Generative AI and AI-Assisted Technologies Policy

1. Purpose and Scope

Generative artificial intelligence (GenAI) and AI-assisted technologies are increasingly used in research, scholarly communication, and academic publishing. These technologies may provide useful assistance in activities such as language improvement, translation, literature exploration, coding, data analysis, and content development.

At the same time, their use raises important considerations concerning research integrity, accuracy, authorship, confidentiality, intellectual property, privacy, bias, and accountability.

BINUS Journals recognizes the potential benefits of GenAI and AI-assisted technologies while maintaining that human authorship, scholarly judgment, transparency, and accountability remain fundamental to the publication process.

This policy establishes the principles governing the responsible use of GenAI and AI-assisted technologies in research and scholarly publishing processes associated with BINUS Journals.

This policy applies to authors, editors, reviewers, and other participants in the editorial and peer-review processes of BINUS Journals.

It applies to all journals published by BINUS University. Individual journals may establish additional requirements where necessary to reflect their disciplinary scope, research methods, article types, or publication practices. Such requirements must remain consistent with the principles established in this policy.

2. Definitions

2.1 Generative Artificial Intelligence

Generative artificial intelligence (GenAI) refers to artificial intelligence systems capable of generating or substantially transforming content, including text, images, audio, video, computer code, data, or other materials in response to user instructions or prompts.

Examples include large language models, AI chatbots, AI image-generation systems, AI coding assistants, and other generative AI systems.

2.2 AI-Assisted Technologies

AI-assisted technologies are software applications or systems incorporating artificial intelligence to assist with activities such as language editing, translation, summarization, information retrieval, coding, data analysis, image processing, or other scholarly activities.

2.3 AI Used in Research

The use of AI as a research instrument, analytical method, computational tool, experimental system, or object of study is distinct from the use of AI to generate content for a manuscript.

The use of AI as part of research is not, by itself, prohibited by this policy. Where AI forms part of the research methodology, authors must describe its use appropriately in the manuscript.

3. General Principles

3.1 Human Responsibility

Human users remain responsible for scholarly content, judgments, decisions, and outcomes.

The use of AI does not transfer responsibility from an author, reviewer, editor, or other responsible person to an AI system.

3.2 Transparency

Use of GenAI and AI-assisted technologies must be transparently declared in accordance with this policy.

3.3 Verification

AI-generated output must be critically evaluated and independently verified by the responsible human user.

AI systems may produce inaccurate, incomplete, biased, misleading, or fabricated information, including nonexistent or incorrect references.

3.4 Research Integrity

AI must not be used to fabricate or falsify data, results, references, sources, research evidence, or other scholarly information, or to facilitate plagiarism or other forms of research or publication misconduct.

3.5 Confidentiality and Privacy

Confidential manuscripts, unpublished data, peer-review materials, personal data, and other protected information must not be disclosed to external AI systems in a manner that compromises confidentiality, privacy, intellectual property, or other rights.

3.6 Human Judgment

AI-assisted tools may support scholarly, editorial, or administrative activities but must not replace human scholarly judgment or responsibility.

3.7 AI Is Not an Author

Generative AI systems and AI-assisted tools cannot be listed as authors or co-authors.

4. Use of Generative AI by Authors

4.1 Responsible Use

Authors may use GenAI or AI-assisted technologies for legitimate and responsible purposes in the preparation of their work, provided that the use does not compromise research integrity, confidentiality, intellectual property, privacy, or human accountability.

Examples of potentially acceptable uses include:

• improving grammar, spelling, and language;
• improving clarity and readability;
• translation;
• organizing or structuring content;
• brainstorming or developing ideas;
• summarizing literature or other materials;
• coding assistance;
• assisting with data analysis; and
• other appropriate research-support activities.

Authors remain fully responsible for reviewing, verifying, editing, and, where necessary, correcting AI-assisted output.

