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1. Purpose

This policy provides a clear and transparent framework for addressing errors identified in the University of Malawi (UNIMA) journal articles. Its purpose is to maintain the accuracy, integrity, and trustworthiness of the scholarly record by ensuring that errors or ethical breaches identified after publication are addressed through consistent, fair, and evidence-based procedures.

2. Scope

This policy applies to all content published in UNIMA journals, including: Original research articles; Review articles; Case studies and reports; and Policy briefs, letters, and other published items.

3. Types of Post-Publication Notices

3.1 Corrections (Erratum / Corrigendum)

A correction is issued when errors affect the clarity or interpretation of published work without compromising its overall scholarly validity. Corrections are appropriate for:

• Errors in data, labels, or captions that do not alter the main findings;
• Incorrect author affiliations or contact details; and
• Significant typographical or formatting errors that obscure meaning.

3.2 Expressions of Concern

An expression of concern may be published where an investigation into potential misconduct or error is ongoing, and the editorial board has reasonable grounds for concern, but a final determination has not yet been reached. It is a provisional notice and does not prejudice the outcome of any investigation.

3.3 Retractions

A retraction is reserved for cases where the findings of a published article are no longer reliable or where the work is ethically compromised. Retractions are appropriate where there is evidence of:

• Research misconduct: data fabrication, falsification, or plagiarism;
• Ethical breaches: failure to obtain required ethics approvals or undisclosed major conflicts of interest;
• Major errors: analytical or methodological flaws that invalidate the conclusions; or
• Legal issues: redundant publication, copyright infringement, or defamation.

The definition of publication misconduct and the criteria for plagiarism-related retractions are set out in the Publication Ethics and Malpractice Policy and the Anti-Plagiarism Policy, respectively.

4. Procedures

1. Notification: Concerns regarding published content must be submitted in writing to the journal's Editorial Office via the official submission system or by email.
2. Preliminary Assessment: The Editor-in-Chief reviews the concern to determine the nature of the error or the gravity of the allegation.
3. Investigation: For complex cases or potential retractions, the Editor-in-Chief may consult the Editorial Board or independent subject experts. Authors are formally notified and given a reasonable timeframe to respond to the findings.
4. Determination: The Editor-in-Chief makes the final decision to issue a correction, an expression of concern, or a retraction, based on the evidence gathered.
5. Implementation: Approved notices are drafted by the Editorial Office and prepared for publication.

5. Author Responsibilities

• Authors are responsible for promptly notifying the journal of any errors discovered in their work after publication.
• Authors must cooperate fully during the erratum or retraction review process.
• Authors remain accountable for the accuracy and integrity of their work, even after publication.

6. Editorial Responsibilities

• The Editor-in-Chief is responsible for managing investigations fairly and ensuring that decisions are based on evidence and ethical standards.
• UNIMA journals will ensure timely, fair, and transparent handling of all errata and retractions.
• All corrections follow ethical standards consistent with Policy 1: Publication Ethics and Malpractice Policy and with COPE guidelines.
• UNIMA shall provide the institutional support and digital infrastructure necessary to preserve the scholarly record and host post-publication notices.

7. Communication and Transparency

• Linkage: All correction or retraction notices must be clearly linked to the original article in both digital and print versions.
• Content of Notice: Notices must include a full citation of the original work, a clear description of the error or reason for retraction, and the identity of the party initiating the action.
• Accessibility: To ensure full transparency, all post-publication notices shall be published as open-access content.

8. Record Keeping and Indexing

• Preservation: Original articles are not removed from the journal's archives unless legally required. Retracted articles will remain accessible but will be clearly marked as 'RETRACTED' on every page.
• Updates: The journal will notify relevant indexing services and databases of any retractions or major corrections to ensure the wider scholarly community is informed.

9. Policy Review

The policy will be reviewed from time to time or as developments in publication ethics require. Any revisions will be communicated to all journal editors and made publicly available on the UNIMA website.