CONTENT
- Scope and applicability
- Governance structure and editorial independence
- Composition of the Editorial Board
- Roles and responsibilities
- Editorial Office and operational support
- Appointment criteria and recruitment process
- Term of office, renewal, and early termination
- Onboarding, written agreement, and contract
- Outgoing editor handover
- Code of conduct and zero tolerance for harassment
- Conflict of interest
- Manuscripts authored by editorial team members
- Confidentiality and data protection
- Use of artificial intelligence
- Multiple board memberships
- Editorial Board meetings
- Editorial Fellows and early-career mentorship program
- Diversity, equity, and inclusion
- Performance review, accountability, and public reporting
- Compensation and editorial honorarium
- Indemnification and legal protection
- Reporting line for editorial independence concerns
- Special Issues, Supplements, and Guest Editors
- Amendments to this Charter
- Reference standards
1. SCOPE AND APPLICABILITY
This Editorial Board Charter defines the composition, roles, responsibilities, appointment criteria, term of office, code of conduct, performance review, compensation, legal protection, and accountability procedures applicable to the editorial leadership of European Gynecology and Obstetrics (EGO). The Charter applies to the Editor-in-Chief, Deputy Editor-in-Chief where appointed, Associate Editors, Section Editors where appointed, members of the Editorial Board, Statistical Editor, Social Media Editor, Editorial Fellows, Guest Editors, Advisory Board members, and the Editorial Office staff supporting the editorial process. It constitutes an integral part of the Editorial Policy Statement. It is published on the Journal's institutional website as a public document accessible to authors, reviewers, indexers, and any interested party.
The reference normative framework includes the COPE Core Practices and Guidance on Editorial Board Participation, the ICMJE Recommendations, the DOAJ Principles of Transparency and Best Practice in Scholarly Publishing, the WAME definition of editorial freedom, the CSE White Paper on Promoting Integrity in Scientific Journal Publications, and the OASPA principles of transparency for open access publishing. The provisions of this Charter reflect the editorial governance standards adopted by leading international medical publishers and by indexed journals in obstetrics and gynecology.
2. GOVERNANCE STRUCTURE AND EDITORIAL INDEPENDENCE
The governance of European Gynecology and Obstetrics (EGO) is articulated across 3 distinct and functionally separated levels, each with autonomous responsibilities:
• European Society of Gynecology (ESG). Scientific society holding the editorial brand. Responsible for the overall strategic direction and for the scientific legitimization of the Journal within the international professional community.
• Edikta S.r.l. Publisher of the Journal. Responsible for operational management, editorial production, distribution, archiving, contractual, fiscal, and regulatory compliance obligations, and for providing the editorial leadership with the operational support and the legal protection outlined in Section 5 and 21 of this Charter.
• Editorial leadership. Composed of the Editor-in-Chief, Associate Editors, Section Editors, Editorial Board members, and any other editorial role formally appointed pursuant to Section 3 of this Charter. Holder of scientific decisions and responsible for the quality of published content.
Editorial independence is a non-negotiable principle. The Editor-in-Chief exercises full authority over scientific content and over decisions of acceptance, revision, and rejection of manuscripts. Neither Edikta S.r.l. nor the European Society of Gynecology intervenes in decisions concerning individual manuscripts. Editorial decisions are made exclusively based on scientific merit, originality, methodological rigor, and relevance to the target audience. Considerations of a financial, political, institutional, or personal nature may not influence the assessment of any manuscript. This principle is consistent with the ICMJE Recommendations and with the WAME definition of editorial freedom.
Where the Editor-in-Chief perceives an attempt by the Publisher, by the European Society of Gynecology, or by any third party to interfere with editorial independence, the Editor-in-Chief activates the dedicated reporting line outlined in Section 22 of this Charter.
Limits of the ESG strategic role. The strategic direction of the European Society of Gynecology encompasses the Journal's scientific scope and positioning, its representation within the international professional community, and its alignment with the Society's broader scientific agenda. It does not extend to: decisions on individual manuscripts at any stage of the editorial process; the selection, invitation, or exclusion of peer reviewers; the composition, recruitment, or governance of the Editorial Board beyond the consultation rights established in this Charter; or the editorial content of any issue, special issue, or supplement. The distinction between strategic direction and editorial prerogative is maintained at all times and constitutes a structural safeguard of the Journal's scientific integrity.
Publisher commitment on non-retaliation. Publisher commitment on non-retaliation. Edikta S.r.l. commits to not removing the Editor-in-Chief or taking adverse contractual, economic, or operational action in response to specific editorial decisions, including acceptance or rejection of manuscripts, retraction decisions, or decisions concerning the management of complaints or suspected research misconduct. This commitment is the operational expression of the principle of editorial independence declared in this Section and is binding in the written contract established pursuant to Section 8 of this Charter. Any alleged violation of this commitment may be referred through the reporting line established in Section 22 and, if unresolved internally, to COPE in accordance with COPE flowcharts on editorial freedom.
Publisher commitments to the editorial leadership. Publisher commitments to the editorial leadership. In addition to the legal protection outlined in Section 21, Edikta S.r.l. commits to: (a) providing the editorial leadership with the operational resources and infrastructure necessary for the effective exercise of their editorial functions, as agreed in the written contract pursuant to Section 8; (b) ensuring that editorial decisions are not conditioned by commercial considerations, advertising revenue objectives, or financial interests of any party; (c) maintaining full transparency with the Editor-in-Chief on the financial sustainability of the Journal and on any planned changes to the editorial or commercial model that may affect editorial operations; (d) activating the dispute resolution mechanism outlined in Section 22 in good faith and without delay when requested by the Editor-in-Chief. These commitments are consistent with the ICMJE Recommendations (Section III.A) and with the WAME Definition of Editorial Freedom.
