Archives of Hospital Medicine

Policy on Inclusive and Respectful Author Name Changes

Archives of Hospital Medicine (eISSN: XXXX-XXXX, pISSN: XXXX-XXXX) (Arch Hosp Med)  

1.0 Preamble: Commitment to Dignity and Inclusion

The Archives of Hospital Medicine and its publisher, Yasrebi Hospital, are committed to fostering an inclusive, respectful, and equitable scholarly environment. We recognize that an author's name is a fundamental aspect of their identity, and there are legitimate, personal reasons for which an author may need to change their name on previously published work. These reasons include, but are not limited to, gender transition, marriage, divorce, religious conversion, or cultural affirmation.

Aligned with the principles of the Committee on Publication Ethics (COPE) and in support of the scholarly community, this policy establishes a clear, respectful, and confidential process for authors to update their names across the scientific record. Our primary goal is to respect author privacy and autonomy while preserving the integrity and interconnectivity of the scholarly record.

2.0 Core Principle: Two Pathways for Name Changes

We acknowledge that an author's need for privacy is paramount in certain circumstances. Therefore, this policy offers two distinct pathways for name changes, determined by the author's specific needs.

2.1 Pathway 1: Seamless and Private Updates (The "Invisible" Change)

This pathway is designed for authors who require a high degree of privacy, such as transgender and non-binary authors, or any author for whom public notification of a name change could pose a risk to their safety, privacy, or well-being.

• Process: Upon an author's request, the author's name will be updated directly on all versions of the article (HTML and PDF) hosted on our primary publishing platforms.
• No Annotation: This update will be made without the publication of a Corrigendum, Erratum, or any other public notification that would draw attention to the change.
• Metadata Synchronization: Publisher will proactively coordinate with secondary indexing and abstracting services to ensure the updated name is reflected in the article metadata across these databases. The original publication date and all other citation details will be preserved to maintain the article's place in the scholarly record.

2.2 Pathway 2: Standard Update with Notification

This pathway is available for authors whose primary concern is not privacy but who wish to ensure the continued visibility and accurate attribution of their work following a name change (e.g., after marriage or divorce).

• Process: The author's name will be updated directly on the article across all platforms.
• Optional Notification: In consultation with the author, a standard Corrigendum may be published to notify the readership of the name change. This decision will be made jointly with the author, weighing the benefits of clarity against the desire for a discreet update. The Corrigendum will be linked to the original article.

3.0 Guiding Principles for Implementation

• Author-Led Process: The author initiates the process and determines which pathway is most appropriate for their situation. No proof or justification for the name change is required.
• Confidentiality: All communications and requests related to name changes will be handled with strict confidentiality by a dedicated and trained team.
• Preservation of Record Integrity: The process is designed to update the record accurately without creating a false version of history. The scholarly contribution of the work remains unchanged and permanently citable. Digital Object Identifiers (DOIs) and other persistent identifiers will continue to resolve to the updated record.
• Comprehensive Updates: The update will be applied to the byline, the PDF and HTML text, and any other place where the author's name appears within the journal's publishing ecosystem.

4.0 Procedure for Requesting a Name Change

To initiate a name, change request, the author should:

1. Submit a Request: Send an email to the dedicated address: ahospitalmed@gmail.com
2. Provide Necessary Information: The email should include:
• The author's current name (as it appears on the published articles).
• The author's updated name (exactly as it should appear).
• A list of the articles to be updated, including the journal name, article title, and DOI or publication year where possible.
• Any specific preferences regarding the update process (e.g., a clear statement of the need for a private, "invisible" update under Pathway 1).

Upon receipt, a designated specialist will guide the author through the process, confirm the chosen pathway, and provide a timeline for the updates.

5.0 Support for the Scholarly Community

This policy reflects our commitment to aligning publishing practices with the values of diversity, equity, and inclusion. We encourage other stakeholders in the scholarly ecosystem, including institutions and funders, to adopt similar supportive policies.

This policy is subject to periodic review to ensure it continues to meet the evolving needs of the global research community.