Generative AI policies

The Use of Generative AI and AI-assisted Technologies in Manuscript Preparation

 

Overview

1. Introduction

Jurnal Elektro acknowledges the growing impact of Artificial Intelligence (AI), particularly generative AI, in academic publishing. These tools can assist in language refinement, data processing, and content generation, contributing to author productivity. However, their use must align with ethical principles, including academic integrity, originality, transparency, and accountability.

This guideline defines the journal's stance on the ethical and appropriate application of AI in scholarly manuscripts, aligning with the Committee on Publication Ethics (COPE) standards and ongoing discussions on AI in editorial practices.

2. Scope and Definition

AI tools refer to software and platforms utilizing technologies such as machine learning, natural language processing (NLP), and deep learning to generate or modify text, data, images, code, or audio. This includes:

  • Large Language Models (LLMs) such as ChatGPT, Gemini, Claude, Qwen, DeepSeek, and similar systems
  • Language and grammar tools such as Grammarly, DeepL Write, and Quillbot
  • AI-assisted data analysis, simulation, and visualization software
  • AI-assisted code generation tools
  • AI tools for generating images, charts, or literature summaries

3. Permissible Use

Authors are permitted to use AI tools for the following purposes, provided they comply with academic standards:

  • Grammar and spelling correction
  • Enhancing language clarity and tone
  • Formatting citations and references
  • Assisting in preliminary literature searches
  • Supporting (not replacing) data analysis, simulation, or visualization
  • Assisting in writing or refactoring code that is subsequently verified by the authors
  • Creating illustrative visuals, if ethically sourced and reviewed

Manuscripts must not exceed 20% AI-generated content as flagged by detection tools (Jurnal Elektro uses Turnitin AI detection). Authors must revise manuscripts if this threshold is exceeded.

 

For Authors

1. Prohibited Use

AI tools must not be used to:

  • Produce entire manuscripts or major content sections
  • Fabricate or manipulate data, measurements, simulation results, images, or findings
  • Translate texts without human validation
  • Summarize or rephrase published works in ways that result in plagiarism
  • Generate content that infringes copyrights or uses third-party material without permission

 

2. Employing generative AI and AI-assisted technologies in academic writing

Please be aware that this policy applies solely to the writing process. It does not restrict the use of AI as part of the research methodology, such as machine learning models, computer vision, signal processing, control, or optimization methods that are the subject of the study. Such use must be described in the Methods section in a reproducible manner.

When generative AI or AI-assisted technologies are used in the writing process, their use should be limited to enhancing the clarity, readability, and language of the manuscript. These tools must be used under human supervision, and authors are expected to carefully review and edit all AI-generated content. This is essential because AI may produce text that sounds authoritative but could be inaccurate, misleading, or biased. The final responsibility for the content remains with the authors.

Authors must clearly disclose the use of AI and AI-assisted tools in their manuscripts. A corresponding statement will be included in the published article. This disclosure promotes transparency and trust among all parties (readers, reviewers, editors, and contributors) and helps ensure compliance with the terms of use of the respective tools.

AI and AI-assisted technologies must not be credited as authors or co-authors, nor cited as such. Authorship entails responsibilities and contributions that only human individuals can fulfill. Each co-author is accountable for addressing any concerns regarding the accuracy or integrity of the work, must approve the final version, and must consent to its submission. Authors are also responsible for ensuring the originality of the content, that all listed contributors meet authorship criteria, and that the work does not violate any third-party rights. Authors are encouraged to familiarize themselves with our complete authorship and publication ethics policies.

3. Using generative AI and AI-assisted technologies for creating or modifying figures, images, and artistic content

The use of generative AI or AI-assisted tools to create or modify images in submitted manuscripts is not allowed. This includes actions such as enhancing, removing, adding, shifting, or obscuring features within images or figures, including photographs of experimental setups, oscilloscope or measurement captures, and simulation outputs. However, basic adjustments such as brightness, contrast, or color balance are permitted, provided they do not hide or alter any information from the original image. Submitted images may be examined using forensic tools or specialized software to detect potential irregularities.

An exception is made when AI or AI-assisted tools are integral to the research methodology, for instance in AI-based image generation, enhancement, or analysis techniques used to produce or process data in computer vision, medical imaging, or signal processing studies. In such cases, the Methods section must clearly and reproducibly describe how the AI tools were used. This should include the name, version, and developer of the AI tool, along with details of how it contributed to image creation or modification. Authors must follow the tool's usage terms and ensure proper attribution. Editors may request original, unaltered images or raw data for review purposes.

Generative AI cannot be used to produce visual content such as graphical abstracts. Use of AI-generated artwork for cover designs may be considered in special cases, but only with prior approval from the journal editor and publisher. In such cases, the author must confirm that all necessary rights have been secured and appropriate attributions are provided.