3. COMPOSITION OF THE EDITORIAL BOARD
The Editorial Board of European Gynecology and Obstetrics (EGO) comprises the following roles. The Editor-in-Chief activates optional roles based on the Journal's operational and strategic needs.
• Editor-in-Chief. Single role. Holder of full authority over scientific content. Appointed by Edikta S.r.l. in consultation with the European Society of Gynecology.
• Deputy Editor-in-Chief (optional). Single role, activated when the volume of submissions or the strategic complexity of the Journal warrants the support of a senior editor with delegated authority. Acts in place of the Editor-in-Chief in cases of conflict of interest, temporary unavailability, or specific delegation.
• Section Editors (optional). Activated when the disciplinary breadth of the Journal warrants the organization of editorial activity by thematic Section (e.g., maternal-fetal medicine, gynecological oncology, reproductive medicine, urogynecology). Each Section Editor coordinates the Associate Editors and reviewers within their Section under the supervision of the Editor-in-Chief.
• Associate Editors. Multiple roles, variable in number. Appointed by the Editor-in-Chief. Each Associate Editor manages the peer review process for manuscripts assigned to them.
• Editorial Board members. International panel of disciplinary experts who advise the editorial leadership on scientific issues, serve as reviewers, identify qualified external reviewers, and contribute to the strategic positioning of the Journal.
• Statistical Editor (optional). Specialized role appointed when the volume of quantitative submissions warrants dedicated statistical oversight.
• Social Media Editor (optional). Specialized role activated to support dissemination of published content on social and academic networks (LinkedIn, X, ResearchGate), the production of visual abstracts, and the engagement of the international research community.
• Editorial Fellows (optional). Early-career researchers admitted to the structured mentorship program outlined in Section 17 of this Charter. They participate in supervised peer-review activities and editorial workshops under the supervision of designated Associate Editors.
• Advisory Board (optional). Consultative body of senior scientists of recognized international authority. Advises the Editor-in-Chief on long-term strategic matters without involvement in operational editorial management. Advisory Board members are subject to the code of conduct established in Section 10, to the conflict of interest declaration obligations established in Section 11, and to the confidentiality obligations established in Section 13, with respect to any information received in the exercise of their advisory functions. Term of office and early termination conditions are outlined in Section 7.
The composition of the Editorial Board, including names, institutional affiliations, ORCID identifiers, ROR identifiers where available, and disciplinary areas, is published and kept up to date on the Journal's institutional website. Changes to the composition are updated within 30 days of the relevant appointment or termination.
4. ROLES AND RESPONSIBILITIES
Editor-in-Chief. The Editor-in-Chief assumes the following responsibilities:
• exercise full and independent authority over all editorial decisions, including acceptance, revision, and rejection of manuscripts;
• define and implement the scientific strategy of the Journal in coherence with its mission;
• appoint, coordinate, and evaluate the performance of all members of the editorial team listed in Section 3;
• ensure compliance with the editorial policies of the Journal and with the international standards referenced in the Editorial Policy Statement;
• manage complaints, appeals, and reports of suspected research misconduct in accordance with COPE flowcharts;
• declare and manage any conflicts of interest in accordance with Section 11 of this Charter;
• convene and chair the Editorial Board meetings outlined in Section 16;
• participate in the annual performance review conducted by the Publisher in consultation with the European Society of Gynecology, as outlined in Section 19;
• ensure that the Journal upholds its commitments on diversity, equity, and inclusion;
• where appropriate, activate the reporting line outlined in Section 22 in case of perceived interference with editorial independence.
Deputy Editor-in-Chief. Where appointed, the Deputy Editor-in-Chief acts in place of the Editor-in-Chief in cases of conflict of interest under Section 12, temporary unavailability, specific delegation, or during the handover period outlined in Section 9. The Deputy Editor-in-Chief participates in the strategic direction of the Journal and may be specifically tasked with editorial sub-domains by the Editor-in-Chief.
Section Editors. Where appointed, Section Editors coordinate Associate Editors and reviewers within a defined thematic section, conduct initial assessment of submissions within their section, assign manuscripts to Associate Editors, and provide guidance on editorial decisions.
Associate Editors. Each Associate Editor assumes the following responsibilities:
• manage the peer review process for assigned manuscripts in compliance with the Peer Review Policy, including reviewer selection, assessment of reports, and formulation of the editorial recommendation;
• apply the reviewer eligibility verification procedure outlined in the Peer Review Policy (sec. 8) before issuing any invitation;
• activate the tiered flexibility mechanism (Peer Review Policy, Section 11) when ordinary reviewer selection proves unfeasible;
• declare and manage any conflicts of interest with respect to assigned manuscripts in accordance with Section 11 of this Charter;
• participate in editorial board meetings and in periodic consultations organized by the Editor-in-Chief;
• refrain from soliciting citations to their own work or to the work of their collaborators in manuscripts they handle, except where such citations have a strong scholarly rationale demonstrably relevant to the manuscript.
Editorial Board members. Each member assumes the following responsibilities:
• conduct peer review for manuscripts referred by the Editorial Direction within 14-21 days from acceptance of the assignment;
• respond to invitations to review within 5 working days, with a motivated decline and, where possible, an alternative reviewer suggestion;
• complete a minimum of 3 review assignments per calendar year, except where motivated unavailability is communicated in writing to the Editor-in-Chief;
• refer qualified external experts for specialized topics outside their primary area of competence;
• maintain confidentiality of manuscripts and editorial communications in accordance with Section 13 of this Charter.
Statistical Editor. Where appointed, reviews the methodological and statistical adequacy of manuscripts referred by the Editor-in-Chief or by Associate Editors, and supports the implementation of the Statistical Reporting and Reproducibility Policy.
Social Media Editor. Where appointed, coordinates dissemination of published content on official channels of the Journal, supports production of visual abstracts and lay summaries, monitors altmetrics and engagement indicators, and contributes to the digital strategy of the Journal.
