KODISA Generative AI Usage Policy

1. Introduction

KODISA Foundation recognizes that generative artificial intelligence (AI) tools, including large language models, multimodal models, image-generation tools, code-generation tools, and AI-assisted writing tools, may support certain aspects of research preparation and scholarly communication.

This policy provides guidance for authors, editors, reviewers, and editorial staff on the responsible use of generative AI tools while maintaining academic integrity, confidentiality, transparency, originality, accountability, and publication ethics.

This policy applies generally to all KODISA Journals owned, managed, and published by KODISA Foundation. Individual KODISA journals may adopt additional or more specific requirements according to their academic field, indexing status, editorial policy, or submission system. Where there is any difference between this general policy and the specific policy of an individual KODISA journal, the specific policy of the relevant journal shall apply.

Examples of generative AI tools include, but are not limited to, ChatGPT, Claude, Gemini, Copilot, Bard, Jasper AI, DALL-E, Midjourney, and other text, image, code, or multimodal AI systems.

2. General Principles

The use of generative AI must not replace the responsibility, judgment, originality, expertise, or accountability of human authors, editors, and reviewers.

All users of generative AI tools must ensure that AI use does not compromise:

1. Research integrity

2. Accuracy of scholarly content

3. Originality of the manuscript

4. Confidentiality of submitted materials

5. Intellectual property rights

6. Personal data protection

7. Publication ethics

8. Transparency of authorship and contribution

AI tools cannot be listed as authors, reviewers, editors, or contributors who bear responsibility for the scholarly content. Only human individuals who meet the relevant authorship or editorial responsibility criteria may be credited in such roles.

3. Policy for Authors

3.1 Permitted Uses

Authors may use generative AI tools for limited supporting purposes, provided that such use does not replace the authors’ intellectual contribution, research responsibility, or scholarly judgment.

Permitted uses may include:

1. Language editing and grammar correction

2. Improving clarity, readability, and expression

3. Translation assistance

4. Formatting assistance

5. Reference formatting support, provided that all references are verified by the authors

6. Basic idea organization or outline support, provided that the final scholarly content is developed, reviewed, and validated by the authors

7. Coding assistance, provided that the code, analysis, and results are verified by the authors

Authors remain fully responsible for all content submitted to KODISA Journals, including any content developed with the assistance of AI tools.

3.2 Prohibited Uses

Authors must not use generative AI tools to:

1. Fabricate, generate, or substitute research data

2. Create false, unverifiable, or fabricated references

3. Generate research results without proper human analysis and verification

4. Replace the authors’ responsibility for data analysis, interpretation, discussion, or conclusion

5. Produce substantial manuscript sections without rigorous human review, revision, and validation

6. Create, alter, or manipulate images, figures, charts, data tables, or other visual research outputs in a way that may misrepresent research findings

7. Conceal the use of AI where disclosure is required

8. Violate copyright, privacy, confidentiality, or intellectual property rights

3.3 Images, Figures, Charts, and Data Tables

KODISA Journals do not permit the use of generative AI tools to create, fabricate, alter, or manipulate research images, figures, charts, data tables, or other visual research outputs for publication when such use may affect the accuracy, authenticity, or interpretation of the research.

Traditional image adjustments, such as brightness, contrast, color balance, cropping, or resolution improvement, may be acceptable only when they do not obscure, remove, add, or alter original research information.

Any permitted visual adjustment must be applied consistently and transparently. The relevant journal may request original files or additional explanations when necessary.

3.4 Authorship

Generative AI tools must not be listed as authors or co-authors.

Authorship requires human responsibility, accountability, intellectual contribution, approval of the final manuscript, and the ability to respond to questions about the research. AI tools cannot meet these requirements.

Authors are fully responsible for the accuracy, originality, integrity, citations, conclusions, and ethical compliance of the submitted manuscript, including any content prepared with AI assistance.

3.5 Disclosure Requirements

Authors must disclose the use of generative AI tools when such tools are used in the preparation of a manuscript.

The disclosure should specify:

1. The name of the AI tool used

2. The version or provider, where applicable

3. The purpose of use

4. The extent of use

5. A statement confirming that the authors reviewed, edited, verified, and take full responsibility for the final content

Example disclosure statement:

“The authors used ChatGPT by OpenAI to improve the English language and readability of selected parts of this manuscript. All content was subsequently reviewed, edited, and verified by the authors, who take full responsibility for the accuracy, originality, and integrity of the final manuscript.”

If no generative AI tool was used, the relevant journal may request a statement such as:

“The authors declare that no generative AI tools were used in the preparation of this manuscript.”

