Artificial intelligence policy

Academia Publications recognises the growing role of Artificial Intelligence (AI) technologies in scholarly communication, research, writing, and publishing. This policy explains how AI tools may and may not be used by authors, reviewers, editors, and editorial staff across all journals managed by Academia Publications.

Our main aim is to protect research integrity, transparency, originality, and the trust readers place in published academic work.

This policy has been created to:

  • Set clear rules for the responsible use of AI in academic publishing.
  • Protect the accuracy and honesty of published research.
  • Ensure that human authors remain accountable for their work.
  • Help authors understand what must be disclosed when AI is used.
  • Support reviewers and editors in handling AI-related concerns.

This policy applies to all authors submitting manuscripts for publication, peer reviewers evaluating submissions, editors, and editorial board members, as well as editorial, technical, and publishing staff.

What Is an AI Tool?

An AI tool is any software or system that can generate, edit, analyse, translate, summarise, or otherwise assist in producing written, visual, or data-based content.

Common examples include, but are not limited to:

  • Chatbots and conversational AI (such as ChatGPT, Gemini, Claude, Microsoft Copilot).
  • Grammar and writing assistants (such as Grammarly AI).
  • Translation tools (such as DeepL AI).
  • AI-based image and graphic generators.
  • AI tools used for data analysis, coding, or statistical support.
  • Any other generative or assistive AI system.

Acceptable Uses of AI

Authors, reviewers, and editors may use AI tools for limited, supportive purposes, such as:

  • Improving grammar, spelling, and sentence structure.
  • Enhancing the clarity and readability of text.
  • Translating content from one language to another.
  • Assisting with computer code or programming tasks.
  • Organising, sorting, or formatting data.
  • Generating ideas during early brainstorming.
  • Summarising large amounts of background information for personal understanding.

All AI-assisted content must be carefully checked, edited, and verified by a human before it is submitted or used.

Who Is Responsible for AI-Assisted Content?

The human author, reviewer, or editor remains fully and solely responsible for any content created with AI assistance.

This responsibility includes:

  • Making sure all information is accurate and true.
  • Making sure all data and results are valid.
  • Making sure the work is original and not copied.
  • Giving proper credit and citations to all sources.
  • Following all applicable ethical and legal standards.

Using AI does not reduce or remove this responsibility in any way.

Disclosure of AI Use

Authors must clearly state in their manuscript whenever an AI tool has played a meaningful part in preparing the work.

The disclosure should be placed in the Methods section, Acknowledgements section, or another clearly visible part of the manuscript, and should include:

  • The name of the AI tool used.
  • The version of the tool, if known.
  • The specific purpose for which it was used.
  • How much it contributed to the final manuscript.

Example Disclosure Statement

"The authors used ChatGPT to improve the clarity and grammar of the manuscript text. All AI-assisted content was reviewed, edited, and verified by the authors, who take full responsibility for the accuracy and originality of the final work."

When Disclosure Is Required

Disclosure is required whenever AI has been used for:

  • Drafting or rewriting sentences, paragraphs, or sections.
  • Generating ideas that directly shaped the manuscript's content.
  • Creating or editing images, figures, or graphics.
  • Analysing data or assisting with statistical methods.
  • Any other use that meaningfully affects the final manuscript.

Minor uses, such as basic spell-checking, do not usually require disclosure, but authors should disclose generously whenever in doubt.

Why AI Cannot Be Listed as an Author

AI tools cannot be named as an author or co-author on any manuscript, for the following reasons:

  • AI cannot take legal or ethical responsibility for published work.
  • AI cannot give consent to be listed as an author.
  • AI cannot approve the final version of a manuscript before submission.
  • AI does not have the ability to be held accountable for errors or misconduct.
  • Authorship requires intellectual ownership, which only humans can hold.

Only human contributors who meet recognised authorship criteria may be credited as authors.

Prohibited and Unethical Uses of AI

The following actions are strictly forbidden:

  • Using AI to fabricate or invent research data.
  • Using AI to create false or misleading results.
  • Generating fake citations, references, or sources that do not exist.
  • Producing misleading or deceptive images, charts, or figures.
  • Using AI to manipulate or distort genuine research findings.
  • Using AI to write fraudulent or dishonest peer review reports.
  • Hiding or concealing significant AI involvement in a manuscript.
  • Submitting AI-generated work as entirely original human work.
  • Using AI in any way that damages research honesty or public trust.

Manuscripts found to breach these rules may face rejection, required correction, retraction, or other disciplinary action.

Use of AI in Research Methodology

If AI tools were used as part of the actual research process (not just writing), authors must clearly explain:

  • Which AI system or model was used.
  • The version number, where applicable.
  • The exact purpose it served in the research.
  • Any settings, parameters, or prompts used.
  • Any known limitations or risks affecting the results.

This information must be detailed enough to allow other researchers to understand and, where possible, reproduce the method.

AI-Generated Images, Graphics, and Visual Content

Whenever an image, illustration, chart, or other visual material has been created or significantly altered using AI, authors must:

  • Clearly label it as AI-generated or AI-assisted.
  • Confirm that it does not break any copyright or intellectual property laws.
  • Confirm that it does not misrepresent real data or research outcomes.
  • Provide a disclosure explaining how it was created.

Academia Publications may request further details or evidence about how any visual content was produced.

AI and Confidentiality in Peer Review

Peer reviewers play a key role in protecting the confidentiality of unpublished research and must follow these rules:

  • Manuscripts, data, figures, and supplementary files must never be uploaded to public AI tools.
  • AI tools must not be used to summarise or evaluate a manuscript without the journal's prior written permission.
  • Reviewers must protect all confidential material at every stage of the review process.
  • Any breach of confidentiality through AI use will be treated as a serious ethical violation.

Role of AI in Editorial Decisions

Editors may use AI tools to support tasks such as:

  • Administrative and workflow organisation.
  • Checking language quality.
  • Sorting or managing submissions.

However:

  • Final editorial decisions must always be made by qualified human editors.
  • AI must never be used to independently accept, reject, or judge a manuscript.
  • Human judgement, expertise, and ethical reasoning must guide every publishing decision.

Monitoring, Verification, and Investigation

Academia Publications reserves the right to review and investigate any suspected misuse of AI at any stage of the publishing process.

If concerns are raised, authors may be asked to provide:

  • Original, unedited data and records.
  • Full details of how and where AI was used.
  • Evidence supporting the originality of the work.
  • Any other documentation needed to confirm ethical compliance.

Failure to give a clear and satisfactory explanation may lead to editorial action, including rejection or retraction.

Relationship With Other Policies

This AI Policy should be read together with Academia Publications' other policies, including those on:

  • Publication ethics.
  • Peer review standards.
  • Plagiarism and originality.
  • Editorial decision-making.

All individuals involved in the publishing process are expected to follow the highest standards of honesty, fairness, and academic integrity.

Updates to This Policy

Academia Publications may revise this policy from time to time to reflect new developments in AI technology, publishing standards, and academic best practices.

The version published on the official Academia Publications website at any given time is the one that applies.

Contact Information

For any questions or concerns regarding this policy, please contact ethics@acadpub.com.