5. EDITORIAL OFFICE AND OPERATIONAL SUPPORT
The Editorial Office of European Gynecology and Obstetrics (EGO) provides operational support to the editorial leadership in the day-to-day management of the editorial process. The Publisher operates the Editorial Office and is functionally separated from editorial decision-making, which remains the exclusive prerogative of the editorial leadership pursuant to sSection 2 of this Charter.
The Editorial Office assumes the following operational responsibilities:
• administration of the official editorial platform, including user account management and technical support to authors, reviewers, and editors;
• execution of the formal check (Phase 1) and the plagiarism screening (Phase 2) of submitted manuscripts pursuant to the Peer Review Policy (Section 6);
• support to Associate Editors in the verification of reviewer eligibility criteria pursuant to the Peer Review Policy (Section 8);
• communications with authors, reviewers, and editors through the official channels of the platform;
• archiving and retention of editorial documentation pursuant to the Peer Review Policy (Section 19);
• production support including copyediting, proofreading, typesetting, DOI registration, and Crossref deposit;
• administrative support to the Editor-in-Chief, including organization of editorial meetings outlined in Section 16;
• preparation of data and indicators feeding into the quarterly KPI monitoring and the annual public reporting pursuant to the Peer Review Policy (Section 22) and Section 19 of this Charter.
The Editorial Office staff are bound by the same confidentiality obligations as the editorial leadership pursuant to Section 13 of this Charter. They are subject to the data protection obligations under EU Regulation 2016/679 (GDPR).
6. APPOINTMENT CRITERIA AND RECRUITMENT PROCESS
Appointment to the role of Associate Editor or Editorial Board member is subject to the cumulative satisfaction of the following criteria, assessed by the Editor-in-Chief at the time of appointment and periodically verified:
• recognized disciplinary expertise in one or more scientific areas of the Journal, evidenced by peer-reviewed publications in indexed journals in the last 5 years;
• institutional affiliation verifiable through a ROR identifier where available;
• possession of a validated ORCID identifier;
• absence of conflicts of interest that would compromise editorial independence, as defined in Section 11;
• demonstrated commitment to the principles of research integrity, open access, and the values of this Charter;
• availability to fulfill the responsibilities outlined in Section 4 within the established timeframes;
• for Editorial Board members: willingness to conduct a minimum of 3 peer review assignments per calendar year upon request.
Public recruitment process. Calls for applications to join the Editorial Board are published periodically on the Journal's institutional website and disseminated via the European Society of Gynecology and professional networks in the field. The Journal also accepts unsolicited applications at any time. The list of active calls is published on the institutional website. Applications are reviewed by the Editor-in-Chief, who assesses each candidate against the criteria outlined in this Section .
Diversity, equity, and inclusion in appointments. The Editor-in-Chief actively pursues geographic diversity (including low- and middle-income countries disproportionately affected by maternal and women's health burdens), gender balance, a plurality of career stages, and a breadth of institutional affiliations. These criteria are consistent with the Diversity and Inclusion Policy and the quantitative targets outlined in Section 18.
Editor-in-Chief appointment. Decided by the Publisher in consultation with the European Society of Gynecology based on demonstrated editorial leadership, international scientific recognition in gynecology and obstetrics, and commitment to the values of the Journal. The selection process is documented and conducted in accordance with transparent and verifiable criteria, which may include a public call for applications, review by a designated selection committee, including representatives of the European Society of Gynecology, and assessment against the criteria outlined in this Section . The process and its outcome are communicated to all members of the editorial leadership upon appointment, in coherence with the ICMJE Recommendations on the role of the editor. The appointment is formalized through a written contract pursuant to Section 8.
7. TERM OF OFFICE, RENEWAL, AND EARLY TERMINATION
Editor-in-Chief. The term of office is 4 years, renewable once for a further 4-year term, for a maximum total of 8 consecutive years, in coherence with the mandate cycle of the European Society of Gynecology Board. Renewal is subject to the positive outcome of the annual performance review (Section 19) and to mutual agreement between the Editor-in-Chief, Edikta S.r.l., and the European Society of Gynecology. A new appointment after a period of at least 2 years from the end of the maximum term may be considered in exceptional circumstances.
Deputy Editor-in-Chief, Section Editors, Associate Editors. Term of 3 years, renewable without limit of consecutive terms subject to positive performance review. Each renewal is formally confirmed in writing by the Editor-in-Chief.
Editorial Board members and other roles. Term of 3 years, renewable without limit of consecutive terms subject to confirmation by the Editor-in-Chief. Renewal is communicated in writing at least 3 months before the expiry of the current term. While no mandatory term limit applies to Editorial Board members, the Editor-in-Chief is encouraged to promote periodic turnover in the Board composition, in coherence with the diversity and inclusion objectives outlined in Section 18. A period of absence from the Board following 3 or more consecutive terms is recommended, unless the Editor-in-Chief determines that continuity is essential to the scientific functioning of the Journal.
Editorial Fellows. The Fellowship term is 1 year, renewable for one additional year, in accordance with Section 17.
Advisory Board members. Advisory Board members. Advisory Board members serve a term of 3 years, renewable without limit subject to confirmation by the Editor-in-Chief. Renewal is communicated in writing at least 3 months before the expiry of the current term. The same early termination conditions that apply to Editorial Board members also apply to Advisory Board members who no longer wish to serve. Advisory Board members may resign with a minimum notice period of 30 days, communicated in writing to the Editor-in-Chief.
