AI Tools Usage Policy

1. Introduction

The Journal of Educational Innovation and Research (JEIR) recognizes the transformative role of Artificial Intelligence (AI) in scholarly publishing. While AI tools can significantly enhance aspects such as linguistic refinement, data analysis, and visual presentation, their use requires strict ethical oversight to protect academic integrity, originality, transparency, and accountability.

This policy defines the journal’s position on the ethical and responsible application of AI tools during manuscript preparation, aligning with:

· COPE Core Practices

· COPE Discussion Document on AI in Publication Decision-Making

· ICMJE Recommendations

· WAME Statement on Chatbots and AI in Scholarly Publications

2. Definition of AI Tools

For the purposes of this policy, AI tools are defined as digital systems, platforms, or software using AI techniques—such as machine learning (ML), natural language processing (NLP), and deep learning—to generate, analyze, translate, summarize, or modify data in textual, numerical, visual, or audio formats.

Examples include, but are not limited to:

· Generative AI (e.g., ChatGPT, Gemini, Claude, LLaMA)

· Writing and grammar tools (e.g., Grammarly, DeepL Write, Quillbot)

· AI-based data analysis and visualization software

· AI systems for creating images, graphs, or statistical models

· AI-assisted literature review and citation tools

3. Acceptable Use of AI Tools

a. Permissible Uses

AI tools may be used for:

· Grammar, spelling, and punctuation checks

· Improving linguistic clarity, style, and tone

· Formatting references and citations

· Conducting preliminary literature searches

· Supporting (but not replacing) statistical analysis or data visualization

· Generating basic, ethically sourced illustrations or diagrams

b. Restricted Uses

AI tools must not be used to:

· Generate an entire manuscript or major sections of original content without proper attribution and author oversight

· Fabricate, falsify, or manipulate data, images, or results

· Translate without human verification

· Summarize/rephrase published work in a way that constitutes plagiarism

· Create copyrighted or identifiable materials without permission

4. Responsibilities of Authors

Authors are fully responsible for all content, including AI-assisted portions. They must:

· Verify accuracy, originality, and reliability of AI-generated content

· Ensure absence of plagiarism, bias, and factual errors

· Provide proper attribution for any external data suggested or processed by AI

· Retain logs or records of AI usage for possible editorial or ethical review

· Critically review and edit AI outputs to meet scholarly standards

5. Authorship and AI

AI tools cannot be listed as authors or co-authors. Authorship is restricted to human contributors who meet the ICMJE authorship criteria. Including AI in the author list, acknowledgments (as a contributor), or contribution statements is prohibited and may result in rejection or retraction.

6. Disclosure Requirements

All uses of AI beyond permissible basic tasks must be disclosed. Disclosure must include:

· AI tool name, version, and developer/provider

· Purpose and extent of AI use

· Statement confirming human review and responsibility for all AI outputs

7. Placement of Disclosure in Manuscripts

· Methods section → If AI was used for research tasks (data analysis, figure creation, coding)

· Acknowledgments section → If AI was used for language enhancement or formatting

· Dedicated statement → Recommended in a section titled “Declaration of AI Tool Usage”, for example:

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

8. Editorial and Peer Review Oversight

Editors and reviewers will verify AI usage disclosures. If undisclosed or inappropriate AI use is detected, actions may include:

· Requesting clarification or revision

· Rejecting the manuscript

· Referring to the author’s institution for investigation

Editors/reviewers must not use AI tools to evaluate manuscripts without prior approval from the Editor-in-Chief, and any AI assistance must undergo human validation.

9. Consequences of Non-Compliance

Violations may lead to:

· Desk rejection

· Retraction after publication

· Institutional notification

· Ban on future submissions for severe or repeated misuse

10. Appeals

Authors may appeal AI-related editorial decisions by submitting a written request to the Editor-in-Chief with evidence supporting their position. Appeals may be reviewed by the JEIR ethics panel or an independent COPE consultant.

11. AI Use by Editorial Team

JEIR does not currently employ AI for autonomous editorial or peer-review decisions. Any future AI integration will be disclosed, with all decisions subject to human review.

12. Policy Updates

This policy will be periodically revised in line with technological and ethical developments. Authors must consult the latest version on our website before submission.