3.6 Author Responsibilities

Authors who use generative AI tools must:

1. Verify all AI-assisted content for accuracy and reliability

2. Check all citations, references, quotations, data, and factual claims

3. Ensure that no fabricated or unverifiable information is included

4. Ensure that AI use does not violate copyright or intellectual property rights

5. Protect confidential, personal, sensitive, or unpublished data

6. Use AI tools only in ways consistent with this policy and the policy of the relevant journal

7. Accept full responsibility for the final submitted and published work

Authors should be aware that AI tools may produce inaccurate, biased, misleading, incomplete, or fabricated information.

4. Policy for Editors

4.1 Confidentiality Requirements

Editors must maintain strict confidentiality regarding submitted manuscripts and all related editorial materials.

Editors must not upload submitted manuscripts, reviewer reports, author responses, decision letters, unpublished data, or any confidential editorial information to generative AI tools or external AI platforms, unless the journal has formally approved a secure system that protects confidentiality, privacy, and intellectual property rights.

Uploading confidential manuscript or editorial materials to unauthorized AI tools may violate author confidentiality, intellectual property rights, data privacy obligations, and publication ethics.

4.2 Permitted Editor Use

Editors may use generative AI tools only for limited language improvement of their own original editorial correspondence, provided that no confidential manuscript content, reviewer comments, author information, unpublished data, or identifiable information is included.

Editors must not use AI tools to replace editorial judgment, reviewer evaluation, ethical assessment, or final editorial decision-making.

4.3 Editorial Responsibilities

Editors are responsible for:

1. Evaluating author disclosures of AI use

2. Requesting additional information when AI use appears unclear, excessive, inappropriate, or undisclosed

3. Ensuring that AI use does not compromise research integrity or publication ethics

4. Taking appropriate editorial action when this policy is violated

5. Maintaining the confidentiality of manuscripts and editorial communications

6. Making final decisions based on scholarly merit, reviewer comments, ethical compliance, and journal standards

Editors may reject, return, or request revision of manuscripts when AI use is improper, excessive, undisclosed, or inconsistent with this policy.

5. Policy for Reviewers

5.1 Confidentiality Requirements

Reviewers must treat all manuscripts and review materials as strictly confidential.

Reviewers must not upload submitted manuscripts, manuscript excerpts, tables, figures, data, supplementary materials, author information, or confidential editorial correspondence to generative AI tools or external AI platforms.

Reviewers must also not upload review materials that include confidential manuscript details to AI tools.

5.2 Permitted Reviewer Use

Reviewers may use generative AI tools only for limited language improvement of their own original review text, provided that the text does not contain confidential manuscript content, unpublished data, author information, manuscript excerpts, or identifiable information.

Reviewers must not use AI tools to analyze the manuscript, summarize the manuscript, generate review comments, evaluate research quality, detect errors, recommend decisions, or replace their own expert judgment.

5.3 Review Integrity

Peer review requires human expertise, critical thinking, disciplinary knowledge, ethical judgment, and independent assessment. These responsibilities cannot be delegated to AI tools.

Reviewers are fully responsible and accountable for the content, accuracy, fairness, confidentiality, and integrity of their review reports.

Reviewers must disclose to the editor if they have used AI tools in any permitted way related to the review process, if required by the relevant journal.

6. Policy for Editorial Staff

Editorial staff must protect the confidentiality of submitted manuscripts, author information, reviewer information, editorial decisions, and internal journal communications.

Editorial staff must not upload confidential journal materials to generative AI tools or external AI platforms unless formally authorized by KODISA Foundation and the relevant journal under appropriate data protection safeguards.

AI tools may be used for non-confidential administrative language support only when no manuscript content, personal data, unpublished material, or confidential editorial information is included.

7. Consequences of Policy Violations

Violations of this policy may result in appropriate editorial or ethical action, including but not limited to:

1. Request for clarification or correction

2. Request for AI-use disclosure

3. Return of the manuscript to authors

4. Rejection of the manuscript

5. Correction or retraction of a published article

6. Investigation by the relevant journal, editorial board, or KODISA Foundation

7. Notification to authors’ institutions or relevant authorities in serious cases

8. Restrictions on future submissions, reviewing, or editorial participation, where appropriate

The action taken will depend on the nature, seriousness, timing, and impact of the violation.

8. Policy Updates

This policy may be reviewed and updated as generative AI technologies, legal frameworks, privacy standards, copyright rules, and academic publishing norms continue to develop.

Authors, reviewers, editors, and editorial staff should consult the most current version of this policy before submission, review, editorial handling, or publication.

9. Questions and Guidance

Questions regarding this policy or specific cases may be directed to:

KODISA Editorial Office
KODISA Foundation
Email: kodisajournals@gmail.com