Ethical and Editorial Procedures

This section describes the procedures followed by GiST – Education and Learning Research Journal throughout the submission, peer review, publication, and post-publication stages, as well as the steps taken when ethical concerns or complaints arise. These procedures operationalize the principles outlined in GiST’s Ethical Guidelines and align with the COPE Core Practices.

 

1. Manuscript Submission Procedure

1.     Authors submit their manuscripts through the journal’s Open Journal Systems (OJS) platform.

2.     Submissions must comply with the requirements outlined in the Author Guidelines, including:

·     language of publication,

·     manuscript length and format,

·     article type,

·     ethical declarations and required forms.

3.     Submissions that do not meet the journal’s formal requirements may be returned to authors for correction prior to editorial evaluation.

 

2. Initial Editorial Assessment (Desk Review)

1.     The Editor or Managing Editor conducts an initial assessment to determine whether the submission:

·     falls within the journal’s scope,

·       meets basic scholarly and ethical standards,

·       complies with formatting and submission requirements.

2.     At this stage, the manuscript may be:

·       rejected without external review, or

·       returned to the author for formal or technical adjustments, or

·       approved to proceed to peer review.

3.     Desk rejections are based on editorial criteria and do not constitute judgments of the author’s academic standing.

 

3. Peer Review Procedure

1.     Manuscripts approved at the desk review stage enter a double-blind peer review process.

2.     The Editor assigns at least two external reviewers with relevant expertise.

3.     Reviewers are invited through the OJS platform and are required to:

·       declare any conflicts of interest,

·       Confirm availability within the proposed review timeframe (normally one month).

4.     Reviewers submit their evaluations using the journal’s review form, which includes:

·       structured evaluation criteria,

·       comments for the author(s),

·       An optional annotated manuscript.

5.     Based on the reviewers’ reports, the Editor may decide to:

·       accept the manuscript,

·       request minor revisions,

·       request major revisions (revise and resubmit),

·       Reject the manuscript.

6.     In cases of substantially divergent reviews, the Editor may:

·       consult an additional blind reviewer, or

·       seek input from the Editorial Committee.

 

4. Revision and Final Decision

1.     Authors receiving a request for revisions are given a month to submit a revised version.

2.     Revised manuscripts are evaluated by the Editor and, when necessary, by the original reviewers.

3.     The final decision regarding acceptance or rejection rests with the Editor.

4.     Editorial decisions are based on scholarly merit, relevance, and ethical compliance.

5.     Upon acceptance, authors are required to:
·      Sign the Publishing Agreement,
·     complete the Author Information Form (F3),
·     Complete the AI Use Declaration Form (F1) when applicable.
 

 

5. Production and Publication Procedure

1.     Accepted manuscripts undergo copyediting and proofreading.

2.     Authors review and approve the final version prior to publication.

3.     Articles are assigned a Digital Object Identifier (DOI) and published in the corresponding issue.

4.     Technical processes related to DOI registration, indexing, and archiving may require additional time beyond editorial acceptance.

 

6. Post-Publication Procedures

GiST remains responsible for the integrity of the scholarly record after publication.

1.     Minor errors may be corrected through formal corrections.

2.     Substantive issues affecting interpretation or conclusions may lead to:

·       a correction,

·       an expression of concern, or

·       a retraction.

3.     Requests for post-publication changes are evaluated in accordance with GiST’s Ethical Guidelines.

4.     Technical constraints related to DOI records or indexing platforms may affect the timing of post-publication updates.

 

7. Procedures for Complaints and Ethical Concerns

1.     Ethical concerns or complaints may be submitted by authors, reviewers, readers, or institutions.

2.     Complaints must be sent to the journal’s official email address: gist@unica.edu.co

3.     The Managing Editor and/or Editor-in-Chief conducts an initial assessment to determine whether:

·       The concern falls within the journal’s remit, and

·       Further investigation is required.

4.     All complaints are handled confidentially.

 

8. Investigation of Ethical Concerns

1.     When warranted, the Editor may consult the Editorial Committee.

2.     Relevant parties may be contacted to provide clarification or documentation.

3.     GiST distinguishes between:

·       honest errors or misunderstandings, and

·       suspected misconduct.

4.     Investigations follow COPE guidance and may involve contacting affiliated institutions when appropriate.

5.     Editorial processes related to the manuscript may be temporarily suspended during an investigation.

 

9. Authorship and Contributorship Disputes

1.     GiST does not adjudicate disputes regarding individual contributions.

2.     Authors are first asked to resolve disputes among themselves.

3.     If unresolved, the journal may suspend editorial consideration and refer the matter to the authors’ affiliated institutions.

4.     Any changes to authorship require written agreement from all listed authors.

 

10. Appeals

1.     Authors may appeal editorial decisions on the basis of:

·       procedural errors, or

·       evidence of bias or conflict of interest.

2.     Appeals must be submitted in writing within a reasonable timeframe.

3.     Appeals based solely on disagreement with scholarly judgment are not considered.

4.     Final decisions on appeals rest with the Editor, in consultation with the Editorial Committee when necessary.

 

11. Protection of Individuals Raising Concerns

GiST is committed to protecting individuals who raise concerns about suspected ethical issues.

·     Reports are handled confidentially.

·     No retaliation is tolerated.

·     There is no requirement to demonstrate intent or “good faith” for a concern to be reviewed.

 

12. Review and Updating of Procedures

These procedures are reviewed periodically to ensure alignment with evolving international standards and best practices in academic publishing.