Artificial Intelligence (AI) Policy

1. Purpose and Scope

This policy explains how artificial intelligence tools may be used in manuscripts submitted to Impaxon journals and in editorial and peer review processes. It applies to authors, reviewers, editors, editorial board members, and publishing staff.

The policy covers generative AI tools, AI-assisted writing tools, image generation systems, automated translation tools, coding assistants, reference-generation tools, and other technologies that generate or modify scholarly content.

2. Definition of Artificial Intelligence Tools

For the purpose of this policy, artificial intelligence tools include software systems that generate, summarise, translate, edit, analyse, classify, or modify text, images, data, code, references, or other research-related content using automated or machine-learning-based methods.

Examples include large language models, generative AI systems, chatbot tools, AI image generators, automated paraphrasing tools, AI-assisted coding tools, and automated research writing or reference tools.

3. Acceptable Use by Authors

Authors may use AI tools to support limited tasks such as grammar correction, language polishing, formatting assistance, translation support, readability improvement, or technical editing, provided that the authors carefully review and verify all resulting content.

AI tools may not be used as a substitute for scholarly judgment, original research, critical analysis, interpretation of findings, or authorial responsibility.

4. Disclosure of AI Use

Authors must disclose substantial use of generative AI or AI-assisted tools in the preparation of a manuscript. Disclosure is required when AI tools have been used to generate, substantially rewrite, analyse, interpret, create, or modify scholarly content.

Routine spelling, grammar, formatting, or minor language correction does not normally require disclosure. However, when in doubt, authors should disclose the use of AI tools.

Disclosure should identify the tool used, the purpose of use, and the section or aspect of the manuscript affected by the tool.

5. AI and Authorship

Artificial intelligence tools cannot be listed as authors or co-authors of manuscripts submitted to Impaxon journals.

Authorship requires responsibility, accountability, approval of the final manuscript, ability to respond to questions about the work, and capacity to accept responsibility for the integrity of the published record. AI tools cannot meet these requirements.

6. Author Responsibility

Authors remain fully responsible for the accuracy, originality, validity, integrity, and ethical compliance of all content submitted to Impaxon journals, including any content produced or assisted by AI tools.

Authors must check AI-assisted content carefully for errors, fabricated statements, inaccurate interpretations, plagiarism, biased language, inappropriate citations, false references, and unsupported claims.

7. AI-Generated Text

AI-generated text must not be submitted as though it were fully original human-authored scholarly work. Any substantial AI-assisted text generation must be disclosed and carefully reviewed by the authors.

Authors must ensure that the final manuscript reflects their own scholarly contribution, interpretation, expertise, and responsibility.

8. AI-Generated Images, Figures, and Data

Authors must not use AI tools to generate, alter, fabricate, or manipulate research images, figures, experimental data, clinical information, scientific results, or visual evidence in a way that misrepresents the research record.

AI-generated or AI-assisted visual material may be considered only where it is clearly disclosed, ethically appropriate, legally permitted, and not used to mislead readers or alter research evidence.

Any use of AI in image processing, figure preparation, data analysis, or visualisation must be accurately described in the manuscript where relevant.

9. AI-Generated References and Citations

Authors must not rely on AI tools to generate references without verification. AI tools may produce inaccurate, incomplete, misleading, or non-existent citations.

Authors are responsible for checking that every reference is real, accurate, relevant, properly formatted, and correctly cited in the manuscript.

10. AI Use in Data Analysis and Code

If AI tools are used to support data analysis, software development, code generation, statistical processing, or computational workflows, authors must ensure that the methods are transparent, reproducible, and appropriately described.

Authors remain responsible for validating AI-assisted code, analysis outputs, and methodological decisions.

11. AI Use by Reviewers

Reviewers must treat manuscripts as confidential documents. Reviewers must not upload manuscripts, figures, data, supplementary materials, or review comments to public or third-party AI tools where confidentiality, privacy, or intellectual property may be compromised.

Reviewers may not use AI tools to replace their own expert assessment. Peer review reports must reflect the reviewer’s independent scholarly judgment.

12. AI Use by Editors

Editors must not use AI tools in a way that compromises manuscript confidentiality, author privacy, reviewer anonymity, editorial independence, or the integrity of editorial decisions.

Editorial decisions must always be made by qualified human editors. AI tools may not be used as the sole basis for accepting, rejecting, or revising a manuscript.

13. Publisher Use of AI-Assisted Tools

Impaxon may use AI-assisted or automated tools to support administrative, technical, or screening functions, such as similarity checking, metadata review, language screening, quality checks, formatting checks, or workflow support.

These tools support editorial processes but do not replace human editorial judgment. Final editorial decisions remain the responsibility of human editors.

14. Confidentiality and Data Protection

Authors, reviewers, editors, and staff must not use AI tools in a way that exposes confidential manuscripts, unpublished data, personal information, reviewer identities, editorial correspondence, or proprietary material to unauthorised third parties.

Any AI-assisted processing must respect confidentiality, privacy, data protection, copyright, and intellectual property obligations.

15. Undisclosed or Inappropriate AI Use

Undisclosed, misleading, unethical, or inappropriate use of AI tools may be treated as a research integrity concern.

Depending on the nature and severity of the issue, Impaxon may request clarification, require correction, reject the manuscript, issue a correction, publish an expression of concern, retract an article, or take other action consistent with its publication ethics policies.

16. Author Declaration

Where required by the journal, authors must include an AI use declaration in the manuscript, cover letter, submission form, or acknowledgements section. The declaration should be clear, accurate, and proportionate to the level of AI use.

If no AI tools were used beyond routine spelling, grammar, or formatting support, authors may state this if required by the journal.

17. Changes to this Policy

Impaxon may revise this policy periodically to reflect developments in artificial intelligence, scholarly publishing standards, research integrity guidance, legal requirements, and editorial best practices.