Manuscript Ethical Regulations
Enacted: June 25, 2008
Revised: September 5, 2008
Chapter 1: General Provisions
Article 1 (Purpose)
The purpose of these regulations are for the Korea Robotics Society (referred to as “Society” hereafter) to establish and clearly define the ethical code to be adhered to by authors and journal editors and staffs, and to ensure fair and systematic resolution when unethical behavior is suspected or occurs.
Article 2 (Subject of Application)
These regulations apply for all the submitted papers and published papers in the journal of the Society.
Article 3 (Range of Application)
These regulations are followed when there are no other more specific rules on establishing and verifying manuscript ethicality.
Article 4 (Definition of Terms)
Acts against manuscript ethical conduct (referred to as “misconduct” hereafter) include but are not limited to forgery, alteration, plagiarism, self-plagiarism, and false representation of the authors who contributed to the research and writing of the paper. More details on these types of misconduct follow:
- ‘Forgery’ is the falsification of data or research results.
- ‘Alteration’ is the distortion of experimental results or other content by manipulating research material, equipment, the experimental process or by arbitrarily altering or deleting data.
- ‘Plagiarism’ is the practice of using or copying someone else’s idea, research content or results without proper consent or credit.
- ‘Self-plagiarism’ is the practice of reusing a significant amount of one’s own paper published (and copyrighted) in another journal as is or with only slight modification to the original language and without any obvious quotation or reference to the previously published work.
- ‘False representation of authors’ is the failure to credit someone, without a valid reason, who made a scientific or technical contribution to the content or result of a submitted paper, or the granting of author credit to someone who did not make a scientific or technical contribution, even as a mark of appreciation or respect.
- An ‘Informant’ is someone who makes known the fact or related proof of misconduct.
- An ‘Examinee’ is someone who has become subject to investigation of misconduct due to an informant’s report or the Society’s recognition. A testifier or witness is not involved during the investigation process.
- A ‘Preliminary Investigation’ is the process by which the necessity of an official investigation on suspicion of misconduct is determined.
- An ‘Official Investigation’ is the process of collecting facts to determine if misconduct has been committed.
- ‘Judgment’ is the process by which the result of an investigation is confirmed. The informant and examinee are officially notified of the outcome of the judgment.
- Statute of Limitation: The ‘Misconduct Accrual Date’ is the date on which the paper guilty of misconduct was first published. If the same paper is involved in misconduct multiple times, then the most recent date is the misconduct accrual date.
Chapter 2: Establishment and Management of Manuscript Ethics Committee
Article 5 (Function)
The ethicality of a paper is determined by committee deliberation based on the following matters:
- Establishment and management of manuscript related ethical guidelines
- Receipt of reports on misconduct, organization of an Investigation Committee and appointment of investigators
- Starting of the preliminary investigation and official investigation
- Protection of the informant and redemption of the examinee’s honor where applicable
- Handling of preliminary investigation results, official investigation results and follow-up actions
- Handling of any other matters that the Chief Commissioner may present for consideration
Article 6 (Composition)
An Investigation Committee is organized with one (1) Chief and five (5) or less members when there is question of misconduct. The Chief is the Chairman of the Society. The Chief nominates committee members and the Board of Directors approves.
Article 7 (Chief Commissioner)
The Chief Commissioner represents the committee and organizes and presides over each meeting.
Article 8 (Assistant Administrator)
To handle certain business, the Society’s Director of the General Affairs Department may act as an Assistant Administrator for the committee.
Article 9 (Meeting Procedure)
- The Chief Commissioner organizes each meeting of the committee and presides over the meetings as Chairman.
- A meeting must be held with a majority of the registered members in attendance and any issue must be decided by majority vote (at least half) of the attending members. In accordance with Article 14 of the Manuscript Ethical Regulations, any decision regarding the requirement of disciplinary action for misconduct confirmed by an investigation requires a majority vote of at least 2/3 of the attending members.
- In the event of a minor issue, the Chief Commissioner can deliberate and decide based on his/her review of relevant documentation.
Chapter 3 Verification of Manuscript Ethicality
Article 10 (Receipt of Misconduct Report)
The Assistant Administrator of the committee can receive a report of misconduct by any means including but not limited to letter, telephone, and email, and generally receives the report under the name of the informant. When receiving a report anonymously, the Assistant Administrator endeavors to collect detailed information about the paper, including the title, and proof of misconduct.
Article 11 (Period and Method of Preliminary Investigation)
A preliminary investigation is initiated within fifteen (15) days of the initial receipt of a misconduct report. The investigation and the committee’s approval of any findings are completed within 30 days of the start of the investigation.
The necessity of an official investigation is determined by the committee after reviewing the following matters during the preliminary investigation.
- The report, itself, refers to ethical misconduct as described in Article 4, Clause 1 of the Manuscript Ethical Regulations.
- The report contains concrete, clear and accurate information pertaining to the reported misconduct and is useful to the investigation.
- The report should be filed within five (5) years of the misconduct accrual date.
The Editorial Office is in charge of the preliminary investigation and is able to request additional information from the informant and support from relevant experts if necessary.
Article 12 (Notice of Preliminary Investigation Result)
The informant is notified of the result of the preliminary investigation within ten (10) days after the findings are approved by the Chief Commissioner. In the case of an anonymous informant, the result is not shared.
