Ask For Source Codes From Corresponding Author

Asking a corresponding author for source codes can feel like navigating uncharted waters. You want the code to replicate results, understand the methodology, or build upon existing research, but you’re unsure how to approach the request professionally and effectively. This guide provides a comprehensive roadmap for successfully requesting source codes from corresponding authors, ensuring a positive interaction and maximizing your chances of receiving the code.

Why Source Code is Important

Before diving into the how, it's crucial to understand the why. Access to source code is increasingly vital for:

• Reproducibility: Ensuring that research findings can be independently verified, a cornerstone of the scientific method.
• Transparency: Promoting openness and accountability in research.
• Building Upon Existing Work: Facilitating innovation and accelerating scientific progress by allowing researchers to adapt and extend existing methodologies.
• Learning and Education: Providing valuable learning resources for students and researchers alike.
• Identifying Errors: Enabling the detection and correction of errors or biases in the original research.

Preparing to Ask: Due Diligence is Key

Before reaching out, conduct thorough research to avoid unnecessary requests and demonstrate your genuine interest.

1. Check for Existing Availability:

   • Supplementary Materials: Many journals encourage or require authors to include source code as supplementary material. Check the article's webpage, online repositories associated with the journal, and the author's personal website or institutional repository.
   • Public Repositories (GitHub, GitLab, etc.): Search these platforms using keywords from the article title, author names, and relevant algorithms or techniques.
   • Research Compendia: Explore research compendia or platforms that specifically curate research materials, including code.

2. Understand the Code's Purpose:

   • Read the Paper Carefully: Grasp the methodology and how the code contributes to the overall findings. Identify specific sections of the code you're most interested in.
   • Note Specific Algorithms or Techniques: Mentioning these in your request demonstrates your understanding and focuses the author's attention.

3. Prepare Specific Questions:

   • Identify Specific Sections of Code: Instead of asking for "the entire code," focus on specific modules or functions related to your research interest.
   • Formulate Clear Questions: Prepare specific questions about the code's implementation, dependencies, or any ambiguities you encounter in the paper.

Crafting the Email: A Professional Approach

Your email is the first impression you make. A well-crafted email significantly increases your chances of receiving a positive response.

1. Subject Line:

   • Be Clear and Concise: Use a subject line like "Request for Source Code - [Article Title]" or "Inquiry Regarding Source Code for [Article Title]".

2. Salutation:

   • Use a Formal Salutation: Address the author using "Dear Dr. [Last Name]" or "Dear Professor [Last Name]". If you're unsure of their title, "Dear [First Name] [Last Name]" is acceptable.

3. Introduction:

   • Introduce Yourself: Briefly state your name, affiliation (university or organization), and research area.
   • Express Your Interest: Clearly state your interest in the author's work and how it relates to your research.
   • Cite the Paper: Explicitly mention the title and publication details of the paper you're referring to.

   Dear Dr. [Last Name],
   
   My name is [Your Name], and I am a [Your Position] at [Your Institution] working on [Your Research Area]. I am writing to you regarding your excellent paper, "[Article Title]," published in [Journal Name] in [Year]. I found your work on [Specific Algorithm/Technique] particularly insightful and relevant to my current research on [Your Specific Research Focus].
   

4. State Your Request:

   • Be Direct and Polite: Clearly state your request for the source code.
   • Explain Your Purpose: Briefly explain why you need the code and how you plan to use it. Be specific; for example, "to replicate your results," "to understand the implementation of [Specific Algorithm]," or "to build upon your work for [Your Project]".
   • Acknowledge Potential Constraints: Acknowledge that sharing code might require time and effort on their part.

   I am writing to request access to the source code used in your paper. I am particularly interested in the code related to [Specific Section of Code/Algorithm] as I am attempting to [Your Purpose - e.g., replicate your findings, implement a similar approach in my own research]. I understand that sharing code requires time and effort, and I appreciate your consideration.
   

5. Specify Your Needs:

   • Indicate Which Parts of the Code You Need: If you don't need the entire codebase, specify which modules or functions are most relevant to your research. This can make the request less daunting for the author.
   • Mention Preferred Formats: If you have a preference for the code format (e.g., specific programming language, platform), mention it.

   Specifically, I am interested in the [Module Name] module, which implements the [Algorithm Name] algorithm. If possible, I would appreciate it if the code could be provided in [Programming Language].
   

6. Offer Assistance:

   • Volunteer to Acknowledge Their Work: Offer to properly cite their work in any publications or presentations that result from using the code.
   • Offer to Share Your Findings: Offer to share any insights or improvements you make to the code with them.
   • Offer to Collaborate (If Appropriate): If your research interests align closely, you could suggest potential collaboration.

   Of course, I would be happy to properly cite your work in any publications or presentations that result from using your code. I am also willing to share any insights or improvements I make to the code with you. If our research interests align further, I would be open to exploring potential collaboration opportunities in the future.
   

7. Express Gratitude and Provide Contact Information:

   • Thank the Author for Their Time and Consideration: Show your appreciation for their willingness to consider your request.
   • Provide Your Full Contact Information: Include your email address and phone number (optional) to facilitate communication.

   Thank you for your time and consideration. I greatly appreciate your willingness to share your valuable resources.
   
   Sincerely,
   [Your Name]
   [Your Position]
   [Your Institution]
   [Your Email Address]
   [Your Phone Number (Optional)]
   

8. Proofread Carefully:

   • Check for Grammar and Spelling Errors: Ensure your email is free of errors to convey professionalism.
   • Ensure Clarity and Conciseness: Make sure your request is clear, concise, and easy to understand.

