ARTIFICIAL INTELLEGENT POLICY

 

Guidelines for the Responsible Use of Artificial Intelligence in Hata Poda Journal

1. Overview and Core Principles

Hata Poda Journal recognizes the increasing use of generative artificial intelligence (AI) and AI-assisted technologies, including large language models (LLMs), in academic research, writing, and publishing. These technologies may support certain research and editorial activities; however, their use must be responsible, transparent, and consistent with the principles of academic integrity and publication ethics.

AI tools must not replace human critical thinking, scholarly judgment, subject-matter expertise, or ethical responsibility. Authors, reviewers, and editors remain accountable for their respective contributions and decisions throughout the publication process.

Hata Poda Journal is committed to maintaining the accuracy, originality, transparency, confidentiality, and integrity of all scholarly work published in the Journal.

2. Policy for Authors

A. Authorship and Accountability

  1. No AI Authorship. AI tools and AI-assisted technologies cannot be listed as authors or co-authors. Authorship requires intellectual contribution, approval of the final manuscript, and accountability for the integrity of the work, responsibilities that must be undertaken by human authors.

  2. Human Oversight and Verification. Authors must critically review and verify all AI-generated content before including it in their manuscripts. This includes checking the accuracy of factual statements, citations, references, translations, interpretations, and research findings.

  3. Responsibility for Research Integrity. Authors bear full responsibility for the content of their submissions, including any material generated or assisted by AI. The use of AI must not result in plagiarism, fabricated references, falsified data, misleading interpretations, copyright infringement, or other violations of research and publication ethics.

  4. Appropriate Use. AI tools may be used to support legitimate academic tasks, provided that their use does not compromise the originality, validity, or scholarly contribution of the manuscript.

B. Disclosure and Transparency

  1. Disclosure Requirement. Authors must disclose the use of generative AI or AI-assisted technologies when these tools contribute substantially to manuscript preparation, content generation, data analysis, coding, translation, or other research activities that affect the scholarly content of the work.

  2. Exceptions. Routine use of basic spelling, grammar, punctuation, and formatting tools does not require disclosure, provided that such use does not substantially generate or alter the intellectual content of the manuscript.

  3. Declaration Statement. When disclosure is required, authors must include a statement at the end of the manuscript, before the References section, using the following format:

Declaration of Generative AI and AI-Assisted Technologies in the Writing Process

"During the preparation of this work, the author(s) used [NAME OF TOOL OR SERVICE] for [PURPOSE OF USE]. After using this tool or service, the author(s) reviewed and revised the content as necessary and take(s) full responsibility for the content of the published article."

  1. Disclosure of Methodological Use. If AI is used as part of the research methodology, including data collection, data processing, qualitative or quantitative analysis, or the examination of AI-generated content, authors must describe the tool, its purpose, and the relevant procedures in the appropriate section of the manuscript, such as the Methods section.

  2. Accuracy of Disclosure. Authors must ensure that all declarations concerning AI use are complete and accurate. Failure to disclose significant AI use may be treated as a breach of the Journal's publication ethics policies.

C. Use of AI in Figures, Images, and Illustrations

  1. General Principle. The use of generative AI to create, manipulate, or substantially alter figures, images, photographs, illustrations, or other visual materials presented as research evidence is generally not permitted.

  2. Methodological Exceptions. An exception may be considered when AI-generated or AI-manipulated images form an essential part of the research design or methodology, such as research examining AI-generated visual content, linguistic patterns, or digital culture.

  3. Disclosure and Documentation. In such cases, authors must explain the use of AI in the Methods section, identify the relevant tools where appropriate, and describe the procedures used to generate or modify the visual materials.

  4. Research Integrity. AI must not be used to fabricate, falsify, or misleadingly manipulate research evidence. Authors must ensure that all visual materials are accurate, appropriately documented, and compliant with applicable copyright and ethical requirements.

3. Policy for Peer Reviewers

Peer review is a confidential and independent process that requires expert human judgment. Reviewers for Hata Poda Journal must protect the confidentiality of submitted manuscripts and maintain the integrity of the review process.

  1. Confidentiality of Manuscripts. Reviewers must not upload, submit, or disclose manuscripts, unpublished research findings, figures, supplementary files, or confidential editorial correspondence to public or unauthorized generative AI tools.

  2. Use of AI in Peer Review. Reviewers must not delegate the substantive evaluation of a manuscript or the preparation of their peer review reports to generative AI tools. The assessment of originality, methodological rigor, scholarly contribution, ethical compliance, and academic significance must remain the reviewer's own responsibility.

  3. Accountability for Review Reports. Reviewers are responsible for the accuracy, fairness, relevance, and professionalism of their comments and recommendations. Any permitted use of AI must not compromise confidentiality, independence, or the quality of the review.

  4. Disclosure of Relevant AI Use. If AI-assisted technologies are used in a manner that materially contributes to the preparation of a review report, reviewers must disclose such use to the editor and ensure that it complies with the Journal's confidentiality requirements.

4. Policy for Editors

Editors of Hata Poda Journal must preserve the independence, fairness, confidentiality, and integrity of editorial assessment and publication decisions.

  1. Editorial Decision-Making. Final decisions regarding manuscript acceptance, revision, or rejection must be made by human editors based on scholarly merit, peer review, research integrity, and the Journal's editorial policies. AI-generated recommendations must not replace editorial judgment or determine publication outcomes.

  2. Confidentiality and Data Protection. Editors must not upload submitted manuscripts, peer review reports, editorial decisions, author information, or confidential correspondence to public or unauthorized AI platforms.

  3. Responsible Administrative Use. AI-assisted tools may be used for limited administrative or language-related tasks when appropriate, provided that their use does not compromise confidential information, editorial independence, or the fairness of the publication process.

  4. Verification of AI-Assisted Outputs. Editors must verify any AI-assisted output used in editorial administration and remain accountable for the accuracy and appropriateness of editorial communications.

  5. Ethical Oversight. Editors are responsible for addressing suspected misuse of AI in submitted manuscripts in accordance with the Journal's publication ethics policies and applicable scholarly publishing standards.

5. Violations and Editorial Actions

Any suspected violation of this policy will be assessed by the Editorial Team of Hata Poda Journal in accordance with the principles of fairness, transparency, confidentiality, and due process.

Depending on the nature and severity of the violation, the Journal may request clarification or additional disclosure from the authors, require manuscript revision, reject a submission, or take further action under its publication ethics and correction and retraction policies.

Where concerns arise after publication, the Journal may investigate the matter and take appropriate corrective action to preserve the integrity of the scholarly record.

6. Policy Review and Updates

Hata Poda Journal recognizes that AI technologies and standards for their responsible use continue to evolve. The Journal may periodically review and update this policy to reflect developments in scholarly publishing, research ethics, data protection, and relevant international publishing guidelines.

All authors, reviewers, and editors are expected to comply with the current version of this policy.

Hata Poda Journal is committed to promoting the responsible use of AI while safeguarding human intellectual contribution, academic integrity, transparency, and trust in scholarly communication.