AI tools must not replace the authors' own intellectual contribution, critical thinking, analysis, interpretation, or scholarly judgment.

4.2 Mandatory GenAI and AI-Assisted Technologies Declaration

Every manuscript submitted to and every article published by BINUS Journals must contain a GenAI and AI-Assisted Technologies Declaration, regardless of whether GenAI or AI-assisted technologies were used.

The declaration is therefore mandatory and must contain either a No declaration or a Yes declaration.

The declaration concerns the use of GenAI and AI-assisted technologies in:

1. manuscript preparation; and
2. the research process, where applicable.

This requirement is intended to ensure transparency and provide an article-level record of AI use.

4.3 Declaration When No GenAI or AI-Assisted Technologies Were Used

Where no GenAI or AI-assisted technologies covered by this policy were used in manuscript preparation or in the research process, the following statement should be included:

4.4 Declaration When GenAI or AI-Assisted Technologies Were Used

Where GenAI or AI-assisted technologies were used, the declaration must identify the technology and describe the nature and purpose of its use.

Where AI was used as part of the research process, this must additionally be described in the appropriate section of the manuscript, normally the Methods or equivalent section.

4.5 Scope of Disclosure

Disclosure is particularly required when AI has been used to:

• generate or substantially rewrite manuscript text;
• substantially reorganize or transform author-generated text;
• generate or substantially modify figures or other visual content;
• generate or substantially modify tables or other publication content;
• translate substantial portions of a manuscript;
• generate analytical or interpretive content incorporated into the manuscript;
• generate, select, or substantially modify references or citations;
• generate computer code or other substantive computational content incorporated into the research or manuscript; or
• perform other substantive content-generation functions.

Routine use of tools for spelling, grammar, punctuation, or similar basic language correction that does not materially generate or transform scholarly content does not ordinarily require a description of the specific tool in the declaration.

Nevertheless, the article-level declaration itself remains mandatory.

4.6 AI Use in the Research Process

The use of AI as part of the research process is not prohibited by this policy.

AI may, for example, be used as:

• a research instrument;
• a computational or analytical tool;
• an experimental system;
• a coding or software-development tool;
• a method for data analysis;
• an object of study;
• a source of research data, where methodologically justified; or
• a system whose performance, behavior, or effects are being investigated.

Where AI forms part of the research design or methodology, authors must describe its use in the appropriate section of the manuscript, normally the Methods or equivalent section.

Where relevant, the description should provide sufficient information to understand and evaluate the role of the AI system in the research, including the name of the tool or model, version or date of access where applicable, developer or provider, and how it was used.

Using AI as a research tool or research object is distinct from using AI to generate the manuscript.

4.7 AI-Generated Images, Figures, and Other Content

Authors are responsible for ensuring that AI-generated or AI-assisted content included in a manuscript is accurate, appropriately represented, and consistent with applicable ethical and intellectual-property requirements.

AI-generated or AI-modified content must not:

• misrepresent research evidence;
• fabricate experimental or observational results;
• create misleading research images;
• conceal inappropriate manipulation of research data;
• infringe applicable intellectual-property rights; or
• mislead readers about the origin or nature of the content.

Where AI-generated content is used as an illustration or other publication material, its use must be declared.

Where AI-assisted image processing materially affects research findings or evidence, the use of the technology must be described in the manuscript.

Individual BINUS journals may establish additional requirements for AI-generated images, graphical abstracts, artwork, or other visual materials where appropriate to their disciplinary practices.

4.8 AI-Generated References and Citations

Authors remain responsible for the accuracy and existence of every reference and citation included in their manuscripts.

Authors should not rely on GenAI systems to generate or format references without independent verification.

Any references or citations suggested, generated, or substantially modified by AI must be independently verified against the original source before inclusion in the manuscript.

Authors must not knowingly include:

• fabricated publications;
• nonexistent authors;
• incorrect bibliographic information;
• nonexistent DOI or other identifiers;
• fabricated quotations; or
• other unverifiable sources.

