Jurnal Civics: Media Kajian Kewarganegaraan is committed to maintaining the integrity and accuracy of the scholarly record. When errors, ethical problems, or misconduct come to light in a published article, the journal corrects the record openly through formal notices. This policy explains:

• the types of notices the journal uses;
• how authors withdraw a manuscript before publication;
• the step-by-step procedures for corrections and retractions;
• how to submit a request, with ready-to-use letter templates.

It follows the COPE Retraction Guidelines, the ICMJE Recommendations, and the NISO CREC Recommended Practice. It should be read together with the journal’s Post-publication Discussions and Corrections and Research Misconduct policies.

Part 1. Withdrawal before Publication

• Authors may withdraw a manuscript at any stage before acceptance by sending a written request to the editor, signed or confirmed by all authors and stating the reasons. A manuscript is considered withdrawn only after the editor confirms the withdrawal in writing. Until then, it must not be submitted to another journal.
• Withdrawal after acceptance is allowed only for compelling reasons, such as a serious error discovered by the authors or an ethical problem. It requires the editor’s approval.
• An article published online (including as Online First) cannot be withdrawn. It can be corrected or retracted only through the procedures below.
• If the editors suspect misconduct, they may continue to handle the case under the Research Misconduct policy even after the manuscript has been withdrawn.

Part 2. Types of Notices

2.1 Erratum (publisher’s correction)

• When: a significant error introduced by the journal during copyediting, typesetting, or publication, such as wrong author names, affiliations, figures, tables, or metadata.
• Action: the article file and metadata are corrected and an erratum notice is published. The notice describes what was wrong and what has been corrected.

2.2 Corrigendum (author’s correction)

• When: a significant error made by the authors that affects the scholarly record but does not invalidate the main findings or conclusions. Examples include an incorrect data value, table, figure, or reference; an omitted funding source or conflict of interest; or a wrong affiliation.
• Not covered: minor errors that do not affect understanding or citation (e.g., spelling, punctuation, or formatting). These are normally not corrected.
• If the error invalidates the conclusions, retraction (3.5) is considered instead. Where the authors made an honest error and can present corrected, valid findings, a retraction with replacement may be considered.

2.3 Changes to authorship

• Requests to add, remove, or reorder authors after publication must give the reasons, be signed by all authors (including any author being removed), and be supported by the CRediT contribution statement. The change is published as a corrigendum.
• If the authors disagree, the journal does not resolve the dispute itself. It follows COPE guidance and refers the matter to the authors’ institution(s); the article is not changed until the dispute is resolved.
• Name changes for personal reasons (e.g., marriage or gender transition) are made on request. If the author prefers, this is done discreetly, without a public notice, and the metadata are updated with Crossref.

2.4 Expression of concern

• When: serious doubts exist about the reliability or integrity of an article, but the evidence is inconclusive, the authors’ institution will not investigate, or an investigation is ongoing and will take time.
• Action: a notice is published that explains the concern without drawing premature conclusions. Once the matter is resolved, it is followed by a correction or retraction, or by an update stating that the concern has been resolved.

2.5 Retraction

• When:
  • the findings are unreliable because of major error or misconduct (fabrication or falsification);
  • plagiarism or redundant publication;
  • unethical research, or use of data without authorisation;
  • compromised peer review;
  • failure to disclose a major conflict of interest that would have affected the editorial decision.
• Who: the authors may request a retraction, or the editors may start one. The editors make the final decision. Where possible, the wording of the notice is agreed with the authors, but the editors may retract without the authors’ agreement.
• Action:
  • the article remains online, with every page watermarked “RETRACTED”;
  • the metadata are updated;
  • a retraction notice is published, stating the reason, who initiated the retraction, and whether misconduct was found, while distinguishing honest error from misconduct.

2.6 Removal

• When: only in exceptional cases, where the article is clearly defamatory, infringes others’ legal rights, is subject to a court order, or poses a serious risk to the safety of participants or the public if acted upon (for example, identifiable personal data).
• Action: the full text is removed, and the title, authors, DOI, and a notice explaining the legal or safety reason remain online.

