AI POLICY

Policy on the Use of Generative Artificial Intelligence

  1. General Overview

This policy regulates the permitted and prohibited uses of generative artificial intelligence (Generative Artificial Intelligence/Gen AI), AI-assisted technologies, language assistance tools, and other assistive technologies in manuscript preparation, peer review, editorial handling, and publication at the Journal GOTONG ROYONG.

AI may only be used as a supporting tool. Its use must not replace human scholarly contributions, critical thinking, authorship responsibility, peer-review judgment, ethical responsibility, editorial independence, or editorial decision-making.

The use of AI at GOTONG ROYONG is guided by the following principles:

Transparency: The use of AI must be disclosed when required by this policy.

Human Accountability: Authors, Reviewers, Editors, and the GOTONG ROYONG Editorial Team remain fully responsible for their respective work, assessments, communications, and decisions.

Confidentiality: Manuscripts, Reviewer reports, Author responses, research data, supplementary materials, and other unpublished information must be protected.

Integrity: AI must not be used to fabricate, falsify, manipulate, conceal, or misrepresent scientific content, data, images, citations, references, authorship, peer review, or editorial processes.

Privacy and Intellectual Property Rights: The use of AI must comply with applicable requirements concerning privacy, consent, copyright, licensing, institutional regulations, and data protection.

Editorial Independence: AI must not determine peer-review recommendations, ethical assessments, editorial decisions, or post-publication editorial actions.

Authors and Editors must maintain appropriate transparency regarding their use of AI according to their respective roles. Reviewers must not use AI to conduct substantive scientific assessments, generate substantive peer-review comments or recommendations, or disclose confidential manuscript materials to unauthorized AI systems.

Any misuse of AI may be addressed in accordance with the GOTONG ROYONG Publication Ethics and Publication Malpractice Statement.

  1. For Authors

2.1 Permitted Uses

Authors may use Gen AI, AI-assisted technologies, language assistance tools, and other assistive technologies to support research and manuscript preparation in a lawful and responsible manner, including:

  • brainstorming and organizing ideas;
  • checking grammar, spelling, punctuation, language polishing, and readability improvement;
  • paraphrasing and translation;
  • non-substantive formatting and presentation;
  • literature or reference assistance;
  • programming or computational assistance;
  • data-related assistance;
  • visualization assistance; and
  • other appropriate research or manuscript-preparation support.

AI-assisted technologies must not replace the Author's own scientific contribution, analysis, interpretation, critical thinking, argumentation, results, discussion, or conclusions.

All AI-generated or AI-assisted outputs must be reviewed, verified, and edited by the Authors. Authors remain fully responsible for the accuracy, originality, integrity, ethical compliance, and final content of the manuscript.

2.2 Disclosure Requirements

Authors must disclose the use of Gen AI, AI-assisted technologies, and other relevant assistive technologies used during the research or manuscript preparation.

Such disclosure includes, where relevant, tools used for language assistance, translation, paraphrasing, programming, reference assistance, data-related assistance, visualization, and other AI-assisted support.

The disclosure must be included in a dedicated section entitled:

DECLARATION OF ASSISTIVE TECHNOLOGIES IN THE WRITING PROCESS

When AI or assistive technologies are used, Authors may use the following statement:

In English:

The authors declare that generative artificial intelligence (Gen AI) and other AI-assisted tools were used prudently, not excessively, during the research and preparation of this manuscript. Specifically, [AI tool 1] was used for [function 1]; [AI tool 2] for [function 2]; …; and [AI tool n] for [function n]. All AI-generated or AI-assisted material was reviewed and edited for accuracy, completeness, and compliance with ethical and scholarly standards. The authors accept full responsibility for the final content of the manuscript.

