Fair Authorship Guidance

Introduction

This guidance reflects best practices for authorship and publication ethics, and has been synthesised from various existing College, School and Research Centre policies across the University of Edinburgh. 

This guidance helps to determine authorship on research publications across the University of Edinburgh, ensuring alignment with academic integrity, ethical standards, and institutional and funder expectations. All research staff, students, and collaborators should adhere to these guidelines to foster transparency, fairness, and responsible scholarship in academic publishing.

General Principles of Authorship

Authorship Criteria 

Authors should meet all four of the following criteria:

• Substantial Contribution to Research: Authors should have contributed substantially to the conception, design, acquisition, analysis, or interpretation of data.
• Drafting or Revising the Manuscript: Authors should have contributed to drafting or revising the manuscript critically for important intellectual content.
• Approval of the Final Version: Authors should approve the final version to be published and agree to be accountable for all aspects of the work.
• Accountability: Authors should be able to identify their contribution to the work and be accountable for any part of the publication in terms of accuracy and integrity.

Order of Authorship

• First Author: The first author is typically the individual who has made the most significant intellectual and practical contribution to the publication and manuscript preparation.
• Last Author: The last author often signifies the principal investigator or the senior author who supervised the research.
• Middle Authors: Middle authors should be listed in accordance with the level of their contribution, considering both intellectual and practical aspects of the research.

Corresponding Author 

The corresponding author is the individual responsible for managing communication with the publisher, responding to reviewers, and coordinating the manuscript submission process.

Determining Authorship

Collaborative Research 

When multiple institutions or research groups are involved, the inclusion and position of each contributor must be determined based on their input. Authorship (specifically inclusion, placement and ordering) should be discussed and agreed upon early in the research process to avoid any misunderstandings that may arise later on.

Use of Research Facilities

Acknowledging facilities is essential when their resources or services significantly contribute to the research. However, simply using a core facility does not automatically grant authorship. Acknowledgment in the publication is an appropriate recognition unless the facility's contribution meets the criteria for authorship.

Order of Contribution 

Contributions should be transparently discussed among co-authors. A clear understanding of each person’s role (e.g., data analysis, writing, project design) should guide the order of authorship. Managing everyone’s expectations early on can avoid problems later down the line.

Consider the various contributions others have made to the publication. It is important to recognise everyone’s input. Contribution should be credited using the CRediT taxonomy where possible or additional authorship categories added where it is not. When someone’s contribution does not meet the criteria for authorship, they should be acknowledged instead.

 Accountability

Each author must ensure that the manuscript is free from plagiarism, fabrication, and falsification of data. They must also ensure the work adheres to ethical standards, such as avoiding conflicts of interest, respecting human and animal welfare, and complying with any relevant legal and regulatory requirements.

Acknowledging Contributions

Those who contributed to the work but do not meet the authorship criteria should be acknowledged in the "Acknowledgments" section of the publication.

Compliance with Ethical Standards 

All authors must ensure that the publication complies with institutional and funder ethics guidelines, including obtaining informed consent from research participants and adhering to relevant research policies (see comprehensive list below). 

Special Considerations

Disputes over Authorship 

Any disputes regarding authorship should be addressed as early as possible. If a resolution cannot be reached through discussion, the matter should be escalated to the relevant research Ethics Committee or Head of School or College.

Ghost and Guest Authorship

• Ghost Authorship: This occurs when a person who has made substantial contributions to the research or manuscript and is not credited as an author and should be avoided.
• Guest Authorship: This occurs when an individual is named as an author without contributing significantly to the work and should be avoided.

Research Integrity and Publication Ethics

Authors must adhere to the University of Edinburgh’s Research Integrity Policies and the Research Staff Code of Practice for publishing responsibly. This includes avoiding manipulation of authorship for personal or professional gain.

Plagiarism

All authors must ensure their work is original and properly referenced. Plagiarism is a serious academic violation and will be dealt with according to the University’s misconduct procedures. according to the University’s disciplinary procedures.

Data Fabrication and Falsification

The integrity of the data presented in a publication must not be compromised. Fabricating or falsifying data is prohibited and subject to institutional disciplinary procedures. A Data Availability Statement should be included in all publications where data is used in the work, detailing how readers access or request access to underlying research data. 

Conflicts of Interest 

Authors must declare any financial or personal conflicts of interest that could potentially influence the research or its interpretation. This declaration should be made in the manuscript’s acknowledgment section, or in the placement required by the journal’s submission guidelines.

Authorship and Acknowledgments in Collaborative Publications

In collaborative publications, proper acknowledgment must be made to funding bodies, research teams, and supporting facilities. If a contributor does not meet the criteria for authorship, they should be recognized in the acknowledgments.

Role of The University

Supporting Fair Authorship 

The University of Edinburgh supports authorship transparency and fairness in all publications. Colleges and Schools should provide clear guidance on authorship expectations and facilitate discussions around authorship order and contribution.

Training and Awareness 

Training opportunities on publication ethics and authorship guidelines is provided to research staff, particularly early-career researchers, to promote ethical publishing practices.

Fair Access to Resources

Facilities and research resources should be accessible in a fair and equitable manner. Any resource that contributes to a publication must be acknowledged appropriately.

Responsible Research Assessment

The University of Edinburgh is a signatory to the San Francisco Declaration on Research Assessment (DORA) and the Coalition for Advancing Research Assessment (COARA). These highlight the need to assess research on its own merits rather than use journal metrics as a proxy for quality, and to use publication-based metrics responsibly. 

 This guidance serves as a framework for fair and ethical practices in authorship and publication within the University of Edinburgh. All staff, students, and collaborators are expected to engage with these guidelines and uphold the university’s commitment to research integrity and transparency in academic publishing.

Further Guidance

For further details on specific departmental guidelines, please refer to the associated department or school policies, including:

IAD Good Conduct in Authorship and Publication Practice - An Introductory Guide

CMVM Fair Publications Policy

Geosciences Authorship policy and guidance

School of Engineering Publications Ethics Policy

Biological Sciences