Procedure for considering complaints regarding violations of academic integrity and publication ethics

General provisions

1.1. This Procedure determines the procedure for submitting, considering and resolving complaints regarding possible violations of academic integrity and publication ethics in the annual collection of scientific works “Ukrainian Art Studies: Materials, Investigations, Reviews” (hereinafter referred to as the collection).

1.2. The Procedure is based on the principles of legality, objectivity, impartiality, confidentiality and transparency, and also complies with the recommendations of the Committee on Publication Ethics (COPE).

1.3. This Procedure applies to all participants in the editorial process: authors, reviewers, members of the editorial board and editorial staff.

1.4. The editorial board is also guided in its activities by the regulations approved by the institution co-founder and co-publisher of the collection – the M. T. Rylskyi Institute of Art Studies, Folkloristics and Ethnology of the NAS of Ukraine (hereinafter referred to as the Institute), in particular, documents regulating the provision of academic integrity and the prevention of its violations.

Grounds for filing a complaint

2.1. Complaints may be filed in the event of signs of violations of academic integrity and/or publication ethics, in particular:

plagiarism;
self-plagiarism or duplication of publications;
fabrication or falsification of research results;
incorrect determination of authorship;
undeclared conflict of interest;
violation of the review procedure;
unethical behavior of participants in the editorial process.

2.2. The list of violations is not exhaustive.

Filing a complaint

3.1. The complaint is submitted to the editorial office of the collection in writing (by e-mail to the Institute: etnolog@etnolog.org.ua).

3.2. The complaint must contain:

surname, first name of the applicant and contact details;
a clear description of the essence of the violation;
a reference to the relevant publication or manuscript;
evidence or justification (if any).

3.3. Anonymous complaints are usually not considered, except in cases where they contain convincing evidence of serious violations.

Preliminary consideration of the complaint

4.1. The preliminary consideration of the complaint is carried out by the editor-in-chief or an authorized member of the editorial board.

4.2. At this stage (up to 10 working days):

the compliance of the complaint with the established requirements is checked;
the presence of grounds for its further consideration is assessed.

4.3. Based on the results of the preliminary consideration:

the complaint is accepted for consideration;
or rejected as unfounded.

4.4. The applicant is informed of the decision made.

Main consideration of the complaint

5.1. In case of acceptance of the complaint for consideration, a working group or commission is formed from among the members of the editorial board.

5.2. If necessary, independent experts may be involved.

5.3. Consideration of the complaint includes:

analysis of the submitted materials;
verification of the facts;
receipt of written explanations from the parties.

5.4. The person against whom the complaint is filed has the right:

to be informed of the essence of the accusation;
to provide explanations and evidence;
to participate in the consideration of the case.

5.5. The term for consideration of the complaint is up to 30 calendar days (in complex cases it may be extended to 60 days).

Interaction with institutional bodies

6.1. In the event of considering complaints against authors affiliated with the M. T. Rylskyi Institute of Art Studies, Folkloristics and Ethnology of the NAS of Ukraine, the editorial board of the Journal may initiate an appeal to the Commission on Academic Integrity of this Institute.

6.2. The editorial board takes into account the provisions on preventing violations of academic integrity in force at the Institute.

6.3. If necessary, the editorial board has the right:

to transfer the materials of the complaint for consideration by the Commission;
to request expert opinions;
to take into account the conclusions of the Commission when making a decision.

6.4. Interaction is carried out in compliance with the principles of confidentiality.

Decision-making

7.1. Based on the results of the complaint review, the editorial board shall adopt one of the following decisions:

reject the complaint as unfounded;
recognize the violation as minor and recommend correction;
recognize the violation as significant.

7.2. In case of confirmation of the violation, the following measures may be applied:

refusal to publish the manuscript;
withdrawal (retraction) of the published article;
publication of a notice of violation;
informing the author's institution;
temporary restriction on submission of materials to the collection.

7.3. If the violation concerns employees of the M. T. Rylskyi Institute of Art Studies, Folkloristics and Ethnology of the NAS of Ukraine, the decision may be made taking into account the conclusions of the Commission on Academic Integrity of this Institute.

Informing the parties

8.1. The results of the complaint review are communicated to the applicant and the person(s) against whom the complaint was filed.

8.2. The editorial board ensures the confidentiality of information at all stages of the review.

Appealing the decision

9.1. The parties have the right to appeal the decision of the editorial board within 14 calendar days.

9.2. The appeal is considered by the editor-in-chief or a separate commission.

9.3. The decision on the appeal is final.

Final Provisions

10.1. The Editorial Board of the collection adheres to international standards of publication ethics and principles of academic integrity.

10.2. All issues not regulated by this Procedure are resolved in accordance with COPE recommendations and current Ukrainian legislation.