In Indonesian:

Penulis menyatakan bahwa kecerdasan buatan generatif (Gen AI) dan alat berbantuan AI lainnya digunakan secara hati-hati dan tidak berlebihan selama penelitian dan penyiapan naskah ini. Secara khusus, [alat AI 1] digunakan untuk [fungsi 1]; [alat AI 2] untuk [fungsi 2]; …; dan [alat AI n] untuk [fungsi n]. Seluruh materi yang dihasilkan atau dibantu oleh AI telah ditinjau dan disunting untuk memastikan keakuratan, kelengkapan, serta kesesuaiannya dengan standar etika dan ilmiah. Penulis bertanggung jawab penuh atas isi akhir naskah.

When AI or assistive technologies are not used, Authors may use the following statement:

In English:

The authors declare that no generative artificial intelligence (Gen AI), AI-assisted technologies, or other assistive technologies were used in the research or preparation of this manuscript.

In Indonesian:

Penulis menyatakan bahwa tidak ada kecerdasan buatan generatif (Gen AI), teknologi berbantuan AI, atau teknologi asistif lainnya yang digunakan dalam penelitian atau penyiapan naskah ini.

Authors must provide the name of each tool used and its actual function. This statement may be published together with the article to support transparency.

2.3 Authorship Attribution

Gen AI, AI-assisted technologies, and other technological tools may not be listed as Authors or Co-Authors.

Authorship requires human scientific contribution, accountability, approval of the final version of the manuscript, and responsibility for the accuracy and integrity of the work.

2.4 Use in Research Methods, Data Analysis, and Code

If AI is used as part of the research methodology, data analysis, data processing, programming, instrument development, intervention design, literature mapping, classification, predictive modeling, visualization, or other substantive research activities, its use must also be described in the Methods section.

Where relevant, Authors must report:

  • the tool and its version, if available;
  • the purpose of its use;
  • the relevant workflow;
  • the types of inputs and outputs;
  • the level of human verification; and
  • relevant limitations affecting validity, reliability, transparency, or reproducibility.

GOTONG ROYONG may request prompts, outputs, logs, code, original files, or other supporting documentation when necessary for verification.

2.5 Use in Images, Figures, and Graphic Materials

AI must not be used to fabricate, falsify, misleadingly enhance, conceal, or manipulate research evidence.

If AI-generated or AI-assisted images, figures, graphic materials, or visualizations are considered scientifically and ethically appropriate, their use must be transparently disclosed and adequately verified by the Authors.

GOTONG ROYONG may request original files, prompts, outputs, or supporting documentation when necessary to evaluate the integrity of AI-assisted visual materials.

2.6 Prohibited Uses for Authors

Authors must not use AI to:

  • replace their own substantive intellectual or scientific contribution;
  • fabricate, falsify, manipulate, or misrepresent research data, findings, analyses, results, or conclusions;
  • generate or use false, inaccurate, irrelevant, unverifiable, nonexistent, fabricated, or misleading citations or references;
  • cite sources that have not been independently verified;
  • conceal plagiarism, excessive similarity, duplicate publication, or inappropriate text reuse;
  • misleadingly manipulate citations, reference lists, images, figures, tables, or other scientific evidence;
  • generate inaccurate authorship, ethics, conflict-of-interest, funding, or data-availability statements;
  • insert hidden prompts, invisible text, or instructions directed at machines for the purpose of manipulating screening, peer review, editorial handling, indexing, or evaluation; or
  • misrepresent the role, extent, or purpose of AI use.
  1. For Reviewers

3.1 Prohibition of AI Use in Peer-Review Assessment

Reviewers must conduct scientific assessments independently based on their expertise, critical evaluation, academic judgment, and ethical responsibility.

Reviewers must not use Gen AI or AI-assisted technologies to:

  • analyze, evaluate, interpret, or assess the scientific content of a submitted manuscript;
  • determine the validity, originality, significance, quality, or suitability of a manuscript;
  • generate or formulate substantive peer-review comments, assessments, or recommendations;
  • formulate recommendations concerning acceptance, revision, or rejection of a manuscript; or
  • replace their own independent scientific judgment.

Peer-review comments and recommendations must reflect the Reviewer's independent scientific judgment.