Early termination. An appointment may be terminated before the end of the term in the following circumstances:
• voluntary resignation with a minimum notice period of 60 days, communicated in writing to the Editor-in-Chief (or to Edikta S.r.l. in the case of the Editor-in-Chief);
• failure to fulfill the responsibilities outlined in Section 4, documented through the performance review process (sec. 19);
• violation of this Charter, of the editorial policies of the Journal, or of the principles of research integrity;
• emergence of an unresolvable conflict of interest as defined in Section 11;
• conduct incompatible with the values of the Journal, including harassment, bullying, discrimination, or breach of confidentiality, as defined in Section 10.
Early termination of the Editor-in-Chief appointment is decided by the Publisher in consultation with the European Society of Gynecology, following a documented assessment process that provides the Editor-in-Chief with the opportunity to respond to the grounds for termination. Early termination of all other appointments is decided by the Editor-in-Chief, in accordance with the same due process principles.
Right to publish a statement. Right to publish a statement. Should the Editor-in-Chief resign or be removed in circumstances involving the editorial independence of the Journal, the Editor-in-Chief retains the right to publish a statement explaining the circumstances of the departure in an appropriate public forum, without interference from the Publisher Edikta or the European Society of Gynecology. This right is consistent with the ICMJE Recommendations and the COPE Guidelines on Editorial Freedom and is recognized as an essential safeguard of the scientific community's transparency.
8. ONBOARDING, WRITTEN AGREEMENT, AND CONTRACT
All members of the editorial leadership formalize their appointment through a written agreement concluded before assuming their functions. Consistent with the ICMJE Recommendations on the role of the editor, the Editor-in-Chief signs a formal contract with Edikta S.r.l. that specifies rights and duties, the general terms of the appointment, the mechanisms for resolving conflicts between the Editor-in-Chief and the Publisher or the European Society of Gynecology, and the indemnification provisions outlined in Section 21.
The written agreement applicable to all editorial roles specifies: the role assumed; the responsibilities outlined in Section 4; the term of office and renewal conditions; the code of conduct (sec. 10); the conflict of interest obligations (Section 11); the confidentiality obligations (sec. 13); the applicable performance indicators (sec. 19); the compensation arrangements (sec. 20); the indemnification provisions (sec. 21); and the conditions for early termination (Section 7).
Onboarding process. The onboarding process for newly appointed members includes:
• provision of a copy of this Charter and of all editorial policies of the Journal;
• setup of the account on the official editorial platform (OJS) by the Editorial Office;
• communication of institutional contact references (editorial office email, technical support, contacts of the Editor-in-Chief and of the Publisher);
• for Associate Editors and Editorial Board members: a structured introduction to the editorial workflow, including hands-on guidance on reviewer selection, eligibility verification (Peer Review Policy Section 8), and use of the editorial platform;
• for newly appointed Editor-in-Chief: a structured handover from the outgoing Editor-in-Chief pursuant to Section 9 of this Charter.
The written agreement is archived by Edikta S.r.l. for the duration of the term and for a minimum of 5 years following termination, consistent with the document retention obligations applicable to the editorial process and with GDPR.
9. OUTGOING EDITOR HANDOVER
The transition between an outgoing Editor-in-Chief and an incoming Editor-in-Chief is structured to ensure editorial continuity and preservation of institutional knowledge. The Publisher coordinates the handover, which lasts a minimum of 3 months and a maximum of 6 months, depending on operational needs.
Handover responsibilities. During the handover period, the outgoing Editor-in-Chief:
• introduces the incoming Editor-in-Chief to the editorial leadership, the Editorial Office, the Publisher, and the European Society of Gynecology;
• transfers documentation of editorial decisions, ongoing procedures (manuscripts under assessment, appeals in progress, complaints under management, post-publication review cases), and all other elements relevant to the continuity of the editorial process;
• supports the incoming Editor-in-Chief in completing decisions on manuscripts initiated under the outgoing mandate;
• facilitates introductions to key stakeholders (indexing services, scientific societies, regular reviewers, frequent authors).
The same handover principles, with appropriate adjustments, apply to transitions of Associate Editors and Section Editors. During the handover period, the outgoing and incoming Editor-in-Chief may share access to the editorial platform with clearly defined respective roles, in coordination with the Editorial Office. The confidentiality obligations (Section 13) apply throughout the handover period and continue indefinitely after its conclusion.
10. CODE OF CONDUCT AND ZERO TOLERANCE FOR HARASSMENT
All members of the editorial leadership undertake to:
• act with integrity, impartiality, and professionalism in the exercise of their editorial functions;
• base every editorial decision exclusively on scientific merit, originality, methodological rigor, and compliance with the ethical principles of the Journal, without regard to the geographic origin, institutional affiliation, gender, gender identity, sexual orientation, race, ethnicity, religious or political beliefs, age, disability, or other personal characteristics of the authors;
• treat authors, reviewers, colleagues, and Editorial Office staff with respect and courtesy, refraining from any form of harassment, bullying, intimidation, or disrespectful behavior;
• maintain confidentiality of manuscripts, reviewer identities, and editorial communications in accordance with Section 13;
• declare any conflict of interest in accordance with Section 11 and abstain from editorial management of manuscripts with respect to which such conflict exists;
• comply with the provisions on the use of artificial intelligence outlined in Section 14;
• refrain from using their editorial role to solicit citations to their own work or to the work of their collaborators when there is no strong scholarly rationale for doing so, and intervene if a peer reviewer requests excessive or inappropriate self-citation, in coherence with COPE guidance on citation manipulation;
• refrain from accepting gifts, benefits, or economic advantages from authors, sponsors, or third parties that may compromise their editorial independence;
• promptly report to the Editor-in-Chief (or to Edikta S.r.l. in the case of the Editor-in-Chief) any circumstance that may constitute a violation of this Charter or of the editorial policies of the Journal.
