Ai Tools Policy

AI TOOLS USAGE POLICY

 

IJELaSS: International Journal of Education, Language and Social Science recognizes the profound influence of Artificial Intelligence (AI) on academic publishing. While AI technologies offer valuable support in refining language, processing data, and structuring content, their implementation requires rigorous oversight to protect academic integrity, originality, transparency, and accountability. This policy establishes the journal's framework for the ethical and responsible application of AI tools throughout manuscript preparation, aiming to provide clear standards, eliminate ambiguities, and align with the Committee on Publication Ethics (COPE) Core Practices and related guidance on AI in editorial workflows.

DEFINITION OF AI TOOLS

For the purposes of this policy, Artificial Intelligence (AI) tools encompass digital applications, software, or platforms driven by AI technologies—including Machine Learning (ML), Natural Language Processing (NLP), and Deep Learning—that generate, evaluate, translate, summarize, or modify data (textual, numerical, visual, or audio) within a research context.

Examples of AI tools include, but are not limited to:

  • Generative AI platforms: ChatGPT, Gemini, Claude, and other Large Language Models (LLMs).
  • Writing and language refinement tools: Grammarly, DeepL Write, QuillBot, and equivalent software.
  • AI-driven data analysis and visualization software.
  • AI image and graphics generators: Systems that produce illustrations, charts, diagrams, or statistical models.
  • AI-assisted literature review and reference management utilities.

 

PERMITTED AND RESTRICTED USES OF AI TOOLS

Authors are permitted to utilize AI tools for specific purposes provided such use strictly adheres to the provisions outlined below:

Permitted Uses AI tools may be used for:

  • Proofreading and correcting grammar, spelling, punctuation, and sentence structure.
  • Enhancing the clarity, flow, style, and readability of the manuscript.
  • Assisting with the formatting of citations, references, and bibliographies.
  • Supporting preliminary literature searches and contextual research gathering.
  • Facilitating statistical calculations, data processing, or computational modeling, provided all outputs undergo independent human verification and interpretation.
  • Generating basic visual graphics or illustrations, provided the underlying source data is ethically obtained, validated, and accurately represented.

Restricted Uses AI tools are strictly prohibited from being used for:

  • Generating complete manuscripts or core sections of original scholarly text without explicit disclosure, proper attribution, and thorough human revision.
  • Falsifying, fabricating, or manipulating research data, images, results, or analytical outcomes.
  • Translating text without direct human verification to ensure semantic accuracy and contextual appropriateness.
  • Summarizing, paraphrasing, or rewriting existing literature in a manner that constitutes plagiarism or intellectual property infringement.
  • Creating content that violates copyright laws or incorporates third-party proprietary material without authorization.

 

RESPONSIBILITIES OF AUTHORS

Authors maintain absolute responsibility for the entire content of their submitted work, including any components developed or assisted by AI tools. Authors must:

  • Verify the factual accuracy, authenticity, and reliability of all AI-assisted content.
  • Ensure the manuscript is entirely free from plagiarism, bias, factual errors, and AI hallucinations.
  • Provide accurate citations and attribution for external data or sources suggested by AI applications.
  • Accept full accountability for any inaccuracies, errors, or ethical breaches resulting from AI usage.
  • Critically evaluate, review, and revise all AI-generated material to ensure compliance with scholarly and discipline-specific standards.

 

AUTHORSHIP AND AI

AI tools cannot be designated as authors or co-authors under any circumstances. Authorship is reserved exclusively for human researchers who have made significant intellectual contributions to the conception, design, execution, or interpretation of the study, and who can be held accountable for its integrity.

Listing AI applications in the author list, author notes, or contribution statements is strictly prohibited and constitutes grounds for desk rejection or manuscript retraction

 

DISCLOSURE REQUIREMENTS

Authors are required to provide complete and transparent disclosure regarding their use of AI tools, particularly when application extends beyond standard proofreading or copyediting. Disclosures must specify:

  • The exact tool name, version, and software developer/provider.
  • A clear description of the specific purpose and scope of the AI application.
  • A formal declaration confirming that the authors have thoroughly reviewed and accepted full responsibility for all AI-assisted content.

