Generative AI Policy

Artificial Intelligence (AI) Usage Policy

This AI Policy is established by the Journal of Administration and Secretarial Studies (JAK), Universitas Tarakanita, based on Elsevier's "Guidelines for the Use of Generative AI in Publishing" and "COPE Focus on Artificial Intelligence", to ensure transparency, accountability, academic integrity, and compliance with scholarly publishing ethics.

Purpose and Scope

This policy provides guidance regarding the use of Generative Artificial Intelligence (GenAI) such as ChatGPT, Gemini, Claude, Copilot, DeepSeek, and other AI technologies in manuscripts submitted to the Journal of Administration and Secretarial Studies (JAK). The policy aims to maintain academic integrity, transparency, accountability, and compliance with publication ethics in the fields of office administration, secretarial studies, office management, business communication, records and document management, office technology, administrative services, organizational governance, and related disciplines.

Permitted Use of AI

Authors are permitted to use AI for:

  • Language and grammar editing.
  • Translation assistance.
  • Manuscript formatting and structuring.
  • Idea exploration and preparation of initial drafts under the supervision of the authors.
  • Literature summarization and identification of references that are subsequently verified by the authors.
  • Assistance with data analysis related to administration, office management, business communication, or secretarial studies that has been verified by the authors.
  • Creation of data visualizations, diagrams, infographics, and supporting illustrations that are not used as primary research data.

AI serves solely as a supporting tool and must not replace the authors’ intellectual contribution, critical analysis, interpretation, or scientific conclusions.

Prohibited Use of AI

Authors are not permitted to:

  • Generate research findings or scientific conclusions without validation and interpretation by the authors.
  • Fabricate or manipulate data, images, tables, survey results, interview results, organizational documents, or references.
  • Create fictitious citations, datasets, research results, or bibliographic sources.
  • Use AI to conceal plagiarism, data fabrication, or duplicate publication.
  • Include AI-generated content without adequate review, verification, and disclosure.
  • Use AI to generate or modify empirical evidence underlying research findings without a clear methodological explanation.

Improper use of AI may result in rejection, correction, retraction, or other editorial actions in accordance with the journal’s publication ethics policy.

Authorship Responsibility

AI cannot be listed as an author or co-author.

Authors are fully responsible for:

  • The originality and accuracy of the manuscript.
  • The methodology, analysis, and interpretation of research findings.
  • Verification of all AI-assisted outputs.
  • Compliance with research ethics, legal requirements, data privacy, and copyright regulations.
  • The validity of all citations and references used in the manuscript.

Disclosure of AI Use

Authors must disclose any use of AI that has significantly contributed to the preparation of the manuscript.

The information disclosed should include:

  • The name of the AI tool used.
  • The purpose of its use.
  • The extent of AI involvement in manuscript preparation.
  • The form of human oversight and verification applied by the authors.

Example:

"The authors used ChatGPT (OpenAI) to assist with language editing and manuscript structuring. All outputs generated by the AI tool were reviewed, verified, and validated by the authors. The authors take full responsibility for the content of this article."

If AI is used as part of the research methodology or data analysis process, its use must be clearly described in the Methods section.

Use of AI in the Review and Editorial Process

Reviewers and editors may only use AI for limited tasks such as language editing or information summarization that do not involve confidential information.

Reviewers and editors are not permitted to:

  • Upload manuscripts, research data, or confidential documents to public AI platforms.
  • Delegate scientific, ethical, or editorial decisions to AI systems.
  • Use AI as a substitute for scholarly judgment during the peer-review process.

Confidentiality, independence, and human judgment remain the fundamental principles of peer review and editorial decision-making.

Policy Enforcement

All manuscripts submitted to the Journal of Administration and Secretarial Studies (JAK) will undergo similarity checking, editorial evaluation, and peer review.

The editorial board reserves the right to request clarification, documentation, or additional information regarding the use of AI in manuscript preparation or research activities. Violations of this policy will be handled in accordance with the JAK Publication Ethics Policy and may result in rejection, correction, retraction, or other actions deemed necessary by the editorial board.