Zero tolerance for harassment and discrimination. European Gynecology and Obstetrics (EGO) does not tolerate harassment, bullying, disrespectful behavior, or discrimination of any form against individuals or groups, whether based on race, ethnicity, color, ancestry, national origin, religion or belief, physical appearance, physical or mental disability, medical condition, genetic information, sex, gender, gender identity, gender expression, sexual orientation, marital or family status, military or veteran status, political affiliation, age, socioeconomic status, or any other characteristic protected under applicable law. This commitment applies to all interactions with authors, reviewers, colleagues, Editorial Office staff, and any other party in the editorial process. Confirmed violations may lead to early termination pursuant to Section 7.
Violations of this code of conduct are managed by the Editor-in-Chief (or by Edikta S.r.l. in the case of violations attributable to the Editor-in-Chief), in accordance with the COPE flowcharts applicable to the specific case and with the procedures established in the Complaints, Appeals and Whistleblowing Policy.
11. CONFLICT OF INTEREST
All members of the editorial leadership are required to declare, at the time of appointment and annually thereafter, using the ICMJE Form for Disclosure of Potential Conflicts of Interest or an equivalent form designated by the Publisher, any financial, institutional, or personal interest that may influence the exercise of their editorial functions. The following constitute grounds for mandatory declaration and, where appropriate, mandatory abstention:
• co-authorship with one or more authors of a manuscript under assessment in publications of the last 3 years;
• active or recently concluded (last 3 years) supervisory, mentorship, or research collaboration relationships with the authors of a manuscript under assessment;
• affiliation with the same institution as the authors of a manuscript under assessment at the time of the assessment;
• direct financial interests relevant to the content of a manuscript, including employment, consultancy, stock ownership, patent ownership, honoraria, expert testimony, or membership of a company board of directors or advisory committee;
• family relationship or close personal friendship with one or more authors of a manuscript under assessment;
• direct competition with the authors on research projects, patents, or scientific priorities relevant to the content of the manuscript;
• non-financial conflicts of interest, including personal rivalry or other circumstances that may create a conflict;
• simultaneous membership of editorial boards of journals with substantially overlapping aims and scope, as described in Section 15.
Declarations of conflict of interest are obtained in writing through the editorial platform or, for new appointments, as part of the written agreement (Section 8). The guiding principle is the appearance of independence: in case of doubt, declarations and abstentions prevail.
Management of declared conflicts. When a member of the editorial leadership identifies a conflict of interest with respect to a manuscript, they immediately recuse themselves from the editorial management and inform the Editor-in-Chief (or, in the case of the Editor-in-Chief, the Deputy Editor-in-Chief or a designated conflict-free Associate Editor). The conflicted editor is excluded from every phase of the decisional process related to the manuscript. Conflict of interest declarations of Editor-in-Chief, Deputy Editor-in-Chief, Associate Editors, and Section Editors are retained in the editorial record and available to Edikta S.r.l. upon request.
12. MANUSCRIPTS AUTHORED BY EDITORIAL TEAM MEMBERS
Manuscripts that include as authors any member of the editorial leadership are subject to a specific procedure designed to ensure independent and unbiased peer review.
Editor-in-Chief as author. As a general principle, the Editor-in-Chief refrains from submitting full-length original research articles to European Gynecology and Obstetrics (EGO) during their term of office. Where the Editor-in-Chief authors invited editorials, commentaries, or position papers, the editorial management is delegated to the Deputy Editor-in-Chief (where appointed) or to an Associate Editor designated by the Publisher in consultation with the European Society of Gynecology. The Editor-in-Chief is excluded from every phase of the editorial process related to their own contribution. Where the Editor-in-Chief, in exceptional circumstances, submits an original research article, the same procedure of complete recusal applies, and the editorial decision is taken by an external Associate Editor or by an independent expert designated by the Publisher.
Associate Editors, Section Editors, and Editorial Board members as authors. Manuscripts authored by any member of the editorial team follow the standard peer review process, with the following requirements:
• the author-editor is completely excluded from every phase of the decisional process related to their own manuscript;
• a different Associate Editor, free from conflicts of interest with respect to the author-editor, manages the manuscript;
• reviewers are selected with particular attention to the absence of conflicts of interest with the author-editor.
Statement on editorial process. The fact that a published manuscript has been managed under this special procedure is made explicit in the published version by a brief statement indicating that the manuscript was authored by a member of the editorial team and managed by a different editor, with no involvement of the author-editor in the decision-making process. This statement is required as a guarantee of transparency and is in accordance with the Peer Review Policy (Section 21) and the Corrections, Retractions and Expressions of Concern Policy (sec. 8).
13. CONFIDENTIALITY AND DATA PROTECTION
All members of the editorial leadership are bound by a strict obligation of confidentiality with respect to all information acquired in the exercise of their functions, including: submitted manuscripts in any version, reviewer identities and reports, editorial correspondence and internal communications, decisional records, conflict of interest declarations, complaints and reports of suspected misconduct, and any personal data of authors, reviewers, and other parties. The confidentiality obligation persists after the conclusion of the editorial process and after the termination of the appointment. Any breach of confidentiality constitutes a violation of this Charter and may result in early termination pursuant to Section 7.
Personal data protection. The exercise of editorial functions involves processing the personal data of authors, reviewers, and other parties (names, affiliations, contact details, ORCID identifiers, conflict-of-interest declarations, and editorial correspondence). Members of the editorial leadership process such data exclusively for the editorial process and in accordance with EU Regulation 2016/679 (GDPR), any applicable national legislation, and the Privacy and Data Protection Policy of the Journal. The Publisher acts as data controller for the personal data processed in the editorial process.
Social media and public communications. Social media and public communications. Members of the editorial leadership who use social media platforms or other public communication channels refrain from publicly disclosing, commenting on, or sharing information concerning manuscripts under assessment, reviewer identities, editorial decisions under consideration, or internal editorial communications, in any format and regardless of the degree of anonymization applied. This obligation is an extension of the confidentiality duties established in this Section and applies for the duration of the editorial process and indefinitely thereafter with respect to manuscripts that did not result in publication.