Example Email Template

Here's a complete example email combining all the elements discussed above:

Subject: Request for Source Code - "Deep Learning for Image Recognition"

Dear Dr. Emily Carter,

My name is John Smith, and I am a PhD Candidate at the University of California, Berkeley, working on deep learning for medical image analysis. I am writing to you regarding your excellent paper, "Deep Learning for Image Recognition," published in the Journal of Medical Imaging in 2022. I found your work on convolutional neural networks particularly insightful and relevant to my current research on automated diagnosis of lung cancer.

I am writing to request access to the source code used in your paper. I am particularly interested in the code related to the convolutional neural network architecture as I am attempting to implement a similar approach in my own research. I understand that sharing code requires time and effort, and I appreciate your consideration.

Specifically, I am interested in the "CNN_Model.py" module, which defines the convolutional neural network architecture and training process. If possible, I would appreciate it if the code could be provided in Python (TensorFlow or PyTorch).

Of course, I would be happy to properly cite your work in any publications or presentations that result from using your code. I am also willing to share any insights or improvements I make to the code with you. If our research interests align further, I would be open to exploring potential collaboration opportunities in the future.

Thank you for your time and consideration. I greatly appreciate your willingness to share your valuable resources.

Sincerely,
John Smith
PhD Candidate
University of California, Berkeley
john.smith@berkeley.edu

Following Up: Patience and Persistence

If you don't receive a response within a reasonable timeframe (e.g., two weeks), it's appropriate to send a polite follow-up email.

1. Wait a Reasonable Time: Allow at least two weeks before sending a follow-up email. Authors may be busy with other commitments.
2. Reply to Your Original Email: This helps the author easily recall your initial request.
3. Keep it Brief and Polite: Reiterate your request and express your continued interest.
4. Acknowledge Their Time: Remind them that you understand they are busy.
5. Consider Alternative Contacts: If you still don't receive a response, you could try contacting other authors listed on the paper, or the author's department at their institution.

   Subject: Re: Request for Source Code - "Deep Learning for Image Recognition"
   
   Dear Dr. Carter,
   
   I hope this email finds you well.
   
   I am writing to follow up on my previous email regarding my request for access to the source code used in your paper, "Deep Learning for Image Recognition." I understand that you are likely very busy, but I remain very interested in obtaining the code for [Specific Section of Code/Algorithm].
   
   Thank you again for your time and consideration.
   
   Sincerely,
   John Smith
   

What to Do if You Receive the Code

1. Express Gratitude: Send a thank-you email expressing your sincere appreciation.
2. Acknowledge Their Conditions: If the author has specified any conditions for using the code (e.g., attribution, non-commercial use), make sure you understand and adhere to them.
3. Read the Documentation (If Any): Carefully review any documentation provided with the code to understand its structure, dependencies, and usage.
4. Cite Properly: Cite the original paper and the source code in any publications or presentations that result from using the code.
5. Share Your Findings (If Agreed): Share any insights, improvements, or bug fixes you discover with the author.
6. Respect Intellectual Property: Use the code responsibly and ethically, respecting the author's intellectual property rights.

What to Do if You Don't Receive the Code

It's important to remember that authors are not always obligated to share their code. There may be legitimate reasons why they cannot fulfill your request, such as:

1. Proprietary Code: The code may contain proprietary algorithms or techniques that the author cannot share due to legal or contractual obligations.
2. Incomplete or Unusable Code: The code may be incomplete, poorly documented, or simply not in a state that is suitable for sharing.
3. Time Constraints: The author may be too busy to prepare the code for sharing or to provide support.
4. Confidential Data: The code may be intertwined with confidential data that cannot be released.

If you don't receive the code, respect the author's decision. Don't be pushy or demanding. Consider these alternative strategies:

1. Look for Alternative Implementations: Search for open-source implementations of the algorithms or techniques used in the paper.
2. Attempt to Re-implement the Code: If the methodology is clearly described in the paper, try to re-implement the code yourself. This can be a valuable learning experience.
3. Contact Other Researchers in the Field: Reach out to other researchers who may have experience with similar algorithms or techniques.
4. Focus on Other Aspects of the Research: If access to the code is essential, consider focusing on other aspects of the research question that don't require it.

Ethical Considerations

• Respect Intellectual Property: Always respect the author's intellectual property rights. Do not distribute the code without their permission.
• Acknowledge Contributions: Properly acknowledge the author's contributions in any publications or presentations that result from using the code.
• Use the Code Responsibly: Use the code ethically and responsibly, avoiding any misuse or misrepresentation.
• Maintain Confidentiality: If the code contains confidential information, maintain its confidentiality.

Overcoming Common Challenges

• Author is Unresponsive: As mentioned before, send a polite follow-up email. If still no response, consider contacting other authors or the department.
• Code is Difficult to Understand: If the code is poorly documented, try to contact the author for clarification. You can also try to find online resources or tutorials for the programming language or libraries used in the code.
• Code Doesn't Work: If the code doesn't work as expected, try to debug it yourself. If you're unable to fix the problem, you can contact the author for assistance, but be specific about the issues you're encountering.
• Licensing Issues: Be aware of the licensing terms associated with the code. Some licenses may restrict commercial use or require you to release your modifications under the same license.

The Future of Code Sharing

The increasing emphasis on reproducibility and transparency in research is driving a cultural shift towards greater code sharing. Many journals are now requiring or encouraging authors to deposit their code in public repositories. This trend is likely to continue, making it easier for researchers to access and reuse code. Initiatives like open-source software and reproducible research platforms are also playing a crucial role in promoting code sharing and collaboration.

Conclusion

Requesting source code from corresponding authors is an integral part of the scientific process. By following these guidelines, you can increase your chances of a successful interaction, contributing to a more transparent, reproducible, and collaborative research environment. Remember to be prepared, polite, persistent, and respectful. Your efforts can not only benefit your own research but also contribute to the advancement of science as a whole. Good luck!