3.2 Confidentiality

Reviewers must not upload, enter, copy, transmit, or otherwise provide a submitted manuscript or any part thereof to public, insecure, or unauthorized AI systems.

This provision covers manuscript text, abstracts, research data, images, tables, supplementary files, Author responses, review forms, unpublished findings, and other confidential peer-review materials.

3.3 Reviewer Responsibility

Reviewers remain fully responsible for the accuracy, fairness, independence, confidentiality, and integrity of the peer-review reports they submit.

Any use of technology in connection with peer review must not compromise confidentiality, independent scientific judgment, peer-review integrity, or the Reviewer's responsibility for the submitted review.

Violations of these provisions may be treated as breaches of peer-review confidentiality or publication ethics.

  1. For GOTONG ROYONG Editors and Editorial Team

4.1 Permitted Supporting Uses

GOTONG ROYONG Editors and the Editorial Team may use Gen AI and AI-assisted technologies for supporting editorial purposes that are non-decisional.

Such uses may include:

  • checking grammar, spelling, and language polishing in non-confidential editorial texts;
  • improving the clarity and structure of editorial communications;
  • formatting and administrative assistance;
  • organizing editorial notes and workflows;
  • technical or administrative screening of manuscripts;
  • checking for the presence of required sections or declarations in manuscripts;
  • organizing metadata;
  • supporting background literature searches;
  • developing editorial templates, workflows, and checklists;
  • developing, discussing, reviewing, checking for consistency, and refining journal policies, manuscript guidelines, templates, forms, and other editorial documents; and
  • other appropriate non-decisional editorial support.

All AI-assisted editorial work must undergo human review, verification, and final approval by the responsible human personnel.

4.2 Use with Confidential Editorial Materials

Submitted manuscripts, Reviewer reports, Author responses, research data, supplementary files, confidential editorial notes, and other confidential manuscript-related materials must not be uploaded to public, insecure, or unauthorized AI systems.

If AI is used with confidential editorial materials, such use may only be conducted through systems that are adequately local, offline, private, secure, or under the control of the journal, with appropriate safeguards for confidentiality, privacy, data protection, access control, and intellectual property rights.

4.3 Prohibited Uses for Editors

Editors and the GOTONG ROYONG Editorial Team must not use AI to:

  • determine whether a manuscript should be accepted, revised, or rejected;
  • replace scientific judgment or ethical considerations;
  • determine scientific validity or academic quality;
  • replace the independent scientific judgment of Reviewers;
  • make final decisions concerning alleged violations or ethical issues without human assessment; or
  • determine post-publication editorial actions.

All editorial decisions must be made by human Editors based on academic expertise, peer-review results, editorial assessment, ethical considerations, and applicable GOTONG ROYONG policies.

4.4 Transparency, Disclosure, and Accountability by Editors

Editors and the GOTONG ROYONG Editorial Team must disclose the substantive use of Gen AI or AI-assisted technologies in editorial work according to the nature and context of the activity.

Where relevant, such disclosure should identify the AI tool used and its general function or purpose. Routine or minor supporting uses, such as grammar checking, spelling correction, formatting assistance, or non-substantive language refinement, generally do not require separate disclosure.

As a general disclosure, GOTONG ROYONG states that Editors and the Editorial Team may use Gen AI and AI-assisted technologies, including ChatGPT and other appropriate AI-assisted tools, to support non-decisional editorial activities, including the development and refinement of policies, preparation of guidelines and templates, development of editorial workflows, administrative and technical support, language assistance, consistency checking, and editorial communication.

This general disclosure does not replace specific disclosure when AI is used substantively in a particular editorial activity and such disclosure is considered appropriate.

All AI-assisted editorial outputs must undergo human review, verification, modification where necessary, and final approval. Gen AI and AI-assisted technologies must not replace scientific judgment, peer-review assessment, ethical considerations, or editorial decision-making.

Editors and the GOTONG ROYONG Editorial Team remain fully responsible for confidentiality, editorial integrity, scientific and ethical considerations, editorial communication, and all editorial decisions.

