Gen AI Policy

 

Generative AI Policy

Decode: Jurnal Pendidikan Teknologi Informasi

Aligned with COPE Guidelines

1. Purpose

This policy regulates the ethical, responsible, and transparent use of Generative Artificial Intelligence (Generative AI) and AI-assisted technologies throughout all stages of manuscript preparation, peer review, and editorial publication processes in Decode: Jurnal Pendidikan Teknologi Informasi. This policy aims to uphold academic integrity, originality, transparency, and scientific rigor in scholarly publishing, in line with guidelines from the Committee on Publication Ethics (COPE).

2. Scope

This policy applies to all prospective and active:

Authors Peer Reviewers Editors Editorial Staff

involved in manuscript submission, evaluation, decision-making, and publication.

3. Core Principles Governing Generative AI Use

All parties involved in the editorial process must adhere to the following principles:

Assistive Function Only

AI tools may solely serve as assistive aids and must never replace human intellectual, analytical, or scholarly contributions.

Compliance with Academic Ethics

The use of AI must not compromise originality, violate copyright, breach data confidentiality, or generate fabricated content.

Accountability

AI tools cannot take responsibility for published work. Human actors (Authors, Reviewers, Editors) retain full legal and ethical accountability for their respective responsibilities.

4. Policy for Authors

A. Non-Authorship Status

Generative AI, Large Language Models (LLMs, e.g., ChatGPT, Gemini, Claude), or automated software do not meet the criteria for authorship and must NOT be listed as an author or co-author on any manuscript. Authorship carries legal rights and legal/ethical accountability, which AI tools cannot possess or assume.

✔ B. Permissible Uses

Limited, non-substantive assistance, such as:

  • Improving language quality, grammar, syntax, readability, or writing style.
  • Assisting in generating initial non-substantive outlines or structure ideas.
  • Formatting reference lists according to citation styles.

✘ C. Prohibited Uses

Authors are strictly prohibited from using Generative AI to:

  • Generate, simulate, manipulate, or alter research data, empirical results, code, figures, or images without genuine scientific empirical collection.
  • Draft core substantive sections or the entirety of a manuscript without meaningful human contribution.
  • Fabricate citations, literature references, or empirical evidence.
  • Produce plagiarized content or paraphrased text that infringes on existing intellectual property.

D. Mandatory AI Disclosure and Declaration Statement

If Generative AI or AI-assisted tools are used in any stage of manuscript preparation (beyond simple spelling/grammar checking), Authors must explicitly declare this usage upon submission and include a declaration statement in the manuscript before the References section (e.g., under a section titled "Declaration of Generative AI and AI-Assisted Technologies in the Writing Process").

Required Declaration Format — if AI was used

"During the preparation of this work, the author(s) used [Name of Tool/Service, Version] in order to [Reason/Purpose, e.g., improve grammar and readability]. After using this tool/service, the author(s) reviewed, edited, and verified the content as needed and take full responsibility for the content, accuracy, and integrity of the published work."

If no AI tools were used

"The author(s) declare that no Generative AI or AI-assisted technologies were used in the preparation, analysis, or drafting of this manuscript."

5. Policy for Peer Reviewers

A. Manuscript Confidentiality and Data Protection

Reviewers are strictly prohibited from uploading, pasting, or feeding submitted manuscripts, abstracts, research data, figures, or any submission materials into Generative AI tools or online LLM platforms. Doing so constitutes a severe breach of:

  • Manuscript confidentiality;
  • Authors' intellectual property and copyright;
  • Institutional data protection standards.

B. Authenticity of Peer Review Reports

Reviewers must write their evaluation reports, critical comments, and feedback independently. Using Generative AI to draft peer review reports, evaluate research validity, or summarize manuscripts for review purposes is strictly forbidden. Peer review requires expert human critical judgment, contextual scholarly understanding, and ethical integrity that AI cannot replicate.

6. Policy for Editors and Editorial Board

A. Independent Editorial Decision-Making

Editors retain sole and exclusive authority over editorial evaluations, reviewer assignments, and publication decisions (Accept, Revise, Reject). Generative AI tools must NOT be used to evaluate, rank, screen, or make editorial decisions on submitted manuscripts.

B. Maintaining Submission Confidentiality

Editors are prohibited from inputting submitted manuscripts, author personal data, or reviewer reports into public or third-party Generative AI tools to prevent data leaks and copyright infringement.

C. Authorized Screening Tools

Editors are permitted to use verified, institutional-grade technical tools (e.g., similarity/plagiarism check software like Turnitin or iThenticate) that operate under strict confidentiality and non-indexing agreements to verify manuscript authenticity.

7. Violations and Enforcement

Failure to comply with this policy constitutes academic misconduct and may result in the following actions by the Editorial Board:

1 Request for clarification and manuscript revision;
2 Immediate rejection of the submission;
3 Formal retraction of the published article (if discovered post-publication) in accordance with COPE Retraction Guidelines;
4 Reporting of severe misconduct to the authors' or reviewers' affiliated institutions.

8. Policy Review

This policy is periodically reviewed and updated to align with evolving technological capabilities and international ethical standards set by COPE and indexing databases.

Decode: Jurnal Pendidikan Teknologi Informasi · Generative AI Policy · Based on COPE guidelines