Generative AI Policy

Policy on Use of AI Tools

1. Introduction
Jurnal Optimasi Sistem Industri (JOSI) recognizes the growing use of Artificial Intelligence (AI), including generative AI and AI-assisted technologies, in scholarly publishing. AI tools can support authors in improving language clarity, organizing content, and assisting technical tasks. However, their use must be carefully managed to uphold:

  • academic integrity and originality
  • transparency and accountability
  • confidentiality in peer review
  • privacy, intellectual property, and other rights

This policy applies to AI tool use by authors, reviewers, and editors/editorial staff throughout manuscript preparation, peer review, and editorial handling.

This policy aligns with widely adopted international publishing expectations and publication-ethics guidance, including the need for human oversight, disclosure when applicable, and safeguards for confidentiality and rights. AI tools must not be used as a substitute for human critical thinking and expert judgment.

2. Definition of AI Tools
For the purposes of this policy, AI tools refer to digital systems, platforms, or software that use artificial intelligence techniques (for example machine learning, natural language processing, or deep learning) to generate, analyze, translate, summarize, or modify textual, numerical, visual, or audio data in a scholarly context.

Examples include but are not limited to:

  • Generative AI tools such as ChatGPT, Gemini, Claude, and other large language models (LLMs)
  • Writing and grammar tools such as Grammarly, DeepL Write, and QuillBot
  • AI-assisted data analysis, coding, and visualization tools
  • AI-assisted literature discovery and citation tools

3. Acceptable Use of AI Tools (Authors)
Authors may use AI tools only if they maintain full responsibility for the manuscript content and comply with the requirements below.

a. Permissible Uses (no disclosure required)
Disclosure is not required for basic language assistance that does not change the scholarly meaning, such as:

  • grammar checking, spelling, and punctuation correction
  • minor improvements to readability and language fluency without changing meaning
  • reference formatting and citation style formatting

b. Permissible Uses (disclosure required)
Disclosure is required if AI tools are used beyond basic language assistance, including:

  • substantive rewriting, restructuring, or summarization of the manuscript text
  • translation support beyond minor language polishing
  • supporting coding, data cleaning, statistical analysis, or modeling, provided all outputs are verified and reproducible
  • literature mapping or idea generation, provided all claims and all cited sources are independently verified by the authors

c. Restricted and Prohibited Uses
AI tools must not be used to:

  • generate an entire manuscript or substantial portions of original scholarly content in place of the authors’ own analysis and interpretation
  • fabricate, falsify, or manipulate data, results, images, or findings
  • produce citations or references without verifying that each source exists and is accurately represented
  • summarize or rephrase published works in a way that constitutes plagiarism
  • create content that infringes copyright or reproduces identifiable third-party materials without permission

d. Images, Figures, and Artwork
JOSI does not permit the use of generative AI or AI-assisted tools to create or alter images in submitted manuscripts. This includes enhancing, obscuring, moving, removing, or introducing a specific feature within an image or figure.

Adjustments of brightness, contrast, or color balance are acceptable only if they do not obscure or eliminate information present in the original.

Exception (methods-based use): If AI-assisted image generation or interpretation is part of the research design or methods, this use must be described in a reproducible manner in the Methods section, including the tool/model name, version, provider, and how outputs were produced. Authors may be asked to provide pre-adjusted images or raw images for editorial assessment.

The use of generative AI or AI-assisted tools in the production of artwork (for example graphical abstracts) is not permitted. Cover art may be considered only with prior permission from the Editor and with clear evidence that all necessary rights have been cleared, plus correct attribution.

e. Turnitin AI writing detection threshold
Maximum Turnitin result on AI writing detection: 20%. Authors are required to adjust their manuscripts should the results be more than 20%.

4. Responsibilities of Authors
Authors are solely responsible for all content submitted to the journal, including any content created or modified using AI tools. Authors must:

  • verify the accuracy, originality, and reliability of all AI-assisted content (including checking for incorrect or fabricated references)
  • ensure the absence of plagiarism, bias, factual errors, or hallucinated content
  • ensure that all external sources, data, and identifiable materials are correctly cited and attributed
  • retain and be able to explain their contribution, interpretation, and scholarly judgment
  • accept full responsibility for any errors, omissions, or ethical breaches resulting from AI-assisted work

5. Authorship and AI
AI tools cannot be credited as authors or co-authors, and must not be cited as authors. Authorship is limited to humans who can take public responsibility for the work, approve the final version, and respond to integrity questions.

