Conflict of Interest Policy
The conflict of interest policy is an essential component of Editorial Mar Caribe’s (EMC) ethical and governance framework. Its main objective is to ensure transparency, impartiality, and integrity in decision-making, preventing personal or external interests from interfering with the professional responsibilities of the editorial committee, authors, funders, and external peer reviewers. This type of policy not only protects the publisher’s reputation but also strengthens the trust of readers and society at large. A conflict of interest arises when the personal benefits of an individual, such as a board member, executive, or committee member, conflict with their professional obligations, compromising their ability to act impartially. To address these challenges, Editorial Mar Caribe (EMC) implements and consistently enforces clear policies that define and constitute a conflict of interest, the procedures for identifying it, and the actions necessary to manage it. In this case, the Ethics Committee is responsible for this task and establishes specific guidelines for all those involved in the editorial process, in order to prevent and manage conflicts arising from their activities.
At Editorial Mar Caribe (EMC), as a non-profit entity, informed and open access policies are essential to maintaining transparency and impartiality in its operations. Identifying, disclosing, and managing potential conflicts are key steps to ensure that decisions align with the organization’s values and objectives. Furthermore, the conflict of interest policies systematized in this document highlight the importance of establishing specialized committees and conducting periodic reviews to ensure the effectiveness of these measures. This is done with the support of academic and research vice-rectorates at universities in the region, as established in the internal statutes and reported in the sections: «Peer Review» , «Editorial Policies» , «Standards for Authors» , and «Code of Ethics» of the website: https://www.editorialmarcaribe.es .
General principles:
- Clear definition of conflict of interest policies: EMC’s conflict of interest policy typically includes a definition of what constitutes a conflict of interest, procedures for disclosure, and mechanisms for resolving conflicts. It also outlines the roles and responsibilities of committee members, authors, reviewers, funders, and governing bodies in managing these situations (Ethics Committee). This process helps the publisher maintain ethical governance and avoid legal and reputational risks.
- Ethical Governance and Transparency: As a nonprofit organization, we maintain the trust of our stakeholders. This is because our editorial processes are supported by donations and grants, so trust and transparency are paramount. Donors, authors, reviewers, and readers need assurances that the organization operates ethically and prioritizes its mission over individual interests. EMC adopts a conflict of interest policy that demonstrates a commitment to ethical governance and fosters a culture of openness.
- External audits: The editor-in-chief, ethics committee, and external peer reviewers can require periodic disclosure updates, such as annual or semi-annual statements, and integrate these systems with other governance tools. This approach ensures that even evolving conflicts, such as changes in financial interests or external affiliations, are promptly identified. Furthermore, anonymized data from these disclosures can be analyzed to identify patterns and refine organizational policies.
- Internal Audits: Editorial Mar Caribe establishes internal audit teams dedicated to managing conflicts of interest. These teams may conduct periodic reviews of disclosed information and investigate anomalies.
- Implementing proactive monitoring systems: Editorial Mar Caribe can leverage artificial intelligence (AI) and machine learning (ML) tools to identify potential conflicts of interest before they become ethical violations. Through AI-powered platforms (plagiarism detectors, grammar checkers, citation and bibliography managers, metadata, IP address lookups, and AI detectors), they can cross-reference authors’ affiliations, financial transactions, and research activities to automatically flag potential conflicts.
- Establish robust outreach mechanisms: The interactive training modules implemented by EMC through its “Training School” can help researchers and editorial staff understand the nuances of conflict management. EMC can also use anonymized case studies from its own history to make training more relatable and impactful. Periodic evaluations and feedback loops are integrated into these training programs to measure their effectiveness and identify areas for improvement.
- Establishment of Independent Review Committees: The responsibilities of the EMC Ethics Committee include reviewing revealed conflicts, conducting investigations, and recommending corrective actions. In other words, it maintains the trust of stakeholders by ensuring that conflicts are handled impartially. To this end, the EMC must prepare the documents for the selection procedure for essays to be published, make decisions with ethics and deontology, and perform all necessary actions for the editorial process, from submission to publication. In this regard, the committee ensures that the information in the dossier of books approved for publication is not tampered with, changed, or modified.
- Building stakeholder trust: Editorial Mar Caribe (EMC) incentivizes ethical behavior through recognition or reward programs (grants and research funding) for authors and editorial staff who adhere to conflict management protocols, as positive reinforcement can be more effective than punitive measures in encouraging compliance. Regular communication, such as newsletters or meetings with scientific bodies, can reinforce the importance of ethical responsibility and keep conflict management policies front and center.
- Tailoring policies to the organization’s needs: Editorial Mar Caribe focuses on tailoring its conflict of interest policies to its editorial operational needs, conducting periodic policy reviews, and engaging external auditors to ensure compliance and continuous improvement. By integrating these best practices, EMC can not only mitigate risks but also foster a culture of ethical responsibility and, ultimately, improve its effectiveness and long-term reputation.
- Complaints Policy: Editorial Mar Caribe (EMC) establishes the following as the official communication channel for authors and the general public with the editor-in-chief and the editorial committee: Sending and receiving correspondence to the email address contacto@editorialmarcaribe.es ; more information is available in the «Complaints Policy» section of the website.
- Explore best practices, guidelines, and examples of editorial process implementation: Editorial Mar Caribe evaluates and constantly monitors the authors’ systematic research, which is sent to the publisher, initially through the «Conflict of Interest Declaration» and the «Unpublished Essay Guarantee ,» available online; and ultimately to the vice-rectorates, deans, and academic departments of the universities that endorse the authors’ research, thus ensuring compliance with the book’s category as a research product.
In a global landscape where transparency and ethics are increasingly valued, conflict of interest policies have become an indispensable standard for promoting trust, accountability, and good governance. These principles explore best practices, guidelines, and implementation examples in EMC’s editorial processes, providing a comprehensive framework for understanding and managing conflicts of interest effectively. Learn more .