AI Tools Usage Policy

BACKGROUND AND PURPOSE OF THE POLICY
BIOTROPIA, as a scientific journal published by SEAMEO BIOTROP, recognizes that the development of Artificial Intelligence (AI) technology has had a significant impact on research and scholarly publishing processes. AI tools can assist in improving language quality, enhancing the efficiency of data analysis, and supporting the preparation of scientific visualizations.

Nevertheless, the use of AI in the writing and processing of scientific manuscripts must be conducted responsibly, transparently, and in a manner that upholds academic integrity, originality of work, and scientific accountability. This policy is aligned with the Core Practices and discussion documents issued by the Committee on Publication Ethics (COPE) and is designed to provide clear guidance for authors, editors, and reviewers regarding the use of AI tools in the publication process at BIOTROPIA.

 

SCOPE AND DEFINITION OF AI TOOLS
For the purposes of this policy, AI tools refer to digital systems or software applications that utilize artificial intelligence techniques, such as machine learning (ML), natural language processing (NLP), or generative models to generate, edit, analyze, translate, summarize, or modify scholarly content.

Examples include, but are not limited to:
- Large Language Models (LLMs) such as ChatGPT, Gemini, and Claude
- Writing and paraphrasing assistants such as Grammarly, DeepL Write, and QuillBot
- AI-based translation applications such as DeepL
- AI-supported data analysis, visualization, or image-processing tools
- AI-powered reference generators or literature summarizers

 

GENERAL PRINCIPLES OF AI USE
The use of AI in manuscript preparation is permitted provided that:
- It does not replace the author’s primary intellectual contribution.
- It does not fabricate or falsify data or findings.
- It does not violate publication ethics, including plagiarism or copyright infringement.
- Its use is transparently disclosed in accordance with journal requirements.

 

PERMITTED AND PROHIBITED USES
a. Permitted Uses
Authors may use AI tools for:
- Grammar, spelling, and language clarity editing.
- Improving language quality without altering scientific substance.
- Formatting citations and references.
- Preliminary literature exploration.
- Technical assistance in data analysis (with full author verification and control).
- Generating basic illustrations or visualizations that do not manipulate research data.

b. Prohibited Uses
BIOTROPIA prohibits the use of AI tools for:
- Writing an entire manuscript or substantial portions of it without meaningful intellectual involvement from the authors.
- Generating, fabricating, or manipulating data, tables, images, or research results.,
- Altering the meaning of data or analytical outcomes inappropriately.
- Automatically paraphrasing published works in ways that constitute disguised plagiarism.
- Producing content that violates copyright or research ethics.

 

AUTHOR ACCOUNTABILITY AND RESPONSIBILITY
Authors bear full responsibility for all content submitted to the journal, including any portion generated, edited, or enhanced using AI tools. The use of AI does not transfer academic or ethical responsibility from the authors to any technological system or service provider.

Authors are required to:
- Carefully verify the accuracy, validity, and originality of AI-assisted content.
- Ensure the manuscript is free from plagiarism, factual errors, unintended bias, distortion, or AI-generated inaccuracies.
- Provide proper citation and attribution for any external data or sources incorporated into the manuscript.
- Assume full responsibility for any errors, inaccuracies, or ethical violations resulting from AI use.
- Critically review and substantively edit all AI-generated outputs to ensure compliance with methodological and disciplinary standards.
- AI tools must function solely as supportive instruments and not as substitutes for the authors’ intellectual contributions.

 

AUTHORSHIP IN THE CONTEXT OF AI
AI systems or tools cannot be listed as authors or co-authors. Authorship is limited to individuals who have made substantial scholarly contributions to the conception, design, execution, analysis, interpretation, and writing of the research, and who are able to take public responsibility for its content.

Including AI tools in the author list, author contribution statements, or related authorship notes is strictly prohibited and may result in manuscript rejection or retraction after publication.

 

TRANSPARENCY AND DISCLOSURE REQUIREMENTS
Any use of AI tools beyond basic language editing must be explicitly disclosed in the manuscript. Transparency ensures fairness and integrity in the peer review and editorial process.

The disclosure statement must include:
- The name and version (if applicable) of the AI tool used, as well as its developer or provider.
- A clear description of the purpose and scope of its use (e.g., data analysis, visualization, literature summarization, substantive editing).
- A statement confirming that the authors have critically reviewed and verified all AI-generated content and accept full responsibility for the final manuscript.

Failure to adequately disclose AI use may be considered a breach of publication ethics.

 

PLACEMENT OF AI DISCLOSURE
Disclosure may be included in:
- The Methods section, if AI was used for data analysis or processing
- The Acknowledgments section, if used for language editing or formatting
- Or in a separate section titled “AI Usage Statement”

Example statement:
“In the preparation of this manuscript, the authors used [ name of the AI tool ] to [ provide a clear description of the purpose and scope of its use ]. All outputs generated have been thoroughly reviewed, verified, and edited by the authors. The authors take full responsibility for the final content of the manuscript.”

 

EDITORIAL OVERSIGHT AND PEER REVIEW
Editors and peer reviewers will evaluate AI usage and disclosure as part of the ethical and methodological assessment of the manuscript.

If undisclosed or inappropriate AI use is suspected, the editorial office may:
- Request clarification or revisions from the authors
- Reject the manuscript
- Initiate further review in accordance with established ethical procedures

Editorial decisions are not based solely on automated detection software but rely on professional human judgment and evaluation.

 

ACTIONS AND SANCTIONS
Non-compliance with this policy may result in:
- Rejection of the manuscript at any stage of review.
- Retraction of a published article if violations are identified post-publication.
- Notification to the author’s affiliated institution in cases of serious ethical concerns.
- Suspension or restriction of future submissions in cases of severe or repeated misconduct.

 

APPEALS AND RECONSIDERATION
Authors who disagree with an editorial decision related to AI use may submit a formal written appeal to the Editor-in-Chief. The appeal must clearly explain the grounds for disagreement and provide relevant supporting evidence.

Appeals will be reviewed by the editorial team or an internal ethics committee. Where appropriate, independent ethical consultation may be sought in accordance with recognized publication standards.

 

USE OF AI IN THE EDITORIAL PROCESS
BIOTROPIA does not delegate editorial decisions or peer review outcomes to AI systems. All final decisions remain under the authority and responsibility of the editors. If AI tools are used in the future for administrative or technical support, their use will be transparent and conducted under human supervision and verification.

 

PERIODIC REVIEW AND POLICY UPDATES
This policy will be periodically reviewed and revised to reflect developments in AI technology and evolving standards in publication ethics. Updates will be announced on the journal’s official platform.

Authors are encouraged to review the latest version of this policy before submission and to contact the editorial office for clarification if needed.

BIOTROPIA supports responsible and innovative use of technology while maintaining integrity, academic honesty, and scholarly accountability as core principles.

 

ETHICAL FRAMEWORK AND POLICY REFERENCES
This policy is informed by ethical guidelines and recommendations issued by the Committee on Publication Ethics (COPE), including:

COPE Core Practices

COPE Discussion Document on Artificial Intelligence in Decision-Making

COPE Guidelines on Authorship and Contributorship

COPE Retraction Guidelines

Compliance with these standards is a condition of submission to BIOTROPIA.