14. USE OF ARTIFICIAL INTELLIGENCE
Members of the editorial leadership who use artificial intelligence tools in the exercise of their editorial functions are subject to the Artificial Intelligence Policy of the Journal. In particular, and consistent with the Peer Review Policy (Section 13):
• it is prohibited to upload, transmit, copy, paste, or otherwise expose any part of a manuscript under assessment, of reviewer reports, or of editorial communications to any generative artificial intelligence platform, application, or API that processes, transmits, or stores content on servers external to the editor's own device, whether commercial or free of charge, regardless of the data retention policies declared by the provider;
• the use of local language editing tools that operate exclusively on the editor’s own device without transmitting data to external servers is permitted for editorial communications produced by the editor, not for manuscript content;
• every use of artificial intelligence tools in the exercise of editorial functions must be declared to the Editor-in-Chief; the Editor-in-Chief declares any such use to Edikta S.r.l.
The Journal monitors the evolution of generative artificial intelligence tools and the related international standards. It reserves the right to adapt the provisions of this Section in coordination with the Artificial Intelligence Policy.
15. MULTIPLE BOARD MEMBERSHIPS
Consistent with COPE guidance on editorial board participation, members of the editorial leadership are required to assess and declare whether their simultaneous membership of other editorial boards may generate conflicts of interest or conflicts of commitment, loyalty, or role with respect to their functions at European Gynecology and Obstetrics (EGO).
Simultaneous membership on the editorial boards of journals with substantially overlapping aims and scopes that compete for the same scientific content in gynecology and obstetrics must be declared at the time of appointment and whenever a new membership arises during the term. The Editor-in-Chief assesses, in consultation with Edikta S.r.l. where appropriate, whether the simultaneous membership constitutes an unresolvable conflict incompatible with continued membership of the editorial leadership of the Journal. The outcome of the assessment is documented in the editorial record.
16. EDITORIAL BOARD MEETINGS
The Editorial Board of European Gynecology and Obstetrics (EGO) convenes in scheduled meetings to discuss the strategic direction of the Journal, the editorial performance against the KPIs established in the Peer Review Policy (Section 22), the implementation of editorial policies, the management of complex submissions or controversies, and the proposal of Special Issue themes.
Frequency. The Editorial Board meets at least once per year (at the annual general meeting), with the possibility of additional thematic or extraordinary meetings convened by the Editor-in-Chief. The annual general meeting may be conducted in person, virtually, or in hybrid format. Additional, smaller meetings (e.g., quarterly leadership meetings with Associate Editors) may be organized as needed.
Agenda and conduct. The agenda is defined by the Editor-in-Chief and circulated at least 14 days in advance. Meetings are chaired by the Editor-in-Chief or, in their absence, by the Deputy Editor-in-Chief or by a designated Section Editor. In the event of an unresolved divergence on matters within the editorial scope, the final decision rests with the Editor-in-Chief.
Minutes and documentation. Minutes are drafted by the Editorial Office and circulated to participants for confirmation within 30 days. Confirmed minutes are archived for the retention period applicable to editorial documentation pursuant to the Peer Review Policy (Section 19).
17. EDITORIAL FELLOWS AND EARLY-CAREER MENTORSHIP PROGRAM
European Gynecology and Obstetrics (EGO) establishes a structured Editorial Fellowship program that provides early-career researchers in gynecology and obstetrics with a mentored introduction to scientific editing, peer review, and editorial decision-making. The program is consistent with the Journal's commitments to diversity, equity, and inclusion (Section 18) and with the practices of leading international medical journals in gynecology and obstetrics.
Eligibility. Editorial Fellows are recruited from researchers within 10 years of their doctoral degree, with demonstrated interest in scientific editing, possession of a validated ORCID identifier, and at least one peer-reviewed publication as first or corresponding author in an indexed gynecology or obstetrics journal.
Recruitment process. Editorial Fellows are recruited through public calls for applications published on the institutional website and disseminated through the channels of the European Society of Gynecology, with particular attention to candidates from European countries underrepresented in the existing Editorial Board and from low- and middle-income countries.
Term and activities. The Fellowship lasts 1 year and is renewable for one additional year. Editorial Fellows participate in:
• supervised peer review activity, conducting a minimum of 4 mentored peer reviews per year under the supervision of a designated Associate Editor mentor;
• editorial workshops organized by the Journal (minimum 2 per year), conducted virtually or in conjunction with scientific events of the European Society of Gynecology;
• observation of editorial decision-making on anonymized manuscript samples in their disciplinary area;
• networking with the Editorial Board members and the editorial team.
Recognition. Editorial Fellows are acknowledged on the masthead of the Journal during their Fellowship and receive a written certification of activity at the conclusion of the program. Outstanding performance during the Fellowship may be considered in subsequent appointments to the Editorial Board.
18. DIVERSITY, EQUITY, AND INCLUSION
The composition of the editorial leadership actively reflects the Journal’s commitment to diversity, equity, and inclusion, as detailed in the Diversity and Inclusion Policy. In the appointment and renewal of Associate Editors and Editorial Board members, the Editor-in-Chief pursues the following objectives:
• geographic diversity, with active representation of European countries and of countries traditionally underrepresented in international gynecology journals, including low- and middle-income countries disproportionately affected by maternal and women's health outcomes;
• gender balance, to achieve and maintain a composition in which no single gender represents more than 70 percent of the total membership of the Editorial Board;
• plurality of career stages, including early-career researchers (within 10 years of doctoral degree) representing at least 25 percent of the Editorial Board, including the Editorial Fellows admitted under Section 17;
• breadth of institutional affiliation, including academic institutions, clinical centers, and independent research organizations from multiple countries;
• disciplinary breadth, ensuring representation of all major areas of gynecology and obstetrics within the scope of the Journal.