 

LOCATION OF DISCLOSURE IN MANUSCRIPTS

The placement of the AI disclosure depends on how the tool was integrated into the work. Disclosures should appear in one or more of the following sections:

  1. Methods Section If an AI tool was employed as part of the research design, such as for data modeling, figure generation, code execution, or analytical processing, its operational details must be clearly documented in the Methods section.
  2. Acknowledgments Section If an AI tool was used solely to polish language quality, assist with translation, or format reference lists, its usage should be disclosed within the Acknowledgments section.
  3. Dedicated Statement Section Authors are strongly encouraged to include a distinct section titled “Declaration of AI Tool Usage” in their manuscript. This section should outline the tool used, its purpose, and the extent of its contribution.

Example Statement:

"During the preparation of this manuscript, the authors used [Tool Name, Version, Developer] to [specify the precise purpose and scope of use]. All AI-generated outputs were critically evaluated, verified, and revised by the authors to ensure factual accuracy, clarity, and adherence to academic standards. The authors accept full responsibility for the overall content and integrity of this work."

 

EDITORIAL AND PEER REVIEW OVERSIGHT

Editors and peer reviewers evaluate AI disclosures as a standard part of their ethical and methodological assessment. If undisclosed, improper, or non-compliant AI usage is identified, the editorial team reserves the right to:

  • Request formal clarification, raw data, or manuscript revisions from the authors.
  • Reject the manuscript if the AI usage violates journal policies or ethical standards.
  • Escalate the issue to the authors' institutional oversight bodies or initiate a formal inquiry in cases of suspected research misconduct.

IJELaSS: International Journal of Education, Language and Social Science emphasizes that determining content authenticity does not rely solely on automated AI-detection software. Every assessment involves expert human judgment, editorial evaluation, and direct dialogue with authors to ensure fair, contextual, and accurate ethical evaluations.

 

CONSEQUENCES OF NON-COMPLIANCE

Failure to comply with this policy may result in administrative actions, including immediate manuscript rejection, post-publication retraction, notification of the authors' host institutions, and potential bans on future manuscript submissions in cases of repeated or severe misconduct.

 

APPEALS AND DISPUTE RESOLUTION

Authors wishing to contest an editorial decision concerning AI usage may submit a formal written appeal to the Editor-in-Chief. The appeal must clearly detail the grounds for disagreement, present supporting documentation, and reference specific sections of this policy. Appeals will be examined by an internal ethics committee or referred to an independent COPE advisor for impartial review.

 

USE OF AI BY THE EDITORIAL TEAM

IJELaSS: International Journal of Education, Language and Social Science does not employ AI systems to make autonomous editorial or peer-review decisions. Should AI tools be considered for editorial workflows in the future, their implementation will be publicly disclosed, ensuring human judgment remains the sole factor in final publishing decisions.

 

POLICY UPDATES AND AUTHOR GUIDANCE

To adapt to technological developments, this policy undergoes periodic reviews to address new risks and align with evolving international publishing standards. Authors are advised to review the latest guidelines on the journal website prior to submission. For specific inquiries regarding compliance, authors should contact the editorial office.

IJELaSS: International Journal of Education, Language and Social Science supports responsible research innovation while maintaining steadfast commitment to scholarly integrity.

 Ethical Framework and References

This policy is grounded in the established guidelines of the Committee on Publication Ethics (COPE), including:

  • COPE Core Practices
  • COPE Discussion Document: Artificial Intelligence in Decision Making
  • COPE Guidelines on Authorship
  • COPE Retraction Guidelines

Submission of a manuscript to IJELaSS: International Journal of Education, Language and Social Science implies full acceptance of and compliance with these standards.