Generative AI and AI-Assisted Technologies Policy

1. Purpose and Scope

Albuchuts recognizes that generative artificial intelligence and AI-assisted technologies are increasingly used in academic research, writing, translation, editing, and scholarly communication.

This policy establishes requirements for the responsible use of such technologies by:

authors;
reviewers;
editors;
other contributors involved in the publication process.

The use of AI must remain consistent with the principles of scholarly integrity, transparency, confidentiality, accountability, intellectual property protection, and human responsibility.

2. General Principle

Generative AI and AI-assisted technologies may be used as supporting tools, but they must not replace human scholarly judgment, critical thinking, interpretation, analysis, or intellectual contribution.

The person using an AI tool remains responsible for:

verifying its output;
correcting errors or misleading information;
checking factual accuracy;
checking references and citations;
protecting confidential information;
respecting copyright and intellectual property;
ensuring that the final work represents genuine human scholarly contribution.

AI-generated output must never be treated as inherently reliable.

3. Use of AI by Authors

Authors may use generative AI or AI-assisted technologies to support manuscript preparation, provided that human oversight and verification are maintained.

Permitted supporting uses may include:

improving language and readability;
correcting grammar and spelling;
assisting with translation;
helping organize or restructure text;
assisting in developing outlines;
summarizing literature for the author's own preliminary understanding;
assisting with preliminary literature searches;
checking manuscript completeness against author guidelines;
assisting in the preparation of certain explanatory figures.

Authors must independently verify all outputs before incorporating them into a manuscript.

4. Uses That Are Not Permitted

AI tools must not be used to:

generate substantial sections of a manuscript without genuine intellectual contribution from the authors;
replace the author's own analysis, argumentation, interpretation, or conclusions;
fabricate quotations;
fabricate references or bibliographic information;
invent research participants, interviews, observations, data, or findings;
alter research evidence in a misleading manner;
generate false translations presented as faithful representations of a source;
conceal plagiarism or inappropriate paraphrasing;
produce content that infringes copyright or other intellectual property rights.

AI output must not be presented as original scholarly reasoning when the authors have not independently evaluated and developed the material.

5. Human Responsibility and Verification

Authors remain fully responsible for all material submitted to Albuchuts, regardless of whether AI tools were used.

Authors must verify:

factual claims;
quotations;
references;
DOI information;
translations;
Arabic texts and transliterations;
summaries of previous research;
interpretations;
analytical statements;
conclusions.

Particular care must be taken with AI-generated references because AI systems may produce incomplete, inaccurate, or nonexistent sources.

6. AI and Authorship

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

Authorship requires responsibilities that can only be assumed by humans, including:

approving the final manuscript;
accepting responsibility for the work;
responding to questions regarding accuracy and integrity;
agreeing to publication.

The use of an AI tool does not reduce the responsibility of human authors.

7. Disclosure of AI Use

Substantive use of generative AI or AI-assisted technologies during manuscript preparation must be disclosed.

The declaration should be placed immediately before the References under the heading:

Declaration of Generative AI and AI-Assisted Technologies in the Manuscript Preparation Process

The declaration should identify:

the tool or service used;
the purpose of its use;
the extent of human review and verification.

Suggested format:

During the preparation of this manuscript, the author(s) used [name of tool/service] for [purpose]. The author(s) subsequently reviewed, verified, and edited the output and take full responsibility for the content of the manuscript.

Routine tools used solely for spelling, grammar, punctuation, or basic reference-management functions do not require disclosure.

8. AI-Assisted Translation

AI tools may be used to assist translation, including translation between Arabic, English, and Indonesian.

However:

the translation must be reviewed by a person competent in the relevant languages;
technical and scholarly terminology must be verified;
quotations must be compared with the original source;
the author remains responsible for the accuracy and meaning of the translated text.

Substantive AI-assisted translation must be disclosed.

Translation tools must not be used to create misleading or fabricated versions of original texts.

9. AI in Literature Review and Source Identification

AI tools may assist authors in locating, organizing, or preliminarily summarizing literature.

However, authors must:

consult the original scholarly source;
verify bibliographic information;
confirm that the source actually supports the claim for which it is cited;
avoid citing AI-generated summaries as substitutes for the original source.

An AI-generated citation must never be included unless the author has verified that the source exists and has examined the source itself.

10. AI as Part of the Research Method

When AI forms part of the research design or research method, its use must be described clearly in the Method section.

Authors should report, where relevant:

name of the AI system or model;
version;
developer or provider;
purpose of use;
relevant prompts or procedures;
method of human verification;
procedures for evaluating reliability;
relevant limitations.