The achievement of these objectives is monitored annually as part of the performance review (sec. 19) and reported publicly in the Annual Editorial Report pursuant to the Peer Review Policy (Section 22). Members of the editorial leadership are encouraged to remain aware of their own conscious and unconscious biases and to seek development opportunities to address bias systematically, in coherence with COPE guidance, Wiley editor code of conduct, and Sage editorial best practice.
19. PERFORMANCE REVIEW, ACCOUNTABILITY, AND PUBLIC REPORTING
Annual performance review of the Editor-in-Chief. The performance of the Editor-in-Chief is subject to annual review by the Publisher in consultation with the European Society of Gynecology, based on:
• KPI data produced by the quarterly monitoring (Peer Review Policy, Section 22): median time from submission to first decision, overall acceptance rate, desk rejection rate, average number of reviewers per manuscript, acceptance rate of invitations to review, geographical and gender distribution of reviewers and authors;
• assessment of editorial decision quality through internal audit of a sample of accepted and rejected manuscripts;
• compliance with the editorial policies of the Journal and with the provisions of this Charter;
• assessment of the diversity, equity, and inclusion indicators of the Editorial Board composition (Section 18);
• qualitative assessment of the scientific positioning of the Journal and of the progress of indexing candidacies (DOAJ, PubMed/PMC, Scopus, Web of Science).
The outcome is communicated in writing and may include: confirmation of mandate, corrective measures with specific targets and timelines, or, in cases of persistent non-compliance, early termination pursuant to Section 7.
The performance review does not constitute a mechanism for reviewing, challenging, or reversing individual editorial decisions regarding manuscripts, including acceptance, revision, and rejection. KPI indicators measure the operational efficiency and the consistency of the editorial process. They do not evaluate the scientific merit of individual decisions, which remain within the exclusive authority of the Editor-in-Chief pursuant to Section 2. No KPI threshold may be used as the sole basis for early termination pursuant to Section 7; early termination on performance grounds requires a holistic assessment and documented failure to meet corrective measures agreed in the preceding review cycle.
Annual performance review of Associate Editors, Section Editors, and Editorial Board members. The Editor-in-Chief reviews each member annually based on: number of reviews completed within timelines; quality of review reports; responsiveness (invitation response within 5 working days); compliance with the code of conduct (Section 10) and conflict of interest obligations (Section 11); for Associate Editors and Section Editors: quality of editorial recommendations and timeliness of manuscript management. Persistent underperformance (fewer than 3 reviews per year without justification; failure to respond to 3 consecutive invitations) constitutes grounds for non-renewal or early termination pursuant to Section 7.
Annual public reporting. The Annual Editorial Report published on the institutional website, pursuant to the Peer Review Policy (Section 22), includes aggregate indicators on the composition of the Editorial Board (geographic distribution, gender balance, career stage distribution), the participation of Editorial Fellows, and the achievement of the DEI targets (Section 18). Individual performance data are not part of the public reporting.
20. COMPENSATION AND EDITORIAL HONORARIUM
European Gynecology and Obstetrics (EGO), consistent with its diamond open-access model and with the practice of leading non-commercial open-access journals, operates on a volunteer-editor basis. Members of the editorial leadership do not receive salary, fees, or honoraria for the exercise of their editorial functions.
The actual expenses incurred by the editorial leadership in the exercise of editorial functions, where authorized in advance by the Publisher (for example: travel to editorial meetings, registration to international conferences in the capacity of representative of the Journal), are subject to direct reimbursement by Edikta S.r.l. on a documented basis.
The volunteer nature of editorial work is consistent with the principle of editorial independence and the financial sustainability of the diamond open-access model. Should the economic model of the Journal evolve to include forms of editorial compensation, such evolution will be the subject of formal amendment of this Charter pursuant to Section 24, with adequate notice to the editorial leadership and full transparency to authors, reviewers, and indexers, in coherence with DOAJ transparency principles.
21. INDEMNIFICATION AND LEGAL PROTECTION
The Publisher provides legal protection to members of the editorial leadership for acts performed in good faith in the exercise of their editorial functions and in compliance with this Charter and the Journal's editorial policies. The legal protection covers:
• defense against legal actions brought by third parties (authors, reviewers, sponsors, or any other party) in connection with editorial decisions, retraction notices, expressions of concern, or other corrective acts published pursuant to the Corrections and Retractions Policy;
• defense against legal actions in connection with the management of complaints, appeals, and reports of suspected misconduct pursuant to the Complaints, Appeals and Whistleblowing Policy;
• defense against legal actions in connection with intellectual property disputes related to the editorial process;
• the costs of legal counsel and any settlement or judgment, where the editorial action was performed in good faith and in compliance with this Charter.
The legal protection does not extend to: acts performed in violation of this Charter or of applicable law; acts performed with willful misconduct, gross negligence, or fraud; acts performed outside the scope of the editorial functions defined in this Charter; personal liabilities unrelated to editorial functions. The detailed terms of the indemnification, including any applicable insurance coverage maintained by Edikta S.r.l., are specified in the written agreement (Section 8). Members of the editorial leadership are required to promptly notify Edikta S.r.l. of any legal action or threat of legal action in connection with the exercise of their functions.
22. REPORTING LINE FOR EDITORIAL INDEPENDENCE CONCERNS
Where the Editor-in-Chief perceives an attempt by the Publisher, the European Society of Gynecology, or any third party to interfere with the editorial independence of the Journal, the Editor-in-Chief activates a dedicated reporting line designed to ensure that the matter is addressed at the highest level of accountability without compromising editorial decisions.
Direct access to ownership. Consistent with the ICMJE Recommendations on the role of the editor, the Editor-in-Chief has direct access to the highest level of ownership of Edikta S.r.l., not to a delegated manager. Where the perceived interference originates from the Publisher, the Editor-in-Chief may report directly to the European Society of Gynecology in its capacity as the scientific society that holds the editorial brand. Where it originates from the European Society of Gynecology, the Editor-in-Chief may report directly to the highest level of Edikta S.r.l.
