How to Request the Addition of an Extra Author Before Publication

When and Why You Might Need Another Author

There may be occasions when the addition of another author is needed prior to publication.

For example, if data is added to the article, additional scientific authorship might be necessary.

The project may have expanded beyond its original concept to include a block of additional research. That research may be a necessary step towards the final conclusions of the article. In these cases, it may be necessary to change the authorship after submission in order to reflect the contributions of all.

Perhaps a reviewer has expressed concerns about certain aspects of an article, and the additional author is required to address those concerns before the article can be published.

In order to be considered an author, they must have participated in an aspect of the work and be able to publicly defend its conclusions. Additional authors must also contribute to the content of the article.

Of course, authorship is not always as clear cut as it seems. Many people and institutions are often involved in the final project, and identifying authorship and the order in which authors are listed in a project can be difficult at times.

Clarify the Reason for the Request

There are ethical, political and personal issues that come into play. An inclusion of authorship in a major publication has important ramifications to one’s professional future. The stakes are high to ensure all that are listed are deserving, and that none that are deserving are omitted.

For further insight into the often complex issues and the guidelines used to identify authorship, please see our recent blog on this subject: Gift authorship and ghost authorship.

In addition, there are established guidelines that help determine authorship. For example, the ICMJE has the following criteria listed:

• Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
• Drafting the work or revising it critically for important intellectual content; AND
• Final approval of the version to be published; AND
• Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved.

To epitomize, any researcher who is involved with the initial research design, data collection and analysis, manuscript drafting, or final approval is considered to be an author.

Obtain Consent From all Authors for Additional Authorship

Once the reasons have been clarified and clearly stated, then all authors of the submission need to agree to the authorship addition. A letter, clearly stating the reason for the change and the new author list needs to be signed by all. Any additional authors may also need to send in a conflict of interest form and any additional requirements of the specific journal.

Here is a template that can be used for a change of authorship after submission from the Council of Science Editors:

Sample Letter for Author Addition/Deletion

Date
Editorial Office
Address
Address
City State Zip
Dear Editor:

We, the undersigned authors, agree to the [ADDITION/DELETION] of [NAME] from/to the authorship on our manuscript [#NUMBER] entitled [TITLE] and acknowledge the order of appearance as [NEW AUTHORSHIP LIST HERE]. (If adding author, new author must sign; if deleting author, deleted author must sign.)
Sincerely,

Author name _________________________________
Author name _________________________________
Author name _________________________________
Author name _________________________________
Author name _________________________________

Only then can the review move forward towards possible publication, but it still requires final approval of the publishing journal.

If there is no unanimous agreement amongst all of the authors, the review/publication process must be suspended until an agreement is reached. This may require the involvement of the institutions associated with the respective authors.

Of course, it is best to start discussions regarding authorship from the very beginning of a project in order to avoid a conflict that may later threaten publication. As the project progresses, issues may arise that require discussion and/or renegotiation of authorship.

The earlier a potential conflict is identified and addressed, the better. In fact, discussions regarding authorship should be set at regular intervals throughout the process and be completely transparent to all involved.

Signing a contract at the beginning of a project, listing the intended authors and their position is a critical first step. There should be an understanding of the contributions of each person involved. If there is a significant change in those expectations, then the order or the number of authors may need to change.

You can choose a scorecard system that defines each individual’s contribution to the document, and in what order they should be listed. For example, there are scorecards that you can find online. These rate everything from coming up with the idea for the research, to putting together the research plan and design. Other aspects include the extent of writing and overseeing the submission of the research to applicable journals, etc.

This is best used at the beginning of a project to establish expectations and not after a conflict has already emerge.

If the authors are not able to resolve an authorship disagreement, then they may take the next step of involving their institutions. For example, a grad student that does not feel they are getting the recognition they deserve for research related to a dissertation may go to the department chair for guidance.

It is in everyone’s interest to establish authorship expectations at the beginning of a project and revisit the topic on a regular basis. At the heart of all conflicts are personal misunderstandings and feelings of not being appreciated or acknowledged for work done. Having open lines of communication and clear expectations are as essential to the success of a project as the actual research.

Final Steps

Once all authors are on board with the change the letter requesting the changes and the reasons is submitted. The additional author may have supplemental hurdles such as the submission of conflicts, or an authorship declaration. Furthermore, the contributor details will need to be amended if they were included in the initial publication.

The final decision is ultimately in the hands of the publishing journal.

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