complaints may include, but are not limited to:
    • Delays in editorial processing
    • Alleged ethical violations (e.g. plagiarism, authorship disputes, peer review bias)
    • Concerns over editorial behavior or peer reviewer conduct
    • Journal operational issues
  • Appeals are limited to disagreements with editorial decisions, particularly manuscript rejections, where the author believes an error or oversight may have occurred.

2. Submission Process

  • All complaints and appeals must be submitted in writing to the Editor-in-Chief via the official journal email: jabs@unza.zm
  • The submission must include:
    • A clear description of the issue
    • Relevant background information and timeline
    • Supporting evidence, where applicable
    • The complainant’s name and contact details

3. Acknowledgment of Receipt

  • UNZA JABS will acknowledge receipt of any complaint or appeal within five (5) working days.
  • The acknowledgment will include:
    • Confirmation of receipt
    • Name and role of the person handling the issue
    • An indicative timeline for further communication

4. Initial Review

  • The Editor-in-Chief or a designated senior editor will assess the nature and validity of the complaint or appeal.
  • If the concern involves a potential breach of ethics, it may be referred to the University of Zambia Research Ethics Committee or an equivalent independent body.

5. Investigation

  • A thorough investigation will be conducted, which may involve:
    • Consultation with authors, reviewers, editors, or third parties
    • Review of relevant correspondence and documentation
    • Independent re-evaluation of the manuscript by an uninvolved editor or reviewer (for appeals)
  • All investigations will adhere to principles of fairness, confidentiality, and procedural transparency.

6. Resolution and Communication

  • The journal will endeavor to resolve all complaints and appeals within 30 working days.
  • A written decision will be provided to the complainant, including:
    • Summary of findings
    • Final decision or corrective actions
    • Rationale for the outcome
  • If systemic issues are identified, corrective actions may include policy changes, staff training, or editorial reforms.

7. Escalation

  • If the complainant is dissatisfied with the outcome, they may request further review by:
    • An independent advisory committee set up by the Director Research and Development under the office of Deputy Vice Chancellor Research and Innovation.
  • Decisions made at this level will be considered final.

8. Confidentiality and Impartiality

  • All complaints and appeals are handled with strict confidentiality.
  • No party involved in the submission, review, or investigation process will be penalized or unfairly treated.
  • Editors and reviewers recused due to conflict of interest will not participate in decision-making.