4. Author Accountability

Authors bear full responsibility for all manuscript content, including AI-assisted sections. This includes:

  • Verifying factual accuracy, originality, and the absence of bias or hallucinations
  • Verifying the correctness of any AI-assisted code, derivations, or calculations
  • Disclosing sources or external data used or suggested by AI
  • Critically reviewing and editing all AI outputs
  • Ensuring the content meets disciplinary and scholarly standards

5. Authorship and Attribution

AI tools cannot be listed as authors or co-authors. Only individuals who have significantly contributed to the research design, execution, or interpretation are eligible for authorship. Misattributing AI tools as contributors will result in manuscript rejection or retraction.

6. Disclosure Requirements

Any AI use beyond basic language correction must be transparently disclosed. Authors must specify:

  • The AI tool used (name, version, developer)
  • Its role and extent in manuscript preparation
  • A statement of review and accountability for all AI-generated content

7. Disclosure Placement in Manuscripts

Depending on the AI's function, disclosure should be included in:

  • Methods Section: if used for data analysis, code generation, simulation, or figure generation
  • Acknowledgments Section: if used for language or formatting assistance
  • Declaration of AI Tool Usage: a separate section before the References, recommended for clarity, e.g.:

"During the preparation of this manuscript, the authors utilized [AI tool name, version, developer] for [specific purpose]. All outputs were reviewed and edited to ensure accuracy and compliance with academic standards. The authors take full responsibility for the content presented."

If no AI tools were used, authors are encouraged to state: "The authors declare that no generative AI or AI-assisted technologies were used in the preparation of this manuscript."

 

For Reviewers

1. The use of generative AI and AI-assisted technologies in the peer review process

When a researcher agrees to review another scholar's manuscript, the document must be treated as strictly confidential. Reviewers must not upload the manuscript, in whole or in part, into any generative AI tool, as doing so may compromise the authors' confidentiality and proprietary rights, and, if the manuscript contains personally identifiable information, violate data privacy regulations.

This obligation to maintain confidentiality also applies to the peer review report itself, which may contain sensitive details about the manuscript or its authors. Therefore, reviewers should not use AI tools to edit or enhance the peer review report, even for purposes such as improving clarity or grammar.

Peer review plays a central role in maintaining the integrity of the scientific process, and Jurnal Elektro upholds the highest standards in this regard. The act of reviewing a scientific paper carries responsibilities that require human judgment. Generative AI or AI-assisted tools must not be used to evaluate the scientific content of a manuscript, as these tools lack the capacity for the critical thinking and nuanced evaluation that peer review demands. Moreover, they may produce content that is inaccurate, incomplete, or biased. Ultimately, the reviewer bears full responsibility for the accuracy and integrity of the peer review report.

 

For Editors

1. Utilization of generative AI and AI-assisted tools in the editorial process

Submitted manuscripts must be handled with strict confidentiality. Editors are not permitted to upload any part of a manuscript into a generative AI tool, as doing so may compromise the confidentiality and proprietary rights of the authors. If the manuscript contains personally identifiable information, such actions may also infringe upon data privacy laws.

This obligation to maintain confidentiality also applies to all related communications, such as decision letters or notifications, which may contain sensitive information about the manuscript or its authors. Therefore, editors must not use AI tools to process or enhance these communications, even for purposes such as improving language or clarity.

Peer review is a cornerstone of the scientific publishing process, and Jurnal Elektro upholds the highest standards of integrity in all aspects of editorial practice. Overseeing the editorial assessment of a manuscript involves responsibilities that require human judgment. Editors must not rely on generative AI or AI-assisted tools to support manuscript evaluation or decision-making, as these technologies are not capable of the critical thinking and nuanced judgment required for this role. There is also a risk that AI tools may produce misleading, biased, or incomplete conclusions. Editors remain fully responsible and accountable for managing the editorial process, making final decisions, and communicating outcomes to the authors.

2. Editorial Oversight

Editors and reviewers will evaluate AI disclosures during manuscript review. If improper or undisclosed AI use is identified, Jurnal Elektro may:

  • Request clarification
  • Reject the manuscript
  • Refer the case for institutional or ethical investigation

AI detection tools will be supplemented with human judgment and direct author communication.

3. Consequences of Non-Compliance

Violations of this policy may lead to:

  • Rejection at any review stage
  • Retraction after publication, following COPE retraction guidelines
  • Notification to the author's institution
  • Future submission bans in cases of severe or repeated misuse

4. Appeals

Authors may challenge decisions concerning the use of AI by submitting a formal appeal to the Editor-in-Chief at jurnal.elektro@atmajaya.ac.id, accompanied by supporting evidence and references to this policy. Appeals will be reviewed on a case-by-case basis.

5. Editorial Use of AI

The editorial team does not use AI for autonomous decision-making. Any future AI-assisted editorial practices will be disclosed and subject to human oversight.

6. Updates and Author Support

As AI technologies evolve, this policy will be periodically revised. Authors are encouraged to consult the latest version before submission and contact the editorial office at jurnal.elektro@atmajaya.ac.id for clarification if uncertain about compliance.

Last updated: September 2026