During co-authorship with former students while collaborations with former students or junior colleagues bring fresh insights—and thorny questions about who qualifies as a co-author. In India, adherence to international standards (e.g., ICMJE) alongside transparent agreements ensures fairness and upholds scholarly integrity. This post unpacks authorship criteria, offers negotiation tips, and provides a ready-to-use Co-Authorship Agreement template.
1. ICMJE Guidelines & “Substantial Intellectual Contribution” on co-authorship with former students
The International Committee of Medical Journal Editors (ICMJE) defines four criteria for authorship—all must be met:
- Concept & Design: Contributed to the study’s conception or design, or data acquisition, analysis, or interpretation.
- Drafting & Revision: Participated in drafting the manuscript or critically revising it for intellectual content.
- Final Approval: Approved the final version to be published.
- Accountability: Agrees to be accountable for all aspects of the work.
Indian Context
- Many Indian institutions similarly insist on “substantial intellectual contribution.” Merely entering data or running code without involvement in interpretation and writing typically merits an Acknowledgment, not authorship.
- Ethical committees and funding bodies (e.g., UGC, ICMR) often require a signed authorship declaration reflecting these criteria.
2. Negotiating Author Order Fairly
When a former student or junior colleague provides key resources (data cleaning, code), you need a principled approach:
- Early Discussion
- Initiate authorship talks before analysis begins.
- Clarify each person’s expected contribution and potential author position.
- Contribution Matrix
- Create a table listing tasks (e.g., literature review, methodology design, data analysis, draft writing).
- Assign points or weight to each task—use this to guide order.
- Common Models
- First Author: Person who led the work—often the ex-student if they drove analysis or manuscript drafting.
- Last Author: Usually the senior investigator or group leader.
- Middle Authors: Ordered by descending contribution.
- Revisit as Work Evolves
- If contributions shift (e.g., junior colleague drafts major sections), adjust order accordingly. Document any changes to avoid disputes.
3. Co-Authorship Agreement Template
Use this form to codify roles, timelines, and credit mechanisms up front.
| Section | Details |
|---|---|
| Project Title: | E.g., “Evaluating Hybrid Instruction Outcomes in Engineering Students” |
| Signatories: | List all contributors with names, affiliations, and contact emails |
| Roles & Responsibilities: | – Dr. A: Conceptual design, funding acquisition, final manuscript review- Mr. B: Data cleaning and management, initial statistical modeling- Ms. C: Literature review, drafting Introduction & Discussion sections |
| Timeline: | – Data Analysis Complete: 30 June 2025- First Draft Circulated: 15 July 2025- Revisions Finalized: 31 August 2025 |
| Authorship Order: | 1. [Name] (First Author) 2. [Name] 3. [Name] … Last: [Senior Author] |
| Acknowledgment Clause: | “Individuals who contribute < 15% of total effort (e.g., minor coding tweaks) will be acknowledged in the Acknowledgments section.” |
| Dispute Resolution: | “Any disagreements regarding contributions or order will be mediated by an external faculty member not involved in the project.” |
| Signatures & Date: | Each contributor signs and dates the agreement |
4. Best Practices for Authorship Integrity
- Document Everything: Keep emails or a shared log of contributions and authorship decisions.
- Transparent Criteria: Share ICMJE criteria with all collaborators at project outset.
- Institutional Policies: Align with your university’s authorship policy and obtain any required dean or ethics committee approvals.
- Acknowledgments vs. Authorship: Clearly distinguish tasks meriting acknowledgment (e.g., routine data entry, formatting) from those meriting authorship.
Final Thought on co-authorship with former students
Fair, transparent co-authorship practices not only prevent disputes but also enhance team trust and research credibility. By aligning with ICMJE guidelines, negotiating order up front, and formalizing roles in an agreement, you ensure all contributors receive their due recognition—while safeguarding the integrity of your scholarship.
“Clarity upfront builds collaboration trust downstream.”
Explore more ethical research hacks for professors pursuing a PhD in India on our Ethical PhD Research Hacks for Faculty guide page
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