Removing An Author’s Name on Proof

A corresponding author has sent me, along with proof corrections, an instruction to remove one author’s name. No explanation as to why has been given.

What do editors on this list do in such a case? Do you just follow the corresponding author’s instructions? Do you ask for some sort of explanation or evidence that the removed author agrees to removal?

Thanks in advance for your advice.

Best wishes.

Mary Ellen Kerans

Interesting query.

A corresponding author is meant to facilitate correspondence between the editor and authors, and work on behalf of all the other authors. He may also convey the decision of his other co-authors to the editor.

He cannot take a unilateral decision to include or drop any co-author. For any such decision, the concurrence of all the other co-authors (excluding the one to be dropped), in writing, is essential.

If the concerned co-author is also in agreement with being dropped, so much the better. 

As regards inclusion of a new author later, not only must all coauthors  agree, the concerned co-author must himself express agreement. All in writing. Further, the reason for late inclusion should be found justified by the journal.

Ajai Singh

I would ask for an explanation. We had this happen recently with a supplement, and the deletion turned out to have been done for the wrong reason (and it got really complicated because one of the guest editors later left the project, etc.). Anyway, we ended up having to do a correction, etc., but it could have been worse.

I can provide more detail if you like, but in short—ask.

Lisa Dittrich

You raise excellent questions. Authorship for most people is a touchy issue.

Here are my thoughts. Once authors sign a copyright assignment form, they are declaring that they deserve full authorship and are responsible for that piece of work. It would seem inappropriate for one who has earned authorship not to be included. If the authors agree that a certain person is an author, then decide arbitrarily to remove that person without that person’s consent, it can become very messy for the authors and the journal. Thus we require signed documentation of the requested change.

We receive about 2-3 author change requests per year. This may include adding an author, removing an author, or changing author order. Often this request happens during the proof stage when the authors are reviewing the proof. I am not sure why it usually happens at this time, but it may be because the publication feels more “real” and emotions of ownership of the material are running high. It is rough on the editorial staff to request last minute changes since we are under a tight deadline at this time.

In order to make a change in authorship, our journal requires that an explanation is provided and that all authors (if it is removal, including the one being removed) sign a statement that they accept the change. The statements may be mailed or faxed to speed up the process. This material is then put into the manuscript file for our records in case anyone comes back later to question why authorship was changed. I feel that documentation is important for the sake of the authors and the journal.

Included below is our authorship policy. I have found that having a statement about authorship change in our policy statement has been very helpful when dealing with authors who are requesting these changes. I hope you find this information useful.

“Authorship

All authors of papers submitted to JMPT must have an intellectual stake in the material presented for publication and must be able to answer for the content of the entire work. Authors should be able to certify participation in the work, vouch for its validity, acknowledge reviewing and approving the final version of the paper, acknowledge that the work has not been previously published elsewhere, and be able to produce raw data if requested by the editor. All authors are required to complete and return an authorship form.

As stated in the Uniform Requirements (www.icmje.org), credit for authorship requires the following 1) substantial contributions to conception and design, or acquisition of data, or analysis and interpretation of data; 2) drafting the article or revising it critically for important intellectual content; and 3) final approval of the version to be published. Authors should meet conditions 1, 2, and 3. Each author must sign a statement attesting that he or she fulfills the authorship criteria of the Uniform Requirements and is included on the copyright assignment form. Authors are required to designate their level of participation of authorship on the authorship form. A change in authorship after submission must be signed by all authors prior to being considered.”

Claire Johnson
Editor, Journal of Manipulative and Physiological Therapeutics

BMJ policy might be a useful basis for discussion:

Alteration to authorship or contributorship

Any change in authors and/or contributors after initial submission must be approved by all authors. This applies to additions, deletions, change of  order to the authors, or contributions being attributed differently. Any alterations must be explained to the editor. The editor may contact any of the authors and/or contributors to ascertain whether they have agreed to any alteration.

This is in instructions for authors at:

http://bmj.bmjjournals.com/advice/article_submission.shtml#author

Trish Groves
Deputy editor, BMJ

We have policy that no authors will be added to or removed from a paper unless ALL authors (including the one being removed) submit in writing a statement that they approve of the change. 

Many times these sorts of things have political motivations (the person requesting the removal and the person who is to be removed may have had a professional quibble or falling out) and the policy has saved us a lot of grief. Once we communicate the policy, often times the response is “never mind”. That says a lot right there. 

Steve Welch
Executive Editor, CHEST

Due to various situations that arose in the past months, we added a line to our Guide for Authors that reads, “An explanation for the addition or removal of an author(s) must be provided.”  We are now in the process of amending that line to read, “An explanation for the addition or removal of an author(s) must be provided with direct verification from the added/removed author(s).”

Alice Landwehr
Managing Editor, The Journal of Pediatrics