AI-generated output must never be treated as evidence that a source exists or supports a particular claim.

The use of AI to generate, select, substantially edit, or organize references must be declared when it constitutes a material contribution to the manuscript.

5. AI and Authorship

GenAI systems and AI-assisted tools cannot be listed as authors or co-authors.

Authorship requires human responsibility for the work, including the ability to:

• take responsibility for the content;
• approve the final version;
• agree to submission and publication;
• respond to questions concerning the work; and
• participate in resolving questions concerning its accuracy or integrity.

AI tools may be acknowledged where appropriate, but acknowledgement does not constitute authorship.

6. Generative AI and Peer Reviewers

6.1 Confidentiality

Peer review is a confidential scholarly activity.

Reviewers must not upload, paste, submit, or otherwise transfer a submitted manuscript or confidential peer-review materials to an external GenAI system.

This includes, but is not limited to:

• the manuscript;
• substantial portions of the manuscript;
• unpublished data;
• figures and tables;
• supplementary materials;
• reviewer correspondence;
• editorial correspondence; and
• other confidential information obtained through the peer-review process.

This prohibition applies regardless of whether an external AI service is described as “free,” “private,” or “secure.”

Reviewers should use only AI tools that are explicitly authorized by BINUS for the relevant purpose, where applicable.

6.2 AI-Assisted Review Reports

Reviewers must personally evaluate manuscripts and remain responsible for the content and judgment expressed in their review reports.

Reviewers must not delegate substantive peer-review assessment to GenAI.

AI must not independently determine:

• whether a manuscript should be accepted or rejected;
• whether the research is novel;
• whether the methodology is appropriate;
• whether the research is valid;
• the overall scholarly quality of the manuscript; or
• the substantive recommendations made to the editor.

Reviewers may use AI-assisted tools for limited language or structural improvement of their own review reports, provided that:

1. no confidential manuscript material is entered into the AI system;
2. the reviewer's independent scholarly judgment remains the basis of the review;
3. the reviewer verifies and edits the output; and
4. the use is declared where required by this policy.

7. Generative AI and Editors

7.1 Confidentiality

Editors must maintain the confidentiality of submitted manuscripts and all materials associated with the editorial process.

Editors must not upload or otherwise transfer a submitted manuscript, or confidential portions of a manuscript, to an external GenAI system unless the system has been specifically authorized by BINUS under appropriate confidentiality, privacy, security, and data-governance arrangements.

7.2 Editorial Assessment and Decision-Making

Editors remain responsible for the editorial assessment and decision-making process.

AI-assisted tools may support appropriate administrative or technical activities, but AI must not independently determine or replace human editorial judgment concerning:

• acceptance;
• rejection;
• revision;
• research-integrity concerns;
• suspected publication misconduct; or
• other consequential editorial decisions.

The final editorial decision must remain the responsibility of a qualified human editor.

7.3 Editorial Communication

Editors remain responsible for the accuracy, appropriateness, confidentiality, and tone of editorial correspondence, including correspondence prepared with AI assistance.

8. AI-Assisted Editorial Screening

BINUS Journals may use appropriate AI-assisted technologies to support editorial and administrative activities, including:

• similarity or plagiarism screening;
• language screening;
• reference checking;
• metadata checking;
• image screening;
• reviewer identification;
• technical compliance checking; and
• other appropriate administrative functions.

AI-generated scores, classifications, flags, or recommendations must not automatically constitute an editorial decision.

Where an AI-assisted system identifies a potential problem, the relevant information must be appropriately assessed by a qualified human editor before consequential action is taken.

9. AI Detection

BINUS Journals may use AI-detection technologies as one source of information when concerns arise regarding compliance with this policy.

However, an AI-detection score alone does not constitute conclusive evidence that a manuscript was generated by AI or that publication misconduct has occurred.

