Refund Policy
ISSN: 2641-5013 | Publisher: Heighten Sciences Publication Incorporation | Framework: COPE & DOAJ Transparency Standards
Purpose
The International Journal of Clinical Virology (IJCV) maintains a transparent and ethical refund policy for Article Processing Charges (APCs) and related payments. The purpose of this policy is to safeguard author interests while maintaining editorial integrity and financial fairness. It follows COPE recommendations, DOAJ Best Practices, and ICMJE standards for open-access publishing.
General Principles
- APCs cover editorial management, peer review, production, and archiving costs once an article is accepted.
- Refunds are processed only in clearly defined cases of error, double payment, or publisher-initiated cancellation.
- Payments are non-refundable after final online publication, except in exceptional circumstances approved by the editorial board.
Scope of the Policy
This policy applies to all payments related to APCs, withdrawal fees, color-figure charges, or any optional publication services provided by IJCV.
Eligibility for Refunds
| Scenario | Eligibility | Refund Action |
|---|---|---|
| Duplicate Payment | Author paid twice due to system or bank error. | 100 % refund within 15 business days after confirmation. |
| Publisher Technical Error | Payment processed in error for a manuscript not yet accepted. | Full refund minus bank transfer charges. |
| Article Withdrawal (Pre-acceptance) | Author withdraws before peer-review completion. | No APC charged / Full refund if payment was made in advance. |
| Article Withdrawal (Post-acceptance Pre-publication) | Author withdraws after acceptance but before online publication. | Partial refund (60 %) after deducting editorial costs. |
| Publisher-initiated Retraction | Article removed due to journal error (not author misconduct). | Full refund to corresponding author. |
| Author Misconduct | Retraction or withdrawal due to plagiarism or ethical breach. | No refund; APC forfeited to cover processing costs. |
| Force Majeure | Journal unable to publish due to unforeseen technical or operational issues. | 100 % refund or option for transfer to another journal. |
Non-Refundable Situations
- Author dissatisfaction with editorial outcome after peer review.
- Delays due to incomplete revisions, author unresponsiveness, or technical upload issues.
- Withdrawal after DOI assignment or online posting (unless journal error is proven).
- APCs paid for fast-track review or optional promotional services once work has begun.
Refund Request Procedure
- Authors must email a written request to [email protected] with payment proof and reason for refund.
- Editorial and finance teams jointly verify eligibility within 5 working days.
- Approved refunds are processed through the same payment gateway or bank account within 15 business days.
Refunds are issued in the original payment currency, excluding transfer or conversion fees charged by the bank or payment processor.
Partial Refunds
Partial refunds apply when some editorial or production activities have already been completed. Such refunds are calculated proportionally to the stage of the publication process.
Refund Timeline
- Request Acknowledgment: Within 48 hours.
- Eligibility Assessment: Within 5 working days.
- Fund Transfer: Within 15 business days after approval.
Authors receive a confirmation email once the refund transaction is completed.
Refund for Overpayment
When an author inadvertently pays more than the required APC amount, IJCV immediately verifies the transaction and returns the excess within 10 working days of confirmation.
Currency and Tax Considerations
All refunds are processed in US Dollars (USD). International transactions may incur conversion fees from the recipient’s bank. Taxes deducted at source by local banks cannot be reimbursed by the publisher.
Refund after Retraction or Correction
- If an article is retracted due to publisher error, a full refund is initiated immediately.
- No refund is issued when retraction results from author misconduct (e.g., plagiarism or fabrication).
Refund Processing Responsibility
Refunds are authorized jointly by the Publisher’s Finance Team and the Editor-in-Chief. All requests and transactions are logged for auditing and transparency under the journal’s financial ethics framework.
Refund Documentation
- Payment receipt or transaction reference number.
- Official email confirmation from the journal.
- Written refund request with author signature.
- Editorial approval of eligibility if applicable.
Exceptional Circumstances
IJCV reserves the right to consider exceptions on a case-by-case basis where compelling reasons are provided by authors (e.g., medical emergencies, institutional funding delays, or force majeure events). All exceptions require written endorsement by the Editor-in-Chief and Finance Director.
Dispute Resolution
In case of a refund dispute, authors may escalate the matter to the Publisher’s Ethics Committee. The committee reviews the case within 15 days and communicates a final decision to the author in writing.
Confidentiality & Data Protection
All refund requests and payment records are handled confidentially under the journal’s privacy policy and GDPR regulations. Author financial information is stored securely and never shared with third parties except for transaction processing.
Ethical and Legal Compliance
This policy is governed by international financial regulations and aligned with COPE’s “Principles of Transparency and Best Practice in Scholarly Publishing.” Refund records are subject to annual audit as part of the publisher’s ethical compliance process.
Contact Information
Finance & Accounts Department – International Journal of Clinical Virology (IJCV)
Email: [email protected]
Editorial Queries: [email protected]
Website: https://www.clinvirologyjournal.com/