Artificial Intelligence (AI) Usage Policy for EIJET

The Ethiopian International Journal of Engineering and Technology (EIJET) is dedicated to keeping the highest standards of academic integrity, originality, and ethical conduct in all aspects of its publication process. As the integration of Artificial Intelligence (AI) tools such as Large Language Models (LLMs) continues to grow within academic workflows, this policy aims to define the appropriate and inappropriate uses of AI and its numerous tools for authors, reviewers, and editors involved in the journal’s publication process.

For Authors

Permitted Uses of AI

• Language and Readability: Authors are allowed to use AI tools to assist with language refinement, grammar correction, and stylistic improvements. However, authors are responsible for reviewing and verifying the accuracy of these changes.
• Illustrative Examples: AI-generated examples can be used to clarify or illustrate points in the manuscript, as long as they are clearly labelled and cited.
• Data Analysis: AI tools may be employed to assist in the analysis of data collected through traditional research methods. The manuscript must include a thorough description of the tools used, including parameters and justification for their use in the specified format provided.

Prohibited Uses of AI

• Authorship and Content Creation: AI tools must not be used to generate core content of the manuscript, including sections like the abstract, literature review, methodology, results, or conclusion. All intellectual contributions must be the work of the authors.
• Data Generation: AI tools cannot be used to generate or simulate data, statistical analyses, or results. Only authentic, verifiable data obtained through genuine research can be reported.
• Image Creation: The use of AI to create images, figures, or visualizations is prohibited due to concerns regarding authenticity and ethical standards.

Disclosure Requirement

Authors must clearly disclose any use of AI tools in their manuscript. A statement detailing the tools used and their purpose should be included in the Acknowledgments section (e.g., "This manuscript was proofread using <AI Tool Name> for grammar and clarity improvement.").

For Reviewers

Permitted Uses of AI for Reviewers

• Review Assistance: Reviewers may use AI tools to refine their review reports, such as improving language, grammar, or formatting for better readability and clarity. AI can also be used for verifying references or checking factual information related to the manuscript.

Prohibited Uses of AI for Reviewers

• Intellectual Content Evaluation: Reviewers must not use AI tools to assess the intellectual content or generate substantial parts of their review. All evaluations must reflect the reviewer’s independent judgment.
• Confidentiality: Reviewers must ensure that manuscript content is not shared with AI tools to maintain the confidentiality of the review process.

Responsibilities

Reviewers are expected to identify and report any potential misuse of AI tools by authors, such as the use of AI-generated content or fabricated data, and to notify the editorial team. They must also maintain confidentiality throughout the review process.

For Editors

Permitted Uses of AI for Editors

• Administrative Support: Editors may use AI tools to assist with administrative tasks, such as streamlining workflows, tracking manuscript progress, and improving communication regarding editorial decisions or reviewer invitations.

Prohibited Uses of AI for Editors

• Substantive Editorial Decisions: AI tools must not be used to make editorial decisions regarding the intellectual merit of a manuscript.
• Content Generation for Editorial Correspondence: AI tools should not be used to generate editorial letters or correspondence without human oversight and validation.

Responsibilities

Editors are responsible for ensuring compliance with this policy by:

• Verifying that authors disclose any AI tool usage and addressing inconsistencies or ethical concerns.
• Ensuring that the peer review process remains free from AI-generated biases and upholds academic rigor.
• Providing reviewers with guidance on AI-related ethical standards and monitoring following to the journal’s policies.

Ethical Considerations for All Parties

AI tools can generate information that appears plausible but may be inaccurate or fabricated, a phenomenon known as "AI hallucination." All participants in the publication process—authors, reviewers, and editors—must ensure the accuracy and validity of any content influenced by AI. Furthermore, AI usage must be aligned with ethical principles, including respecting data privacy, informed consent, and addressing bias.

Consequences of Non-Compliance

Failure to comply with this AI policy may lead to the following actions:

• For Authors: Rejection of the manuscript or retraction of the published article.
• For Reviewers: Removal from the reviewer pool if confidentiality is violated or AI tools are misused.
• For Editors: Investigation and corrective measures for editors who misuse AI tools or fail to enforce the policy.

Commitment to Ethical AI Use

EIJET is committed to promoting ethical and responsible AI use in academic publishing. By aligning with this policy, all parties involved contribute to preserving the integrity, care, and credibility of scholarly research.

For further information or clarification, please contact the editorial office at eijet@amu.edu.et