External referral. Where internal channels do not resolve the matter, or where the severity of the issue warrants external assessment, the Editor-in-Chief may refer the matter to COPE in accordance with COPE flowcharts on editorial freedom. It may seek confidential advice from the WAME listserv on specific cases of perceived interference, in accordance with established international editorial practice.
Formal dispute resolution mechanism. Formal dispute resolution mechanism. Where the reporting line established in this Section does not resolve a matter of editorial independence within 30 days of formal notification, or where the severity of the issue warrants a structured process, the Editor-in-Chief and the Publisher Edikta S.r.l. activate a formal dispute resolution procedure. The procedure operates as follows: (a) the party initiating the procedure notifies the other party in writing, specifying the nature of the dispute and the outcome sought; (b) within 15 working days, the parties designate a mutually agreed independent third party (which may include the European Society of Gynecology, an independent mediator with editorial expertise, or COPE in its advisory capacity) to facilitate resolution; (c) if no agreement on the third party is reached within 15 working days, each party independently nominates a representative and the two representatives jointly designate the third party; (d) the dispute resolution process is completed within 60 days from the formal initiation of the procedure; (e) the activation of this procedure does not suspend the editorial prerogatives of the Editor-in-Chief during the process. The detailed terms of the dispute resolution procedure are incorporated in the written contract established pursuant to Section 8 of this Charter, in coherence with the ICMJE Recommendations (Section III.A) on the contractual obligations between editors and journal owners.
All communications conducted under this Section are confidential. The activation of this reporting line by any member of the editorial leadership does not constitute grounds for retaliation, early termination of the appointment, or any other prejudicial treatment, in coherence with the whistleblower protection principles established in the Complaints, Appeals and Whistleblowing Policy.
23. SPECIAL ISSUES, SUPPLEMENTS, AND GUEST EDITORS
Special Issues. Special Issues are thematic editorial projects coordinated by Guest Editors invited by the Editor-in-Chief, subject to the standard peer review process pursuant to the Peer Review Policy, and funded through the standard editorial budget of the Journal without commercial sponsorship. The invitation to submit a manuscript does not constitute a guarantee of acceptance.
Supplements. Supplements are editorial projects supported by external funding (sponsors, scientific societies, foundations), subject to the following specific transparency and integrity requirements:
• the source of funding is fully disclosed in every article of the Supplement and on its cover page;
• editorial decision-making for the Supplement remains fully independent of the funder, in coherence with Section 2 of this Charter;
• the Supplement is clearly identified as such on the institutional website and in all Crossref and indexing metadata;
• the standard peer review process pursuant to the Peer Review Policy applies to all manuscripts published in the Supplement;
• specific provisions on commercial firewall and advertising disclosure are outlined in the Advertising and Sponsorship Policy.
Guest Editors. Guest Editors are researchers or clinicians of recognized scientific authority, invited to coordinate one or more Special Issues or Supplements. Their appointment is temporary and limited to the specific project. Guest Editors are subject, for the duration of their assignment, to the code of conduct (Section 10), conflict of interest management (Section 11), confidentiality (Section 13), and use of artificial intelligence (Section 14) provisions of this Charter. Guest Editors may not act as reviewers of manuscripts submitted by their direct collaborators or by researchers with whom they have a conflict of interest. Manuscripts submitted by the Guest Editor to their own Special Issue or Supplement are managed by a different Associate Editor with complete exclusion of the Guest Editor from the decisional process, and the statement on editorial process outlined in Section 12 applies.
24. AMENDMENTS TO THIS CHARTER
This Charter is subject to annual revision or to extraordinary revision in the face of significant changes in the international normative framework (updates of COPE, ICMJE, DOAJ, NISO, WAME) or of the governance of the Journal. Revisions are proposed by the Editor-in-Chief or by Edikta S.r.l. and are approved by Edikta S.r.l. in consultation with the European Society of Gynecology and the Editor-in-Chief.
Approved revisions are notified in writing to all members of the editorial leadership within 30 days of adoption. They are published on the institutional website with indication of the version and effective date. Members of the editorial leadership who do not accept a substantial revision may resign pursuant to Section 7, providing written notice within 30 days of receipt of the notification. Substantial amendments affecting rights and duties (compensation, indemnification, term of office, code of conduct) require explicit written acknowledgment by the affected members. Editorial and procedural amendments that align this Charter with updated international standards do not require individual acknowledgment but are communicated through the Journal's official channels.
25. REFERENCE STANDARDS
This Charter is drafted in compliance with the following international standards and best practices:
• COPE - Committee on Publication Ethics, Core Practices (current version);
• COPE - Guidance on Editorial Board Participation;
• COPE - Guidance on Editorial Conflicts of Interest;
• COPE - Guidance on Citation Manipulation;
• ICMJE - Recommendations for the Conduct, Reporting, Editing, and Publication of Scholarly Work in Medical Journals (including the Section on the role of the editor and editorial freedom);
• DOAJ - Principles of Transparency and Best Practice in Scholarly Publishing;
• WAME - World Association of Medical Editors, definition of editorial freedom and recommendations on editorial conduct;
• CSE - Council of Science Editors, White Paper on Promoting Integrity in Scientific Journal Publications;
• OASPA - Open Access Scholarly Publishers Association, principles of transparency for open access publishing;
• EU Regulation 2016/679 (GDPR) for the processing of personal data in the editorial process;
• Wiley Editor Code of Conduct, as a benchmark for editorial best practice in commercial scholarly publishing;
• PLOS Code of Conduct for Editorial Board Members, as a benchmark for editorial best practice in non-commercial open access publishing.