Changing Affiliation After Paper Submission: A Guide for Authors

When you submit a paper for review, one aspect that you may want to address is your affiliation. Whether you need to change your affiliation due to a job move, a change in research focus, or other circumstances, it is essential to understand the implications and the process. This article provides a comprehensive guide on what to do if you need to change your affiliation after your paper has been submitted for review.

Understanding Affiliation Changes Before Submission

When starting a new research project, many authors begin by listing their current institutional affiliation. However, life happens, and sometimes you might find yourself in a situation where you need to change this affiliation. For instance, if you have been unaffiliated (e.g., a freelance researcher) and have recently joined a university or research institute, you may want to update your affiliation. Similarly, if you are affiliated with a university and are going through the submission process and then have any changes in affiliation, you have some time to update this information.

Contacting the Acquisitions Editor

The first step is to communicate with the acquisitions editor of the journal to which you have submitted your paper. Let the editor know about the change in your affiliation. While in some cases, the change might not affect the review process, it is always a good idea to inform the editor. For example, it is mentioned that once your paper is accepted, you can make changes including your affiliation. If you are still in the review process, the acquisitions editor can provide guidance on whether and how the change is possible.

Note: It is important to communicate this change as early as possible in the review process. If you delay, you might miss the opportunity to make changes that could impact the review, acceptance, or publication process.

Review Process and Affiliation Changes

After submission, your paper will undergo the review process. This involves referee comments, which you will need to address in a revised manuscript. It is during this revision stage that you can make adjustments to your affiliation. Your editor will inform you about the specific requirements and procedures for making such changes.

Journal-Specific Policies

It is crucial to be aware that different journals have different policies regarding changes to affiliations. Some journals might be more flexible, allowing for affiliation changes during the review process. However, others might be quite strict, not permitting any such modifications. You might also encounter journals that do not allow changes to the list of authors, including the addition or deletion of co-authors.

Tip: Always check the journal's author guidelines or contact the editorial office if you have any doubts about the journal's policies regarding affiliation changes. Transparency and early communication can help avoid misunderstandings and potential delays in the publication process.

Conclusion

In summary, while you can change your affiliation after a paper has been submitted, it is important to inform the acquisitions editor early in the process. The review process gives you an opportunity to update your affiliation, but each journal has its own specific procedures and policies. By staying informed and communicating effectively with the editor, you can ensure a smooth and efficient publication process.

Keywords

Paper Submission Affiliation Change Journal Guidelines