Where concerns arise, editors should consider the totality of relevant evidence and may request clarification or additional information from the authors.

10. Research Integrity and Misconduct

The following may constitute research or publication misconduct where they violate applicable ethical standards:

• fabrication or falsification of research data or results;
• fabrication of references or sources;
• plagiarism or unattributed appropriation;
• misleading presentation of AI-generated content;
• failure to make a required AI declaration;
• making a false declaration concerning AI use;
• inappropriate manipulation of research images using AI;
• misuse of confidential manuscript or peer-review materials;
• impersonation of authors, reviewers, or editors using AI; and
• delegation of substantive scholarly responsibility to an AI system.

Concerns regarding potential violations of this policy will be handled in accordance with the relevant BINUS Journals publication-ethics and research-integrity procedures.

11. Article-Level Declaration and Editorial Workflow

The GenAI Declaration is an integral part of the article record.

At submission

Authors must complete the mandatory GenAI declaration in the journal's submission system.

During editorial processing

The declaration may be reviewed by the editorial team where necessary.

Before acceptance

The editorial team should ensure that the declaration is present and appropriately completed.

At publication

The declaration must appear in the published article, normally immediately before the References.

For every article

The article must contain one of the following:

Where AI was used in the research methodology, the relevant details must additionally appear in the Methods or equivalent section.

12. Responsibilities

Authors

Authors are responsible for:

• the accuracy and integrity of their manuscripts;
• verifying AI-generated information;
• verifying references and citations;
• ensuring that their work represents their own scholarly contribution;
• complying with applicable intellectual-property, privacy, and confidentiality requirements;
• making an accurate GenAI Declaration; and
• describing relevant AI use in the research methodology where applicable.

Reviewers

Reviewers are responsible for:

• maintaining manuscript confidentiality;
• personally conducting the substantive evaluation;
• avoiding the transfer of confidential manuscript material to unauthorized AI systems;
• verifying any AI-assisted output used in their review report; and
• remaining responsible for the content and judgment expressed in their review reports.

Editors

Editors are responsible for:

• maintaining the confidentiality of submitted manuscripts;
• exercising independent editorial judgment;
• ensuring that AI-assisted tools do not replace human decision-making;
• appropriately assessing AI-generated flags or recommendations; and
• ensuring that editorial decisions and communications comply with applicable publication-ethics standards.

13. Journal-Specific Requirements

This policy applies uniformly to all BINUS Journals.

Individual journals may establish additional requirements concerning the use or disclosure of GenAI and AI-assisted technologies where such requirements are justified by:

• the journal's disciplinary scope;
• specific research methods;
• article types;
• publication formats;
• the use of AI-generated images or other media; or
• other legitimate editorial considerations.

Any additional journal-specific requirements must remain consistent with this policy.

14. Policy Review and Updates

GenAI technologies and their use in research and scholarly publishing are developing rapidly.

BINUS Journals will periodically review this policy and may update it to reflect developments in:

• generative AI and AI-assisted technologies;
• research-integrity standards;
• scholarly publishing practices;
• applicable laws and regulations;
• international publishing standards and recommendations; and
• AI disclosure and governance.

The current version published on the BINUS Journals website constitutes the applicable BINUS Journals policy.

15. Related Standards and Guidance

This policy has been developed with reference to relevant international guidance and standards concerning responsible AI use and scholarly publishing, including:

• Scopus Content Policy and Selection;
• STM recommendations concerning the classification and disclosure of AI use in academic manuscript preparation;
• Committee on Publication Ethics (COPE) guidance concerning AI and scholarly publishing;
• World Association of Medical Editors (WAME) recommendations concerning AI and scholarly manuscripts;
• relevant publisher policies concerning generative AI and AI-assisted technologies; and
• applicable research-integrity and publication-ethics principles.

BINUS Journals will continue to monitor developments in these standards and may revise this policy accordingly.