The preliminary investigation report should include the following content:
- Detailed report of misconduct
- Explanation of the misconduct in the paper under investigation
- Grounds for the decision to perform the official investigation
- Relevant evidence
Article 13 (Initiation and Period of Official Investigation)
- An official investigation is initiated within 30 days after the Chief Commissioner’s approval based on the result of the preliminary investigation. The official investigation, including adjudication, is completed within 90 days of the date of investigation initiation.
- If the Ethics Committee decides that they are unable to finish the official investigation within the period stated in Clause 1 (above), the investigation can be extended by 60 days.
Article 14 (Request for Materials)
The Ethics Committee can request additional information from the informant, examinee, or other any other witness. The examinee must comply.
Article 15 (Confidentiality and Protection of Informant and Examinee)
- Identification of the informant should not be exposed directly or indirectly under any circumstance, and, unless necessary, should not be included on the investigation report.
- Neither the identity of the examinee, nor the fact that the examinee is being investigated, should be exposed outside of Ethics Committee and the Investigation Committee until the misconduct investigation is completed. The examinee’s honor and rights should not be infringed upon. Also, the committee should make every effort to redeem the damaged reputation of an examinee once free from suspicion.
- All information regarding the initial report, investigation, deliberation, decision and proposed measures for resolution should be in confidence and any direct or indirect participants of the investigation should not reveal information acknowledged during the investigation and during the performance of one’s duties. In the event that reasonable exposure is necessary, the release of information must go to a committee vote.
Article 16 (Guarantee of Right to Objection and Defense)
The Ethics Committee should guarantee equal rights to all parties involved and the opportunity for statements of opinion, objection and defense. Parties involved should be informed of the related procedures in advance.
Article 17 (Judgment)
The Ethics Committee must come to a conclusion based on the investigations and with respect to any objections and defense presented. The informant and examinee must be notified of the resulting decision. If the committee cannot come to a consensus, the outcome must be decided by a vote. In this case, a majority of the committee members should convene and at least 2/3 of the attending members should agree.
If either the informant or the examinee disagree with the decision of the Ethics Committee, an appeal stating valid reasons for objection and a request for a retrial must be submitted to the committee within 15 days of the date on which the committee’s decision was made available. The appeal’s validity and the granting of a retrial are decided within 15 days after receiving the appeal. If a retrial is granted, the same Ethics Committee can be reorganized or a new Ethics Committee can be organized within 15 days after the decision to hold a retrial was made. If a retrial is to be held, the committee in charge of the retrial will reinvestigate, determine the result, and inform the informant and examinee of said result within 30 days from the date on which the committee was convened.
Article 18 (Official Investigation Report Submission)
① The Ethics Committee is required to submit an official investigation report (referred to as a ‘final report’ hereafter) within ten (10) days after the final judgment.
② The following content should be included in the final report:
- Detailed content of the misconduct report
- Explanation of the misconduct that is the subject of investigation
- Examinee’s role in the research/paper and the reason(s) for suspicion
- Relevant evidence
- Information relating to defense and/or objection by the informant and/or examinee to the investigation result and the related outcome
- List of members of the Investigation Committee
Chapter 4 Action After Verification or Misconduct
Article 19 (Treatment of Misconduct)
① The Investigation Committee is able to propose disciplinary measures for someone who is found to have participated in misconduct to the Chairman of the Society if a majority of the committee members convene and at least 2/3 of the attending members agree on said measures.
② The Chairman of the Society decides the proper disciplinary measures and officially informs the author of said measures in writing.
Guidelines regarding disciplinary measures can be sought in other relevant regulations, or appropriate measures can be determined by the Chairman.
Article 20 (Disciplinary Measures)
For proposed disciplinary measures, the Chairman of the Society decides the severity of the disciplinary measure with respect to the following clauses and takes disciplinary action against the author. If the Chairman decides that there is a more appropriate disciplinary measure, it can be implemented instead of one of the following measures.
① (Caution) Authors are notified of their misconduct and advised to be more careful when writing and submitting their next paper.
② (Warning) Authors are notified of their misconduct and the publication is withdrawn. Authors are advised to be more careful when writing and submitting their next paper.
③ (Censure) Authors are notified of their misconduct and the publication is withdrawn. Notice of said misconduct is posted on the Society’s homepage for one (1) month. For every author at fault, all papers currently under review or awaiting publication are barred from publication and the main author is prohibited from submitting a paper to the Society for three (3) years.
④ (Strict Censure) Chairmen of the organizations with which each author is affiliated are officially notified in writing of the misconduct, and the paper is not published. Notice of said misconduct is posted on the Society’s homepage for one (1) month. For every author at fault, all papers currently under review or awaiting publication are barred from publication and each author is prohibited from submitting a paper to the Society for three (3) years. If the misconduct is one of plagiarism, the Chairman on the Society will provide an official letter of apology to the authors of the original paper.
Article 21 (Storage and Release of Records)
The Editorial Office should keep records regarding preliminary and official investigations and records of any disciplinary measures taken for at least five (5) years after the conclusion of investigation and/or disciplinary action.
A final report can be opened after a judgment has been made, but information regarding the identities of those involved including but not limited to the informant, investigators, witnesses, and consultants, can be excluded if the release of said information may disadvantage someone involved.
Article 22 (Detailed Rules of Operation)
Other matters required for Board management are separately determined through deliberation of the Board.
- These regulations are implemented as of June 25, 2008.