Graduate Students: University Affiliation In Publications

Graduate students can declare their university affiliation when publishing. However, it is recommended to also note that they are a student so that readers are aware that the affiliation will change in the near future. It is also important to verify the affiliation if needed. In some cases, graduate students may choose to use their home address or a current employer as their affiliation, especially if they are no longer affiliated with the university where the research was conducted. Ultimately, the value and fit of the contribution are more important than affiliations when it comes to publishing papers.

Can a graduate student declare a former university affiliation?

Graduate students can declare their university affiliation when publishing their research. However, the norms around this vary across universities, so it is important to check with the relevant authorities at the university.

Some universities may require formal permission to publish under their affiliation, especially if the graduate student is no longer enrolled at the university. In such cases, it is recommended to use both the former university affiliation and the current organisation as affiliations. This can be done by using superscripts, with "1" representing the university affiliation and "2" representing the current organisation or 'independent researcher'. Alternatively, the graduate student can use their former university affiliation and add a footnote with their new affiliation and current contact information.

In general, it is recommended to acknowledge the institution that supported the research, which is often the university where the graduate student conducted their research and obtained their degree. This gives credit to the university for providing financial support, infrastructure, and other resources. It is also important to verify the affiliation if needed and to include an email address and address for contact information.

It is worth noting that some journals or conferences may require an affiliation to be listed, but it is not mandatory to be affiliated with a university to publish papers. The value and fit of the contribution to the journal or conference are more important than the affiliation.

Is it mandatory to declare a university affiliation?

The consensus is that it is not mandatory to declare a university affiliation when publishing as a graduate student. However, it is generally recommended and often seen as beneficial to do so. Here are some reasons why you may want to declare your university affiliation:

• It is common practice and expected by some journals.
• It gives credit to the institution that supported your work and provided resources.
• It helps verify your identity and allows people to contact you.
• It may be required by your graduate program or supervisor.

However, there may be situations where you cannot or choose not to declare your university affiliation. In these cases, you can consider the following options:

• Use your current employer or organisation as your affiliation, especially if they are relevant to the research.
• List yourself as an "independent researcher" or use your personal contact information.
• Contact the journal's editorial staff for guidance on their specific requirements and policies.

Ultimately, the decision to declare your university affiliation may depend on the specific journal's guidelines, your personal preferences, and the nature of your research. It is essential to review the author guidelines provided by the journal or publisher to ensure you are following their specific requirements.

What are the benefits of declaring a university affiliation?

Declaring a university affiliation when publishing as a graduate student has several benefits. Firstly, it adds credibility to your work and helps readers and other researchers find and contact you. It also gives credit to the institution that supported your work financially, with infrastructure, materials, or other means. Additionally, declaring your university affiliation can boost the university's research output and productivity indicators, which are important for recruitment and income.

Another advantage of declaring a university affiliation is that it establishes a clear connection between your research and the institution where it was conducted. This is especially relevant if you are seeking ethics approval, paying publication fees, or need a point of contact for any issues with your publication. Furthermore, some journals require only one affiliation per author and do not permit multiple affiliations. Declaring your university affiliation ensures compliance with these journal guidelines.

It is worth noting that the definition of "institutional affiliation" or "institutional authorship" may vary, and there is ongoing discussion about creating standardised guidance on this topic. When declaring your university affiliation, it is essential to follow the specific format and guidelines provided by your university and the journal to which you are submitting your work.

What are the alternatives to declaring a university affiliation?

When publishing a paper, it is common practice to declare your affiliation with the institution where the research was conducted. However, there may be instances when a graduate student or researcher is unable or unwilling to declare their university affiliation. Here are some alternatives to consider:

• Use a previous university affiliation: If the research was conducted during your time at a previous university, you may use that institution as your affiliation. This is especially relevant if you no longer have any association with your previous university and there is no conflict of interest with your current institution. However, it is important to note that some universities may require formal permission to use their affiliation, so it is advisable to check with the relevant departments.
• Declare independent researcher status: If you are not currently affiliated with any institution or prefer not to disclose your affiliation, you can declare yourself as an independent researcher. This option is particularly relevant for early-career researchers with multiple affiliations or those who are retired or unaffiliated. However, some journals and preprint services may require an institutional affiliation for submission.
• List multiple affiliations: In certain cases, it may be appropriate to list multiple affiliations, especially if your research involved collaboration with multiple institutions. This could include your current and previous universities, as well as any other relevant organisations that supported your research. However, it is important to exercise discretion, as listing too many affiliations may be considered research malpractice.
• Provide a current address: If your current affiliation is not directly related to your research, you can include it as a "current address" while still acknowledging the university where the research was conducted as the primary affiliation. This approach ensures that you can be easily contacted and helps to give credit to the institution that supported your work.
• Acknowledge relevant parties: Regardless of your affiliation, it is essential to acknowledge the contributions of all relevant parties involved in the research. This may include supervisors, funding bodies, or other institutions that provided support. By doing so, you can ensure that credit is appropriately assigned, even if your affiliation does not reflect the full scope of the research collaboration.
• Seek guidance from the journal: Different journals may have varying policies and guidelines regarding author affiliations. Therefore, it is advisable to refer to the specific instructions provided by the journal to which you are submitting your work. Some journals may require only one affiliation per author, while others may have more flexible policies.

What are the drawbacks of not declaring a university affiliation?

Declaring a university affiliation when publishing a paper is not always necessary, but it can have several benefits. Conversely, not declaring a university affiliation may have certain drawbacks. Here are some potential disadvantages of not stating a university affiliation:

• Lack of Credibility: Some readers and reviewers may perceive a lack of affiliation with suspicion, especially in scientific fields. Affiliating with a university lends credibility to your work and indicates that it has undergone a certain level of scrutiny and support from the institution.
• Difficulty in Contact: Journals often require an affiliation to confirm the availability of authors and provide a point of contact. Not having a university affiliation may make it challenging for interested parties to reach out to you regarding your research.
• Missed Opportunities: Universities often encourage and support their students' and staff's research endeavours. By not declaring your affiliation, you may miss out on potential resources, funding, or collaboration opportunities that the university could have provided.
• Inconsistent Formatting: Journals typically have specific formatting guidelines for author affiliations. Omitting your university affiliation may result in inconsistencies with the journal's style, potentially affecting the presentation and perception of your work.
• Acknowledgement of Support: If your research was conducted at a university or with the support of university resources, it is customary to acknowledge this in your paper. Not declaring your university affiliation may be seen as an oversight or a lack of recognition for the institution's contribution.

Frequently asked questions