1. Purpose

The group exists to produce and discuss rigorous work in language, linguistics, literature and African Studies. Its procedures must protect participants, make contributions visible and allow errors to be corrected.

2. Membership and roles

Each project names a coordinator, contributing authors, data or source stewards, reviewers and a contact person. A title or senior position does not automatically justify authorship. The contribution statement records who designed the question, collected or curated material, analysed evidence, drafted sections, revised the work and approved the final version.

3. Meeting record

Every formal meeting has a short agenda and a decision note. The note records decisions, responsibilities, deadlines and unresolved questions; it does not expose confidential participant data. Members may correct the record within an agreed period.

4. Sources and evidence

A shared source register contains the full reference, stable identifier when available, access date, licence or rights status, purpose of use and the person who verified it. Notes distinguish quotation, paraphrase, translation and the researcher’s own interpretation.

5. Data care

Projects define what is collected, why it is necessary, who may access it, how it is protected, how long it is retained and how it will be destroyed or archived. Public openness is not automatic: consent, confidentiality, community expectations, contracts and law may restrict sharing.

6. Internal review

A reviewer checks the fit between question, evidence and claim; verifies references; identifies unsupported generalisations; tests whether limitations are visible; and declares conflicts of interest. Internal review improves a manuscript but must not be described as external peer review.

7. Use of generative tools

A tool may assist brainstorming, language revision or formatting only under a declared project rule. It must not be listed as an author, invent a source, replace verification or receive confidential data without an authorised basis. The human authors remain responsible for every claim, citation and submitted file.

8. Publication and licensing

The group chooses a licence only for material whose rights it controls. A Creative Commons licence is not a declaration that borrowed images, texts or datasets have become free. Third-party components keep their own rights and attribution requirements.

9. Corrections and complaints

Every public output provides a contact route. Minor corrections are dated; substantial changes preserve a version note; unreliable material is withdrawn with an explanation that does not expose confidential information. Complaints are examined by someone without a direct conflict where possible.

10. Annual review

Once a year, the group reviews incomplete projects, authorship disputes, source records, data retention, accessibility and the effectiveness of its procedures. The charter is updated when practice or applicable rules change.

Adoption checklist

  • Are roles and decision rights named?
  • Can a contributor challenge an authorship decision safely?
  • Can every public claim be traced to evidence?
  • Does the review label accurately describe the process?
  • Are correction and withdrawal procedures visible?