The description should be detailed enough for readers to understand and evaluate the role of AI in the research.

11. AI-Assisted Transcription, Coding, and Data Analysis

AI may assist with activities such as:

transcription;
linguistic annotation;
corpus processing;
coding qualitative data;
categorization;
preliminary data analysis.

When such use forms part of the research process, it must be reported in the Method section.

Authors must verify the accuracy of AI-assisted transcription, coding, or analysis and explain the role of human checking where relevant.

AI must not be used to fabricate, manipulate, or selectively alter research data.

12. Confidentiality, Privacy, and Intellectual Property

Authors must carefully examine the privacy policies and terms of service of any AI tool they use.

Authors must not upload material when doing so may improperly expose:

unpublished research data;
confidential participant information;
personally identifiable information;
copyrighted texts;
private correspondence;
restricted archival materials;
interview transcripts;
manuscripts belonging to third parties.

Authors are responsible for ensuring that the AI service does not obtain inappropriate rights over material uploaded to the system.

13. AI-Generated Figures, Images, and Visual Materials

The use of AI in figures and images depends on the nature of the visual material.

13.1 Explanatory Images

AI may assist with explanatory visuals such as:

conceptual diagrams;
timelines;
flow charts;
schematic illustrations;
research workflows.

Authors must verify the accuracy of all elements.

AI use must be disclosed:

in the figure caption; and
in the general AI declaration.

13.2 Data Visualizations

AI-assisted plots, charts, graphs, or other visualizations are permitted only when they are faithfully derived from actual underlying research data using reproducible procedures.

The use of AI should be described in the Method section.

AI may not invent, replace, or alter underlying data.

13.3 Primary Research and Source Images

AI must not be used to create or alter visual materials that are presented as authentic primary research evidence.

For the disciplinary scope of Albuchuts, this includes, where applicable:

manuscript facsimiles;
archival photographs;
photographs of cultural objects;
field documentation;
screenshots used as research data;
images of inscriptions or historical documents;
other primary-source images.

AI processing must not change the evidentiary meaning of such materials.

14. AI-Generated Graphical Abstracts and Cover Art

If Albuchuts later adopts graphical abstracts, authors should use dedicated scholarly or professional illustration tools rather than general-purpose generative image systems unless specifically permitted by the journal.

AI-generated cover artwork may be considered only with prior approval from the Editor-in-Chief and publisher and must comply with applicable copyright and attribution requirements.

15. Documentation of AI Use

Authors are encouraged to retain records of substantive AI use during manuscript preparation or research.

Such documentation may include:

name and version of the tool;
relevant prompts;
generated outputs;
edited versions;
evidence of human verification.

The editors may request such information when necessary to evaluate research integrity or the accuracy of an AI declaration.

16. Use of AI by Reviewers

Submitted manuscripts are confidential documents.

Reviewers must not upload a submitted manuscript, manuscript excerpt, unpublished data, or confidential author information to external generative AI systems.

This restriction applies even when the intended purpose is:

summarization;
evaluation;
translation;
checking arguments;
generating review comments.

AI must not replace the reviewer's own scholarly evaluation.

A reviewer may use a secure or private AI tool in a limited supporting capacity, for example:

improving the language or organization of a review report;
assisting with a background literature search,

provided that:

confidential manuscript content is not disclosed;
the tool does not retain, reuse, share, or learn from confidential material;
human judgment remains decisive.

17. Disclosure by Reviewers

When a reviewer uses AI substantively to assist with preparation of a review report, the reviewer should disclose:

the tool used;
the purpose of use.

Routine spelling and grammar correction does not require disclosure.

A suitable statement is:

During the preparation of this review report, I used [name of tool/service] for [purpose]. I subsequently reviewed and edited the output and take full responsibility for my assessment and comments.

18. Use of AI by Editors

Editors must treat manuscripts and editorial correspondence as confidential.

Editors must not upload:

submitted manuscripts;
manuscript excerpts;
reviewer reports;
confidential author information;
unpublished data;

to external AI systems where confidentiality cannot be guaranteed.

AI must not make or replace editorial judgments concerning:

scientific quality;
originality;
methodological validity;
acceptance;
revision;
rejection.

The final editorial decision must always be made by a human editor.

AI may be used only in a supporting capacity when confidentiality and human oversight are preserved, for example to improve the language of non-confidential administrative text or assist with general background searches.

19. Private AI Tools

For the purposes of editorial and review activity, a private AI tool is understood as a system that does not retain, reuse, share, or learn from submitted content beyond what is necessary to provide the requested service.

Before using such a tool, users should verify: