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Authorship and Statement of Authorship and Location of Data form

Frequently asked questions

Reference: Statement of Authorship and Location of Data Form

1. Are researchers who have submitted publications in the first half of 2009, required to complete the Statement of Authorship and Location of Data form? What is the effective date?

The University has had a policy requirement for submission of Statement of Authorship and Location of Data forms since 1998. However use of the revised Statement of Authorship and Location of Data form should occur from the date at which its existence was advised to the University community, ie 9 June 2009.

2. When should a researcher who has already commenced their research and is aiming to publish their findings be required to submit their Statement of Authorship and Location of Data form?

The Statement of Authorship and Location of Data form should be completed at the time a research output is submitted for publication.

3. Does a form have to be filled out if there is a single authored publication?

Since the executive author is also certifying that research has been conducted according to the requirements of the Australian Code for the Responsible Conduct of Research (PDF 508kb) and is certifying storage of data then yes, this form should be lodged for single authored publications.

4. Should a form be filled out for papers that are already under review? (In other words, from what date and time is the form mandatory?)

The Statement of Authorship and Location of Data form is mandatory from the 9 June 2009. Any publications that are undergoing review from the 9 June 2009 must have a Statement of Authorship and Location of Data form completed.

5. When co-authors are overseas or interstate, is an e-mail stating that they agree with the form sufficient or should the form be mailed back and forth?

Whilst original signatures are preferred the Code allows for faxed or emailed acceptances.

6. Is a Statement of Authorship and Location of Data form required for those publications that the University counts as 'Internal' publications (ie those that fall under categories A2, A3A, A3B, BI, C2, C5, D, E2, E4A, E4B, I, J and K)?

The Code makes no distinction on publication category for Statement of Authorship and Location of Data compliance and therefore this form should be completed for the publication categories mentioned above.

7. Does a paper rejected by a journal and resubmitted elsewhere require a new form/signatures every time it is submitted?

It is recommended that only one Statement of Authorship and Location of Data form be used for each publication and that if a publication is rejected by one journal and subsequently submitted to another journal that the name of the new journal be inserted on the existing Statement of Authorship and Location of Data form. This is provided that there is no substantial change made to the publication and authorship remains the same. If substantial changes have been made, then a new Statement of Authorship and Location of Data form must be used.

8. What if the executive author is based overseas and declines to sign the form?

If the executive author is based overseas then they will be bound by the codes and guidelines pertaining to that country. In cases where the executive author refuses to sign the form, then the UniSA co-author must take the role of the executive author and sign the form, stipulating that the executive author has refused to sign the form.

9. Can the Statement of Authorship and Location of Data form be incorporated into the forms submitted with the School's collection of publication data for RIS?

A Statement of Authorship and Location of Data form should be submitted at the time of submission to a publisher. The Higher Education Research Data Collection (HERDC) publication collection occurs after a paper has been submitted. At this time, the two forms must be completed. A HOS may find the Statement of Authorship and Location of Data form useful for compiling the HERDC.

10. What penalty is there for failing to complete and submit a Statement of Authorship and Location of Data form?

The completion and submission of a Statement of Authorship and Location of Data form is a requirement of the University Authorship Policy. Any breaches of this policy will be managed in accordance with the Australian Code for the Responsible Conduct of Research, other relevant University policies and procedures and industrial instruments where appropriate.

11. Can we use the 'journals form' or the Statement of Authorship and Location of Data form or are we required to submit both?

It is suggested that the executive author signs the Statement of Authorship and Location of Data form and the journal author declaration form be attached as evidence of the other authors' signatures.

12. How long should the Statement of Authorship and Location of Data form be stored?

The storage period for the Statement of Authorship and Location of Date form is the same period as the data storage period for the research study in question. (Refer also University policy, Ownership and Retention of Data RES-17.0, clause 4 in particular.)

13. Is it acceptable to store electronic (scanned) copies of the Statement of Authorship and Location of Data forms rather than hard (paper) copies?

Provided the signed Statement of Authorship and Location of Data forms are accessible, the Head of School can choose whether they store the forms electronically or in paper format.

14. What version of the publication arising from the research must be attached to the Statement of Authorship and Location and data form?

The version submitted to the journal or conference etc.

 

Research Integrity, Accountability and Compliance Committee (13 July 2009)