Including AI tools in the list of authors, author notes, or author contribution statements is prohibited and may result in desk rejection or retraction.

6. Privacy, Confidentiality, and Tool Terms
Before using any AI tool, authors must ensure that its terms and conditions safeguard privacy, confidentiality, intellectual property, and other rights. Authors must not provide confidential, proprietary, sensitive, or personally identifiable information to third-party AI tools unless they have a clear legal basis and adequate protections are in place.

7. Disclosure Requirements (Authors)
Authors must provide full and transparent disclosure if AI tools were used beyond basic grammar, spelling, and punctuation checks. Disclosure must include:

  • the name, version (if applicable), and developer/provider of the AI tool used
  • a clear description of the purpose and extent of its use
  • a statement confirming that the authors reviewed, verified, and take responsibility for all AI-assisted content

Location of disclosure in manuscripts

  • Methods section: if the tool contributed to data analysis, coding, figure generation (methods-based exception), or other parts of the research methodology.
  • Acknowledgements section: if the tool was used for substantive writing support, translation, or restructuring beyond basic proofreading.
  • Dedicated statement: authors are encouraged to include a section titled “Declaration of AI Tool Usage” before the References.

Declaration of AI Tool Usage: During the preparation of this manuscript, the authors used [insert AI tool name, version, and provider] for [describe the purpose and extent of use]. All AI-assisted outputs were critically reviewed, verified, and edited by the authors to ensure factual accuracy, clarity, and compliance with academic standards. The authors take full responsibility for the integrity and content of this manuscript.

8. Reviewer Policy (Confidentiality and Integrity)
Peer review is based on human judgment and confidentiality. Reviewers must:

  • treat manuscripts under review as confidential documents
  • not upload a submitted manuscript (or any part of it) into a generative AI tool
  • not upload peer-review reports, questionnaires, or review correspondence into any AI tool, even for language improvement
  • not use generative AI to perform the scientific assessment or to generate review conclusions

Reviewers remain responsible and accountable for the content of their review reports.

9. Editor and Editorial Staff Policy (Confidentiality and Decision-making)
Editors and editorial staff must:

  • treat submitted manuscripts, editorial notes, and decision communications as confidential
  • not upload manuscripts or any related confidential correspondence (including decision letters) into generative AI tools, even for language improvement
  • not use generative AI to assist in editorial evaluation or decision-making

Editors remain responsible and accountable for the editorial process, decisions, and communications.

10. Editorial and Peer Review Oversight
Editors and peer reviewers will evaluate AI disclosures as part of the manuscript’s ethical and methodological assessment. JOSI may use screening tools (including similarity checks and AI-writing detection tools) to support editorial checks. JOSI will not rely solely on automated tools to determine compliance. All assessments involve human review and direct communication with authors when clarification is needed.

If undisclosed or inappropriate AI use is suspected, the editorial office may:

  • request clarification, disclosure updates, supporting materials, or revision
  • reject the manuscript
  • refer the case to the institution or initiate a formal investigation if misconduct is suspected

11. Consequences of Non-Compliance
Failure to comply with this policy may result in:

  • rejection of the manuscript at any stage of review
  • retraction of the article after publication
  • notification of the author’s institution in cases of suspected misconduct
  • banning future submissions by the author if misuse is severe or repeated

12. Appeals and Dispute Resolution
If an author disputes an editorial decision related to AI tool usage, they may submit a formal written appeal to the Editor-in-Chief. The appeal must explain the disagreement, include supporting evidence, and reference this policy. Appeals will be reviewed by the journal’s ethics process and may be escalated when appropriate.

13. Policy Updates and Author Guidance
As AI technologies evolve, this policy will be reviewed and updated to reflect new risks, benefits, and community standards. Authors, reviewers, and editors should consult this policy before participating in the journal process and contact the editorial office if unsure whether a specific use is compliant.

14. Ethical Framework and References

References