A subject editor, who oversaw a manuscript, was invited by the authors to become a co-author after the first review round. After inviting the subject editor to become an author (and adding his name to the author list), the revised version of the paper was submitted to the journal. The authors expected that a different subject editor would handle the paper in the next review round.
However, when the revised version was submitted, no one (including the subject editor himself) noticed the addition of the subject editor’s name to the revised paper, and the subject editor took "automatic" care of the revised manuscript when it was assigned to him by the editor-in-chief, who also had not noticed the addition of the subject editor’s name to the paper.
The second revision was directly accepted by the editor-in-chief. During proof corrections, no one noticed that the subject editor was listed as an author and also as the communicating editor (it is standard practice on the journal to name the subject editor on the published paper—ie, "Communicated by ...").
Thus the article was published online before the authors became aware of the problem and contacted the editor. The editor-in-chief believes the subject editor was acting in good faith, but is very concerned about the situation and the breakdown of the journal process. The manuscript managed to slip through two rounds of the journal’s editorial process.
The authors are also very concerned about this awkward situation, which looks like preferential treatment, and have asked the journal what can be done to avoid this impression.
Question What can the journal do?
The Forum agreed this was a failure of journal processes and the editor in chief must take responsibility for this. The change was not detected but there should be processes in place when any change in the authorship of a paper is noted. Authors should be required to clearly state when any changes in authorship are made after the initial submission, and the journal needs to ensure it tightens its processes to detect this. So the journal should reinforce the processes it has in place and make any necessary changes.
The editor confirmed that a conflict of interest statement was signed by the corresponding author on behalf of all of the authors. The Forum suggested that, in future, the journal may like to consider asking each author to sign an individual conflict of interest form. If this had been done in this case, for example, the addition of another author would have been spotted.
The advice from the Forum was to publish an erratum, with the editor in chief as the “Communicated by” editor, and also explaining clearly what happened in this case. The journal may also have to publish a correction to its conflict of interest statement on the paper.
The Forum also advised that the journal should have a written process in place for what to do when an editor becomes an author and wants to publish in his journal.
The journal added a note to the paper from the editor in chief, stating that due to an unfortunate technical mistake when handling the article, one of the authors was also a subject editor at the same time. The editor in chief also stated that he guaranteed that the scientific standards and honesty had not been violated in any way.