How to pass journal ethics checks
How to pass journal ethics checks
Author Resources > Understanding the publication process > Journal ethics checks
Learn how to pass journal ethics checks so you can enjoy a smooth submission and publication process. In addition, keep our ethics checklist handy to make sure you are ethics checks-ready when the time comes.
Make sure your study complies with ethical guidelines from the start
Reputable journals screen for ethics at submission, and the inability to pass ethics checks is one of the most common reasons for rejection. Unfortunately, once a study begins, it is often too late to secure ethical reviews and clearances. Learn how to prepare for submission and publication success by ensuring your study meets all ethical requirements before work begins.
What are scientific and research ethics checks, and why do they matter?
Scientific and research ethics exist to safeguard human rights, treat animals respectfully and humanely, and protect the natural environment. Ethical reviews play a crucial role in ensuring research is conducted responsibly and with integrity. They help identify potential ethical dilemmas and provide guidelines to mitigate them. This protects participants' welfare and research credibility.
The top 3 ethical requirements
The specific details may vary widely depending on the type of research you are conducting, but there are clear themes running through all research and reporting ethical requirements. But do not worry, you can prevent unexpected delays by complying with each of these broad requirements.
Documented 3rd party oversight
If your research is 100% theoretical, you might be able to skip this one. But if you work with living organisms in any capacity—whether you are administering a survey, collecting data from medical records, culturing cells, working with zebrafish, or counting plant species in a ring—oversight and approval by an ethics committee is a prerequisite for publication. This oversight can take many forms:
Studies involving human patients
For animal research consult with your institutional animal care and use committee (IACUC). Note that there may be special requirements for non-human primates, cephalopods, and other specific species, as well as for wild animals.
Studies involving animals
For animal research consult with your institutional animal care and use committee (IACUC). Note that there may be special requirements for non-human primates, cephalopods, and other specific species, as well as for wild animals.
Studies involving field studies
For field studies, anthropology and paleontology, the type of permission required will depend on many factors. These factors include the location of the study, whether the site is publicly or privately owned, possible impacts on endangered or protected species, and local permit requirements.
Consent & anonymity
It is important to obtain the consent of individuals or communities being studied. Researchers should also endeavor to maintain anonymity of individuals and communities whenever possible.
Obtaining consent from human subjects
You may not conduct research on human beings unless the subjects understand what you are doing and agree to be a part of your study. If you work with human subjects, you must obtain informed written consent from the participants or their legal guardians.
Consent and reporting for human tissue and cell lines
Consent from the participant or their next-of-kin is also required for the use of human tissue and cell lines. This includes discarded tissue, for example surgery by-products. When working with cell lines transparency and accurate record keeping are essential.
Anonymity
Anonymity is crucial when handling human tissue and cell lines to protect donors' privacy. Ensuring that identifying information is removed or coded helps prevent unauthorized access to personal data and reduces privacy breaches. Moreover, maintaining donor anonymity builds trust between researchers and participants, encouraging more people to contribute to scientific advancements.
Full Transparency
No matter the discipline, transparent reporting of methods, results, data, software and code is essential to ethical research practice. Transparent reporting ensures that research is replicable and verifiable by other scientists, contributing to knowledge advancement. It also fosters trust in the research community and the public by demonstrating accountability and integrity.
When you submit your study to a journal, you will need to provide a variety of statements certifying that you have obtained the appropriate permissions and clearances. In addition, you will be asked to explain how you conducted the work. You may also be asked to provide supporting documentation, including field records and raw data. Provide as much detail as you can at this stage. Clear and complete disclosure statements will minimize back-and-forth with the journal, helping your submission clear ethics checks and move on to the assessment stage sooner.
Keep in mind that scientific and research ethics are always evolving. As laws change and as we learn more about influence, implicit bias and animal sentience, the scientific community continues to strive to elevate our research practice.
More guidance on ethics checks
Exemption criteria
You are not exempt until your committee tells you so. Even if you think your study does not require approval, submit it to the review board anyway. Many journals will not consider retrospective approvals. Obtaining formal approval or an exemption up front is worth it to ensure your research is eligible for publication in the future.
Keep your committee records close
Clearly label your IRB/IACUC paperwork, permit numbers, and participant permission forms (including blank copies), and keep them in a safe place. You will need them when submitting to a journal. Providing these details proactively as part of your initial submission can minimize delays and get your manuscript through journal checks and into reviewers' hands sooner.
Common questions about ethics checks
What if you work with a population where reading and writing are not common?
Alternatives to written consent (such as verbal consent or a thumbprint) are acceptable in some cases, but consent still has to be clearly documented. To ensure publication eligibility, be sure to:
- Get IRB approval for obtaining verbal rather than written consent
- Be prepared to explain why written consent could not be obtained
- Keep a copy of the script you used to obtain this consent, and record when consent was obtained for your own records
Final thoughts
You will not only maintain the integrity of your work by following these guidelines, but also be well prepared to deal with ethics checks. By keeping thorough records and obtaining appropriate consent you will demonstrate your commitment to ethical research practices and help facilitate a smoother publication process.
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