Key terms: withdrawal vs correction vs retraction
Authors often use the word “withdraw” to describe different actions. AAAI distinguishes these terms carefully because each has different implications for the scholarly record, indexing, and reader safety.
| Withdrawal (pre-publication) | Stopping processing of a submitted manuscript before formal publication. The manuscript is removed from the active workflow (and not published), subject to policy conditions. |
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| Correction (post-publication) | Publishing a notice that fixes errors while keeping the article in the record because core findings remain valid. |
| Retraction (post-publication) | Publishing a notice that the article is unreliable or ethically compromised. The article remains visible with a retraction label to preserve transparency. |
| Removal (exceptional/legal) | Rare: content may be removed only for legal reasons (e.g., court order, proven defamation, serious privacy risk). A “tombstone” notice is typically maintained. |
To ensure responsible use of editorial and reviewer resources, withdrawal charges may apply depending on the stage at which the manuscript is withdrawn. The following schedule will be used:
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If the manuscript is withdrawn before plagiarism checking: no fee is charged.
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If the manuscript is withdrawn after plagiarism checking but before peer review begins: a withdrawal fee of $549 is applicable.
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If the manuscript is withdrawn after peer review has commenced: a withdrawal fee of $749 is applicable.
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If the manuscript is withdrawn at the final proof stage (after acceptance and layout/production work): a withdrawal fee of $949 is applicable.
Record integrity principle
AAAI aims to preserve the scholarly record. Even when action is taken, the journal strives for a transparent, traceable public history of what changed and why.
When authors may request withdrawal
Authors may request withdrawal of a manuscript at certain points in the editorial process, typically before acceptance and publication. Common reasons include: identifying a major error, deciding to submit to a different journal, discovering authorship disputes, or finding that required ethics documentation is not available.
Acceptable reasons (examples)
- Major methodological error discovered after submission
- Ethics approval/consent concerns identified by the authors
- Duplicate submission occurred by mistake and must be corrected
- Authorship dispute that cannot be resolved promptly
- Decision to combine the work with a larger dataset for a future paper (with transparency)
Unacceptable reasons (examples)
- Attempting to withdraw after acceptance solely to avoid fees after consuming peer review resources
- Withdrawing because the author dislikes critical reviewer comments while still intending to publish elsewhere immediately
- Withdrawing to conceal suspected misconduct or to avoid an integrity investigation
- Withdrawing after online publication to “erase” the record without a valid reason
Professional responsibility
Submitting a manuscript initiates editorial and reviewer effort. AAAI expects authors to communicate promptly, respond to requests in good faith, and avoid actions that misuse the peer review system.
How to request a withdrawal (step-by-step)
Withdrawal requests must be made in writing and should come from the corresponding author on behalf of all co-authors. To protect all parties, AAAI may request confirmation from all co-authors before approving withdrawal.
1) Submit a written request: Email the editorial office with manuscript ID, title, and the reason for withdrawal.
2) Provide author confirmation: Include written consent from all authors (or AAAI may contact co-authors to confirm).
3) Clarify related submissions: Confirm whether the manuscript is under review elsewhere and disclose any related versions (preprints).
4) Resolve open checks: If an integrity investigation is in progress (plagiarism, ethics, data issues), withdrawal may be paused until resolved.
5) Receive final confirmation: Withdrawal is effective only after written confirmation from AAAI.
Minimum information to include
Manuscript ID, full title, corresponding author name, reason for withdrawal, confirmation that all authors agree, and a statement about whether it is submitted elsewhere.
Withdrawal rules by editorial stage
The impact of withdrawal depends on how far the manuscript has progressed. AAAI distinguishes between early-stage withdrawal, post-review withdrawal, post-acceptance withdrawal, and post-publication changes.
| Before peer review (initial screening / desk stage) | Withdrawal is usually straightforward once author confirmation is received. If integrity concerns exist, the journal may request clarification before closure. |
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| During peer review | Withdrawal may be approved, but authors must provide a clear reason and co-author consent. The journal may document the outcome internally to prevent duplicate submissions abuse. |
| After reviews / revision requested | Withdrawal is possible, but authors must respond formally. If major integrity concerns are present, the journal may continue evaluation of the concern even if authors wish to withdraw. |
| After acceptance / in production | Withdrawal is typically treated as a serious matter. Because editorial work, production preparation, and DOI/metadata steps may have begun, withdrawal may not be permitted without strong justification. |
| After publication | “Withdrawal” is not the correct mechanism. Post-publication changes use corrections, expressions of concern, retractions, or (rarely) legal removals. |
DOIs and permanence
Once an article is formally published and indexed with DOI/metadata, removing it without a public notice can harm the integrity of citations. AAAI follows record-preserving practices.