  1. Confidentiality, Privacy, and Intellectual Property Rights

All parties involved in the publication process must protect confidential and unpublished materials, including manuscripts, research data, Reviewer reports, Author responses, supplementary materials, and editorial communications.

Confidential materials must not be uploaded, copied, shared, analyzed, summarized, or otherwise processed through public, insecure, or unauthorized AI systems.

The use of AI must comply with applicable requirements concerning:

  • copyright and licensing;
  • privacy and data protection;
  • participant consent;
  • institutional regulations;
  • Author rights; and
  • third-party intellectual property rights.

If confidential materials are processed using a private system or a system under the journal's control and authorized for such use, adequate safeguards for confidentiality, privacy, security, access control, and intellectual property rights must still be applied.

  1. AI-Related Violations

The following actions may be considered AI-related publication-ethics violations:

  • failing to disclose AI use when disclosure is required;
  • misrepresenting the role, extent, or purpose of AI use;
  • using AI to fabricate, falsify, or manipulate scientific content;
  • using fabricated, unverifiable, misleading, or AI-hallucinated citations or references;
  • using AI to conceal plagiarism, duplicate publication, inappropriate text reuse, or unethical authorship;
  • misleadingly manipulating images, figures, tables, or other scientific evidence with AI assistance;
  • using hidden prompts, invisible text, or machine-directed content to manipulate scientific or editorial systems;
  • using AI by Reviewers to replace independent scientific judgment;
  • using AI by Editors to make or replace editorial or ethical decisions;
  • disclosing or processing confidential manuscripts or peer-review materials through AI systems without authorization; or
  • any other use of AI that compromises authorship responsibility, research integrity, confidentiality, peer-review integrity, editorial independence, publication ethics, or the integrity of the scientific record.
  1. Compliance and Accountability

Non-compliance with this policy may result in appropriate editorial action under the GOTONG ROYONG Publication Ethics and Publication Malpractice Statement.

Depending on the nature, severity, and timing of the issue, GOTONG ROYONG may:

  • request clarification, revision, correction, or additional disclosure;
  • request supporting documentation or records of AI use;
  • reject a manuscript before or during the peer-review process;
  • suspend the editorial or publication process;
  • reject or discontinue the involvement of a Reviewer;
  • publish a correction, Expression of Concern, retraction, removal, replacement, or other editorial notice;
  • refer the matter to the relevant institution, ethics committee, funder, or other appropriate authority; or
  • take any other action necessary to protect the integrity of the scientific record.

Editorial actions will be based on the available evidence, the nature and severity of the issue, ethical considerations, and its impact on research integrity, confidentiality, peer-review integrity, editorial independence, or the scientific record.

  1. Relationship with the Publication Ethics and Publication Malpractice Statement

This policy forms part of the GOTONG ROYONG publication ethics framework.

Any matter not specifically addressed in this policy will be handled in accordance with the Publication Ethics and Publication Malpractice Statement, Author Guidelines, Peer-Review Policy, Authorship Policy, Research Misconduct Policy, Research Ethics Policy, and other applicable GOTONG ROYONG editorial policies.

Alleged AI-related violations may be handled through the journal's procedures concerning research misconduct, complaints and appeals, corrections, Expressions of Concern, retractions, removals, replacements, or other appropriate editorial actions.

  1. Policy Review

GOTONG ROYONG periodically reviews and may update this policy in accordance with developments in Gen AI and AI-assisted technologies, publication-ethics standards, COPE recommendations, scholarly publishing practices, regulatory requirements, and relevant journal accreditation provisions.

  1. References
  • Committee on Publication Ethics (COPE). Authorship and AI Tools.
  • Committee on Publication Ethics (COPE). Focus on Artificial Intelligence.
  • Elsevier. Generative AI Policies for Journals. Elsevier Policies and Standards.
  • Elsevier. Publishing Ethics. Elsevier Policies and Standards.

STM Association. Generative AI in Scholarly Communications: Ethical and Practical Guidelines for the Use of Generative AI in the Publication Process.