Refund Policy

The Refund Policy of the Clinical Journal of Obstetrics and Gynecology (CJOG) ensures transparency, fairness, and accountability in all Article Processing Charge (APC) transactions. It outlines conditions under which authors may request refunds, clarifies non-refundable components, and explains journal obligations in cases of publication errors, technical failures, or ethical events such as withdrawals, retractions, and delays. This policy aligns with recognized open-access publishing practices, COPE guidance, and international refund norms.

Introduction to APC Refund Principles

CJOG follows a Gold Open Access model in which accepted articles are made freely available immediately after publication. APCs support:

• Editorial processing and peer review coordination
• Plagiarism screening and compliance checks
• Copyediting, typesetting, and production
• Digital hosting, long-term archiving, and indexing
• Metadata generation and DOI registration
• Platform maintenance, security, and distribution

Because APCs cover services rendered progressively throughout the lifecycle of a manuscript, certain phases are refundable while others are not.

Eligibility for Refunds

CJOG considers refund requests based on the stage of the editorial workflow at which the payment was made and the reason cited by the authors.

Refund Eligibility Matrix

Full Refund Conditions

A full refund may be granted only when:

• Payment was made accidentally or charged twice (duplicate transaction).
• The manuscript was accepted in error by the system and withdrawn by the editorial office before peer review.
• Journal staff mistakenly processed APC before the final acceptance stage.
• Technical system faults prevented proper submission or review.

CJOG processes full refunds within 10–15 working days via the same payment method.

Partial Refund Conditions

Partial refunds may apply when:

• Authors request withdrawal during active peer review.
• Manuscript is withdrawn after acceptance for legitimate reasons (methodological error, institutional mandate).
• Authors cannot proceed due to unforeseen circumstances, provided ethical compliance is maintained.

Calculation Basis

The following components are deducted:

• Editorial processing fee
• Peer review coordination costs
• Plagiarism detection expenses
• Administrative time

Refund amount = APC − (Editorial & processing costs).

Non-Refundable Conditions

CJOG does not issue refunds when:

• The article has been published online and assigned a DOI.
• The authors attempt unethical withdrawal to submit elsewhere.
• The manuscript is retracted due to author misconduct, including:
  • Plagiarism
  • Fabrication or falsification of data
  • Image manipulation
  • Ethical approval violations
• Authors fail to complete revisions after acceptance.
• Delays occur due to authors not responding to editorial queries.
• APC complaints arise after authors have already accepted conditional acceptance terms.

Refunds in Case of Journal Error

CJOG will grant a full or partial refund if journal staff or the publication system contributes to:

• Incorrect article version being published.
• Duplicate publication caused by production oversight.
• Accidental withdrawal or loss of manuscript files.
• Technical failures that directly impact article integrity.

In such cases, CJOG may also issue:

• A corrected version of record (VOR)
• An apology notice
• Metadata correction in indexing services

Refunds Related to Retractions

Retractions occur for a range of reasons, some due to author misconduct and others due to honest errors.

Refunds for Author Misconduct

No refunds are permitted when retraction results from:

• Plagiarism
• Data fabrication or falsification
• Ethical approval violations
• Peer-review manipulation

Refunds for Journal or Systemic Errors

Refunds may be approved when retractions occur due to:

• Editorial or production error
• Metadata errors affecting indexing accuracy
• Incorrect article version publication
• Duplicate DOI assignment

APC Transparency and Author Agreements

APC amounts are published clearly on the journal website, and authors must confirm:

• Awareness of APC amount
• Understanding of refund conditions
• Agreement to terms upon acceptance

A signed or electronically acknowledged APC statement ensures fairness and clarity.

How to Request a Refund

Authors must initiate refund requests by emailing the editorial office. The request must include:

• Manuscript title and ID number
• Date of APC payment
• Reason for refund request
• Proof of payment
• Statements from all co-authors confirming agreement

CJOG responds within 5–7 business days with a decision or request for additional documentation.

Appeals Process

Authors may appeal refund decisions within 14 days. Appeals must include:

• A detailed justification
• Evidence supporting the claim
• Clarification of any misunderstandings

Appeals are reviewed by a senior editorial committee not involved in the original decision.

Examples of Refund Scenarios

Frequently Asked Questions (FAQs)

Can authors request a refund after publication?

No. Once published, APCs are non-refundable due to completed services.

How long do refunds take?

10–15 business days after approval.

Can APC be refunded if peer review takes too long?

Refunds are not issued for extended review times, but the editorial office will expedite review if delays occur.

What if the authors disagree with the APC?

APC concerns must be raised before acceptance; not after publication.

Is APC refunded if the article is rejected?

Yes, if authors prepaid by mistake (rare). APC is charged only after acceptance.

Conclusion

CJOG’s Refund Policy protects author rights while ensuring fairness, transparency, and accountability. By aligning with global publishing standards, this policy ensures that APC transactions remain ethical, just, and fully transparent for all stakeholders involved in the publication process.