Part 3. Choosing the Right Action

Part 4. Step-by-Step Procedure for Corrections

1. Request. The corresponding author (on behalf of all authors) or any reader emails the editorial office with the subject line “Correction request – [article DOI]”. The email should include:
   • the article title and DOI;
   • the exact location of the error (page, paragraph, line, table, or figure);
   • the wrong text and the proposed corrected text;
   • an explanation of how the error arose and whether it affects the results or conclusions;
   • for author requests, a statement that all co-authors agree.
2. Acknowledgement. The editorial office confirms receipt within 7 working days.
3. Assessment. The editor checks the significance of the error and its effect on the findings, consulting the authors and, if needed, the original reviewers or an independent expert. The editor decides on the type of notice: no action, erratum, corrigendum, expression of concern, or retraction.
4. Drafting the notice. The editorial office drafts the notice in plain, factual language. It cites the original article in full, describes the error, and gives the correction. Authors approve the wording of a corrigendum, normally within 14 days.
5. Production. The notice is typeset, given a DOI, and published online. For an erratum or corrigendum, a corrected version of the article may be uploaded, with a note on its first page giving the date and nature of the correction.
6. Linking and indexing. The notice and the original article are linked in both directions. Metadata are deposited with Crossref (including Crossmark status updates where available) and shared with the indexing databases that cover the journal.
7. Issue inclusion. The notice is included in the next available issue and listed in its table of contents.
8. Closure. All parties are informed. Corrections and retractions are normally completed within 60 days of the decision; integrity cases may take longer if they depend on institutional investigations.

Part 5. Step-by-Step Procedure for Retractions

1. Trigger. A retraction may follow a request from the authors, a finding from an institutional investigation, the outcome of the journal’s assessment under the Research Misconduct policy, or a notification from another journal or publisher.
2. Assessment. The editors review the evidence. Where needed, they consult independent experts, the editorial board, or COPE, and they decide whether retraction is the proportionate response or whether a correction or expression of concern is more appropriate.
3. Consultation with the authors. The editor informs all authors of the intended retraction, explains the reasons, and invites their response within 30 days. Where possible, the wording of the notice is agreed with the authors. If the authors do not respond or do not agree, the editors may proceed, and the notice will state the authors’ position.
4. Decision. The Editor-in-Chief makes the final decision and documents its basis.
5. Retraction notice. The notice is titled “Retraction: [article title]” and includes:
   • the full citation of the retracted article;
   • who requested the retraction;
   • a clear reason, distinguishing honest error from misconduct;
   • whether the authors agree.
   The notice is objective and factual and contains no defamatory statements. It is freely accessible.
6. Marking the article. The retracted article remains online, with a “RETRACTED” watermark on every page of the PDF and a clear label on the HTML/landing page. The article page links to the retraction notice, and the metadata are updated.
7. Registration and indexing.
   • The notice receives its own DOI and is registered with Crossref, including Crossmark updates where available.
   • It is reported to the indexing databases that cover the journal.
   • It is included in the next issue.
8. Communication. The authors, the person who raised the concern, and (where relevant) the authors’ institutions and funders are informed.
9. Timing. A retraction is published as soon as possible, normally within 30 days of the decision.

Part 6. Model Wording for Notices

Part 7. How to Submit a Request

7.1 Who may submit

• Correction (corrigendum) or retraction requested by the authors: the corresponding author, on behalf of and with the written agreement of all co-authors.
• Withdrawal of a manuscript under review: the corresponding author, with the agreement of all co-authors.
• Report of an error or concern in a published article: anyone, including readers, reviewers, institutions, and other editors.

7.2 Channel

1. By email to the editorial office, addressed to the Editor-in-Chief and using the subject lines below.
2. Through OJS: if the manuscript is still in the workflow, log in, open the submission, and send a message to the editor through Discussions (“Add discussion”). Attach the request letter.