Administrative charges and fee-related considerations
In open access publishing, peer review management and production preparation involve real costs. AAAI’s fee structure, if applicable, is described on the APC and Charges Policy pages. This withdrawal policy clarifies how fees may be handled in relation to workflow stage.
General principles
- Editorial decisions are not influenced by payment status.
- Withdrawal requests should not be used to avoid legitimate processing costs after substantial work has been performed.
- Refund eligibility (if any) is governed by the Refund Policy and depends on stage and service completion.
Why stage matters
Early-stage withdrawals may involve minimal processing. Post-acceptance withdrawals typically occur after significant editorial and production resources have been used.
Post-publication actions: corrections, retractions, replacement, and removal
After publication, AAAI does not “withdraw” articles in the ordinary sense. Instead, the journal uses recognized post-publication mechanisms to protect readers and preserve transparency.
Corrections (errata / corrigenda)
Corrections are appropriate for honest errors that do not invalidate the main findings: typographical issues affecting interpretation, missing acknowledgments, mislabeled figures, or errors in affiliation. Corrections should describe what changed and link to the original article.
Retractions
Retractions may be issued when findings are unreliable due to major error, plagiarism, unethical research, fabrication/falsification, or severe reporting problems. Retraction notices are public and should state the reason in a factual manner. The original article typically remains accessible with a clear retraction watermark/label.
Article replacement (rare)
Replacement is rarely used and generally limited to cases where a corrected version is needed to address a serious error, while preserving a clear version history. If replacement occurs, AAAI maintains transparency about the changes and links between versions.
Legal removal (exceptional)
AAAI may remove content only when required by law or when there is a clear, serious legal risk (e.g., court order, verified defamation, or severe privacy breach). In such cases, a “tombstone page” (public notice) is normally maintained to explain that removal occurred and why, to preserve record continuity.
Reader safety and clinical responsibility
In medical publishing, post-publication actions must prioritize patient safety and clear communication. If content could cause harm, AAAI may act urgently to alert readers.
Withdrawal requests during investigations
If a manuscript is subject to an integrity investigation (e.g., plagiarism, data anomalies, forged authorship, peer review manipulation), AAAI may pause or decline withdrawal until the concern is resolved. This prevents withdrawal from being used to evade accountability or conceal misconduct.
Depending on severity and evidence, AAAI may notify relevant institutions, funders, or oversight bodies, consistent with responsible publishing practices. The goal is to clarify facts and protect the scientific record.
Author responsibilities and communication standards
AAAI expects timely and professional communication from corresponding authors on behalf of the author group. This includes: responding to revision requests, providing documentation when asked (ethics approvals, permissions), and notifying the journal if the manuscript is submitted elsewhere.
If authors become unresponsive after confirming intent to proceed, the journal may close the file after documented reminders. If an author is no longer interested in publishing with AAAI, the correct approach is to submit a formal withdrawal request promptly.
Good practice
Decide early. If you intend to withdraw, do so before requesting extensive peer review or production work. This respects reviewer time and editorial resources.
Frequently asked questions
Is my manuscript withdrawn as soon as I email the journal?
No. Withdrawal is effective only after AAAI confirms approval in writing. Until then, the manuscript remains in the journal’s workflow.
Do all authors need to agree to withdraw?
Typically yes. AAAI may request confirmation from all co-authors to prevent disputes or unauthorized withdrawal.
Can I withdraw after acceptance?
Post-acceptance withdrawal is generally discouraged and may not be permitted without strong justification, because substantial editorial/production work may already be completed.
What if I find a serious error after publication?
Contact the editorial office immediately. AAAI will evaluate whether a correction, expression of concern, or retraction is appropriate to protect readers and the record.
Will the journal remove my published article if I request it?
Generally no. Post-publication requests are handled through corrections or retractions. Removal is rare and typically limited to legal or severe privacy reasons, with a public notice.
