Artificial Intelligence (AI) Usage Policy

1. Introduction

SEAJ-ALGOV acknowledges the growing role of Artificial Intelligence (AI) in academic publishing. AI technologies can support authors in various stages of research and manuscript preparation, including language refinement, data processing, and workflow efficiency. Despite these benefits, the application of AI tools must be carefully regulated to safeguard academic integrity, originality, transparency, and author accountability.

This policy defines SEAJ-ALGOV’s principles regarding the ethical and responsible use of AI in scholarly writing. It is intended to clarify acceptable practices, reduce potential misuse, and ensure consistency with the Core Practices and guidance issued by the Committee on Publication Ethics (COPE), particularly in relation to AI-assisted decision-making.

2. Definition of AI Tools

Within the scope of this policy, AI tools refer to digital technologies or software systems that employ artificial intelligence methods such as machine learning, natural language processing, or deep learning to generate, analyze, translate, summarize, or modify text, numerical data, images, audio, or other research-related materials.

Such tools include, but are not limited to:
• Generative AI systems and large language models
• Writing assistance and language-editing software
• AI-supported data analysis and visualization platforms
• Tools used for generating images, figures, or statistical outputs
• AI-powered literature search and reference management tools

3. Acceptable Use of AI Tools

a. Permissible Uses

Authors may use AI tools for limited and supportive purposes, provided that human oversight and responsibility are maintained. Acceptable uses include:
• Checking grammar, spelling, and punctuation
• Enhancing clarity, coherence, and academic tone
• Assisting with citation formatting and reference organization
• Conducting preliminary literature searches
• Supporting, but not substituting, statistical analysis or modeling
• Producing simple visual materials, subject to ethical sourcing and author review

The maximum acceptable AI-writing similarity score, as detected by Turnitin or comparable platforms, is 20 percent. Manuscripts exceeding this threshold must be revised accordingly before further consideration.

b. Prohibited Uses

AI tools must not be employed to:
• Produce complete manuscripts or substantial original sections without meaningful human authorship and critical evaluation
• Fabricate, manipulate, or falsify data, images, or research findings
• Translate texts without careful human verification
• Automatically paraphrase or summarize existing publications in a manner that constitutes plagiarism
• Generate content that violates copyright or reproduces protected materials without authorization

4. Responsibilities of Authors

Authors bear full responsibility for all material submitted to SEAJ-ALGOV, including any content created or modified using AI tools. Authors are required to:
• Confirm the accuracy, originality, and validity of AI-assisted content
• Ensure that manuscripts are free from plagiarism, bias, factual inaccuracies, and AI hallucinations
• Properly cite any external sources, datasets, or identifiable materials suggested or generated by AI
• Accept accountability for ethical issues, errors, or omissions arising from AI use
• Carefully review and edit all AI outputs to meet academic and disciplinary standards

5. Authorship and AI

AI tools may not be listed as authors or co-authors. Authorship is restricted to individuals who have made substantial intellectual contributions to the research and who can assume responsibility for the work.

Any attempt to credit AI tools in authorship lists, contribution statements, or author notes is prohibited and may result in immediate rejection or post-publication retraction.

6. Disclosure Requirements

Authors must clearly and transparently disclose the use of AI tools when their use extends beyond basic language or formatting assistance. Disclosures must specify:
• The name, version, and provider of the AI tool
• The purpose and scope of its use
• A statement affirming author responsibility for all AI-assisted content

7. Placement of Disclosure Statements

Depending on the nature of AI usage, disclosure information should be included in one or more of the following sections:

a. Methods
When AI tools contribute to data analysis, coding, modeling, figure creation, or other methodological components.

b. Acknowledgments
When AI tools are used for language editing, translation, or formatting support.

c. Dedicated Disclosure Section
Authors are encouraged to add a separate section titled “Declaration of AI Tool Usage,” for example:

“During the preparation of this manuscript, the authors used [AI tool name, version, and provider] for [describe the purpose and extent of use]. All outputs generated with AI assistance were carefully reviewed and edited by the authors to ensure accuracy, clarity, and compliance with academic standards. The authors take full responsibility for the content and integrity of this manuscript.”

8. Editorial and Peer Review Oversight

Editors and reviewers will consider AI disclosures as part of the ethical and methodological evaluation of submissions. If inappropriate or undisclosed AI use is suspected, the editorial office may:
• Request clarification or manuscript revision
• Reject the submission
• Initiate institutional notification or a formal investigation in cases of suspected misconduct

SEAJ-ALGOV does not rely exclusively on automated detection systems. All assessments involve human judgment and direct communication with authors.

9. Consequences of Policy Violations

Non-compliance with this policy may lead to:
• Rejection at any stage of the review process
• Retraction of published articles
• Notification of the author’s affiliated institution
• Restrictions on future submissions in cases of serious or repeated misuse

10. Appeals and Dispute Resolution

Authors who disagree with editorial decisions related to AI usage may submit a formal written appeal to the Editor-in-Chief. Appeals must clearly state the grounds for disagreement, provide supporting evidence, and reference this policy. Appeals will be reviewed internally or, when necessary, referred to an independent COPE advisor.

11. Use of AI by the Editorial Team

SEAJ-ALGOV does not employ AI tools to make independent editorial or peer review decisions. Any future implementation of AI by the editorial office will be transparently disclosed and will always involve human oversight and final judgment.

12. Policy Review and Author Guidance

Given the rapid development of AI technologies, this policy will be periodically reviewed and updated. Authors are strongly encouraged to consult this document prior to submission and to contact the editorial office if clarification is needed regarding compliant AI use.

SEAJ-ALGOV supports responsible innovation while maintaining a strong commitment to ethical research and publication practices.

13. Ethical Framework

This policy is grounded in ethical standards and recommendations issued by COPE. Compliance with these principles is a mandatory condition for manuscript submission to SEAJ-ALGOV.