Refund Policy

The Journal of the Artificial Intelligence Engineers Consortium (JAIEC) strives to maintain transparency and fairness in all financial transactions related to manuscript processing, publication fees, and print-on-demand services. This Refund Policy outlines the conditions under which refunds may be granted and the procedures for requesting a refund.

1. Refund Eligibility

Refunds may be requested under the following circumstances:

  • Manuscript Withdrawal Before Peer Review: If the corresponding author requests to withdraw the manuscript before the peer review process begins, a full refund of any manuscript processing fees paid will be provided. This is contingent upon the submission being withdrawn before any significant editorial work is done.

  • Manuscript Withdrawal After Acceptance: If the manuscript is withdrawn after it has been accepted for publication but before the publication process has begun, authors may be eligible for a partial refund, subject to an assessment of the stage the manuscript is in. The amount refunded will depend on the work already carried out (e.g., editorial work, proofreading, etc.).

  • Technical or Editorial Errors: If the manuscript is affected by a technical issue or editorial error that prevents it from being published, a full refund will be provided. This includes errors on the part of the journal, such as incorrect formatting or missing components that cannot be corrected before publication.

  • Refund for Print Orders: If a printed copy of the journal or article is ordered and the print-on-demand service is unable to fulfill the request due to a technical issue, a full refund will be provided.

2. Non-Refundable Fees

The following fees are non-refundable:

  • Peer Review and Editorial Processing Fees After Peer Review Begins: Once the peer review process has started, no refunds will be issued for any manuscript processing fees paid.

  • Accepted Articles in Production: Once an article has been accepted and enters the production phase (i.e., formatting, typesetting, or proofing), no refund will be issued, as substantial work has been completed on the manuscript.

  • Print-on-Demand Fulfillment: Refunds will not be issued for printed copies once they have been shipped or printed, except in cases where the journal fails to deliver the correct item or there is a defect with the printed materials.

  • Author Fees for Online Publication: For authors requesting to publish their article online before print, if the article has already been published in the online edition, no refunds will be granted.

3. Refund Procedure

To request a refund, authors or customers must follow the procedure outlined below:

  • Submission of Request: A formal request for a refund must be submitted in writing (via email) to the editorial office, clearly stating the reason for the refund request. The request must include the manuscript reference number or details of the print order.

  • Refund Processing Time: Refund requests will be processed within 10-15 business days of receiving the request. The journal will assess the situation and determine the eligibility for a refund based on the stage of the publication process or the issue raised.

  • Refund Approval: Once the refund request is reviewed and approved, authors will receive a confirmation email. The refund will be issued via the same payment method used for the transaction, unless otherwise agreed upon.

  • Partial Refunds: In cases where a partial refund is applicable (such as for withdrawals after peer review but before publication), the refund amount will be calculated based on the work already completed, and the author will be notified of the exact refund amount.

4. Payment Methods for Refunds

Refunds will be issued using the same payment method as the original transaction. For payments made via credit card, PayPal, or bank transfer, refunds will be processed through the same channels. In exceptional cases where this is not possible, the journal will coordinate with the author to arrange an alternative payment method for the refund.

5. Conditions for No Refund

Refunds will not be granted under the following conditions:

  • If the manuscript has been published online or in the print edition of the journal.

  • If the manuscript has been accepted, and the author fails to respond to revision requests in a timely manner.

  • If the author fails to pay the required fees on time, resulting in the manuscript being automatically rejected or removed from the review process.

  • If the requested print copy is damaged by external factors during shipping (e.g., mishandling during delivery).

6. Refund Requests Due to Non-Publication

  • Unpublished Manuscripts: If a manuscript is not accepted for publication, the author is not entitled to a refund of the manuscript processing fee. However, if the manuscript is rejected before any review work is done, the fee may be refunded upon the author’s request.

  • Delayed Publication: If the publication of a manuscript is significantly delayed due to unforeseen circumstances (e.g., editorial or production delays), the author may request a partial refund. Such requests will be evaluated on a case-by-case basis.

7. Policy Revision

  • The Refund Policy may be revised periodically to ensure it meets the evolving needs of the journal and its authors. Any changes to the policy will be communicated to the authors via email or published on the journal's website.

By providing this Refund Policy, the Journal of the Artificial Intelligence Engineers Consortium aims to ensure transparency, fairness, and clarity for authors and customers, while maintaining the high standards of quality and service that are integral to the journal’s mission.