7.3 Required documents and information

• The submission ID (for manuscripts) or the full citation and DOI (for published articles).
• A request letter signed by the corresponding author, or a scanned signed letter, and the written agreement of every co-author. A copy of each co-author’s confirmation email is acceptable.
• For corrections:
  • the exact location of the error (page, paragraph, line, table, or figure);
  • the incorrect text;
  • the corrected text;
  • the cause of the error;
  • whether it affects the findings or conclusions.
• For corrections to tables or figures: the corrected table (in Word) or figure (at least 300 dpi).
• For retractions: a clear explanation of the reason and any supporting evidence, such as institutional findings or a description of the error.
• For reader reports: specific evidence, such as overlapping passages with their sources, data comparisons, or documents.

7.4 Request letter templates

(a) Withdrawal of a submitted manuscript

(b) Correction of a published article

(c) Retraction requested by the authors

7.5 What happens after you submit

1. You receive an acknowledgement with a case number within 7 working days.
2. The editor assesses the request and may ask for further information or documents.
3. You are informed of the decision and the proposed type of notice.
4. For corrigenda, you approve the wording and the corrected file. For retractions, you may comment on the notice.
5. The notice is published, and you receive the link and DOI.

Part 8. How Notices Appear to Readers

• On the article page: a clearly visible label (e.g., “Corrected”, “Expression of Concern”, “Retracted”) with a link to the notice. The publication history shows the dates of the original publication and of each change.
• In the PDF:
  • a corrected article has a note on its first page giving the date and nature of the correction;
  • a retracted article has a “RETRACTED” watermark on every page;
  • the original version remains accessible for transparency where appropriate.
• In the issue: every notice is listed in the table of contents of the next available issue under “Corrections” or “Retractions”.
• In metadata and indexes: each notice has its own DOI. Notices are linked through Crossref (including Crossmark where available) and reported to the indexing databases, so that the status of the article is visible wherever it is cited.

Part 9. Timeline Summary

Part 10. Frequently Asked Questions

Can I simply upload a corrected file myself? No. Published files can be changed only by the journal, through a formal notice.

Will a correction harm my reputation? No. Promptly correcting an honest error is good research practice and is viewed positively.

Can a retracted article still be cited? It remains visible, but anyone citing it should state that it has been retracted.

Is there a fee for corrections or retractions? No.

What if co-authors disagree? The editors will not act on a request that lacks the agreement of all authors, unless there is clear evidence of error or misconduct. Disputes are referred to the authors’ institutions, following COPE guidance.

Can I republish a withdrawn manuscript elsewhere? Yes, once the journal has confirmed the withdrawal in writing, unless the withdrawal was connected to misconduct.

Sources

• Committee on Publication Ethics. (2017). Core practices. https://publicationethics.org/core-practices
• Committee on Publication Ethics. (2019). Retraction guidelines (Version 2). https://doi.org/10.24318/cope.2019.1.4
• Committee on Publication Ethics. (n.d.). Flowcharts [Guidance on suspected plagiarism, fabricated data, redundant publication, authorship changes, and ethical concerns]. https://publicationethics.org/guidance/Flowcharts
• Crossref. (n.d.). Crossmark. https://www.crossref.org/services/crossmark/
• Fang, F. C., Steen, R. G., & Casadevall, A. (2012). Misconduct accounts for the majority of retracted scientific publications. Proceedings of the National Academy of Sciences, 109(42), 17028–17033. https://doi.org/10.1073/pnas.1212247109
• International Committee of Medical Journal Editors. (2024). Recommendations for the conduct, reporting, editing, and publication of scholarly work in medical journals (Section III.A: Corrections, retractions, republications, and version control). https://www.icmje.org/recommendations/
• National Information Standards Organization. (2024). Communication of retractions, removals, and expressions of concern (CREC) (NISO RP-45-2024). https://doi.org/10.3789/niso-rp-45-2024
• Wager, E., & Kleinert, S. (2012). Cooperation between research institutions and journals on research integrity cases: Guidance from the Committee on Publication Ethics (COPE). Maturitas, 72(2), 165–169. https://doi.org/10.1016/j.maturitas.2012.03.011