ARTIFICIAL INTELLIGENCE (AI) POLICY

 

1. Purpose and Scope

This policy establishes clear guidelines for the responsible, transparent, and ethical use of Artificial Intelligence (AI) technologies in the preparation, submission, review, and publication of manuscripts in Jurnal SENTRALISASI, Universitas Muhammadiyah Sorong.

This policy applies to all parties involved in the publication process, namely authors, reviewers, editors, and members of the editorial board. It is intended to safeguard academic integrity, the originality of scholarly work, the confidentiality of manuscripts, and public trust in the research published by the journal.

2. Definition of Artificial Intelligence (AI)

For the purposes of this policy, Artificial Intelligence refers to generative AI and AI-assisted technologies, namely computer systems capable of generating or modifying text, images, code, data, or other content in response to user instructions (prompts). Examples include large language models such as ChatGPT, Claude, Gemini, and Copilot, as well as AI-based paraphrasing, translation, and image-generation tools.

Basic spelling and grammar checkers (such as the built-in features of word processors) and reference management software are not subject to the disclosure requirements of this policy.

3. Permitted Uses of AI by Authors

Authors may use AI solely as a supporting tool, under full human oversight and editing, for the following purposes:

  • Improving grammar, spelling, punctuation, and the readability of the manuscript;
  • Assisting with translation and refining language style, particularly for authors writing in a language other than their native language;
  • Assisting with organizing the structure and formatting of the manuscript in accordance with the journal template;
  • Assisting with preliminary literature searches, provided that all cited sources have been verified and read directly by the authors;
  • Assisting with writing or improving basic programming code for data processing, provided that the results are verified by the authors.

4. Prohibited Uses of AI by Authors

The following uses of AI are strictly prohibited:

  • Generating a substantial part or the entirety of the manuscript content, including ideas, arguments, analysis, discussion, and conclusions, without substantive intellectual contribution from the authors;
  • Creating, fabricating, falsifying, or manipulating data, research results, images, or tables;
  • Generating fictitious citations or references, or citing sources that the authors have not read and verified;
  • Paraphrasing the work of others using AI in order to evade plagiarism detection;
  • Using AI to impersonate human authorship or to conceal or transfer the authors' scholarly responsibility.

5. Authorship

AI tools cannot be listed as authors or co-authors, nor can they be cited as authors. Authorship requires accountability, approval of the final manuscript, and responsibility for the originality and integrity of the work, which can only be fulfilled by humans.

Authors remain fully responsible for the accuracy, originality, data validity, correctness of citations, and freedom from plagiarism of their manuscript, including any errors or fabricated content (hallucinations) produced by AI.

6. AI Disclosure Policy

Any use of AI beyond basic spelling and grammar checking must be disclosed honestly and transparently. The disclosure must be included in a separate section entitled "Declaration of AI Use", placed immediately before the References, and must also be stated at the time of submission in the "Comments for the Editor" field in OJS.

The declaration should include, at a minimum, the name and version of the AI tool, the parts of the manuscript in which it was used, and the purpose of its use. Suggested statements:

Example 1 – If AI tools were used

"During the preparation of this work, the author(s) used [NAME OF TOOL AND VERSION] in order to [PURPOSE, e.g., improve grammar and readability in the Introduction and Discussion sections]. After using this tool, the author(s) reviewed and edited the content as needed and take full responsibility for the content of the publication."

 

Example 2 – If no AI tools were used

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

7. Use of AI in Figures, Tables, and Data

Jurnal SENTRALISASI does not permit the use of generative AI to create or alter figures, graphs, tables, or data presented in a manuscript. The only exception applies where the use of AI forms part of the research method itself; in such cases, its use must be described in detail and in a reproducible manner in the Methods section, and the editors reserve the right to request the original files for verification.

8. Use of AI by Reviewers

Manuscripts under review are confidential documents. Accordingly, reviewers must not:

  • Upload manuscripts, any part of their content, or confidential review materials to public or unsecured AI platforms;
  • Use AI tools to generate complete peer-review reports;
  • Rely on AI for substantive evaluative judgments, recommendations, or decisions regarding a manuscript.

Reviewers may make limited use of AI only to improve the language of comments they have written themselves, without including any manuscript content. Reviewers remain fully responsible for the content of their review reports.

9. Use of AI by Editors

Editors may use AI-based tools for administrative and technical tasks, such as similarity checks, screening for indications of AI-generated content, checking formatting completeness, and language editing, while maintaining the confidentiality of manuscripts. Editors must not:

  • Upload unpublished manuscripts to public AI platforms;
  • Delegate editorial decisions (desk rejection, acceptance, or rejection of manuscripts) to AI systems;
  • Use AI to replace scholarly judgment, ethical oversight, or editorial responsibility.

The results of AI-detection tools are used only as preliminary considerations and shall not serve as the sole basis for editorial decisions.

10. Violations and Sanctions

Where undisclosed or inappropriate use of AI is identified, Jurnal SENTRALISASI may take the following actions, depending on the severity of the violation:

  • Requesting clarification and a written explanation from the authors;
  • Requiring revision of the manuscript;
  • Rejecting the manuscript at any stage of the editorial process;
  • Issuing a correction (erratum) or retracting a published article;
  • Taking further action in accordance with the guidelines of the Committee on Publication Ethics (COPE).

11. References

This policy has been developed with reference to national and international good practices and publication ethics guidelines, including:

  • Committee on Publication Ethics (COPE): Authorship and AI Tools;
  • Elsevier: Generative AI Policies for Journals;
  • International Committee of Medical Journal Editors (ICMJE): Recommendations on AI-Assisted Technology;
  • World Association of Medical Editors (WAME): Recommendations on Chatbots and Generative AI;
  • Applicable scientific journal accreditation regulations of the Ministry of Higher Education, Science, and Technology of the Republic of Indonesia.

12. Policy Updates

Jurnal SENTRALISASI recognizes that AI technologies evolve rapidly. This policy will be periodically reviewed and updated to reflect technological developments, best practices, international standards, and ethical guidelines in scholarly publishing.