AI Policy

To promote responsible and ethical use of Artificial intelligence (AI), LingTera has established this AI Policy as a comprehensive guideline for all stakeholders, including authors, reviewers, editors, contributors, and readers. This policy draws on the Committee on Publication Ethics (COPE) position statement on Authorship and AI tools and its discussion document on Artificial intelligence (AI) in decision making. LingTera applies these principles through the requirements below for authors, reviewers, editors, and editorial and production staff.

Definition

Within this policy, AI tools are defined as digital systems, platforms, or software that employ artificial intelligence methods such as machine learning, natural language processing, or deep learning, to generate, analyze, translate, summarize, or modify textual, numerical, visual, or audio data in academic contexts. Examples include, but are not limited to: Generative AI systems such as ChatGPT, Gemini, Claude, and other large language models (LLMs), writing and language support tools such as Grammarly, DeepL Write, and QuillBot, AI-assisted tools for data analysis, coding, and visualization, and AI-powered tools for literature search and citation management.

AI USE BY AUTHORS

No Disclosure Required

Authors are not required to disclose the use of AI tools when they are used solely for basic language support that does not alter the academic content or meaning of the manuscript. This includes:

  1. correcting grammar, spelling, and punctuation
  2. formatting references and citations according to required styles
  3. making minor improvements to clarity and readability without changing the intended meaning

Disclosure Required

Authors must disclose the use of AI tools when they are applied beyond basic language assistance. This includes:

  1. substantial editing, rewriting, restructuring, or summarizing of the manuscript
  2. translation that goes beyond simple language polishing
  3. assistance with coding, data processing, statistical analysis, or modeling, provided all outputs are validated and reproducible
  4. use for literature exploration or idea development, provided all claims and references are independently verified by the authors

Restricted and Prohibited Uses

The following uses of AI tools are not allowed:

  1. generating an entire manuscript or major portions of scholarly content in place of the authors’ own analysis
  2. creating citations or references without verifying their accuracy and existence
  3. fabricating, falsifying, or manipulating data, results, images, or conclusions
  4. producing content that violates copyright or uses identifiable third-party materials without proper permission
  5. paraphrasing or summarizing published work in a way that constitutes plagiarism

Visuals and images

a. The use of generative AI or AI-assisted tools to create or modify images in submitted manuscripts is not permitted. This includes:

1) adding, removing, or altering elements within an image

2) making changes that modify the original content or meaning

b. Basic image adjustments are allowed only if they do not distort or obscure the original information, such as brightness, contrast, color balance

c. If AI tools are used as part of the research methodology, their use must be clearly described in the Methods section, including: the name of the tool or model, version and provider, how the outputs were generated.

d. Authors may be required to provide original or unedited images for editorial review.

e. The use of AI tools to generate artwork (e.g., graphical abstracts) is not permitted.

f. Exceptions for cover art may be considered only with: prior approval from the Editor, proper clearance of usage rights, appropriate attribution

Authorship

Artificial intelligence cannot be recognized as an author or co-author, nor cited in that capacity. Authorship is reserved exclusively for human contributors, as it entails accountability for the work. All listed authors are responsible for the overall integrity, originality, and ethical compliance of the manuscript.

Transparency, Research Integrity, and Ethical Considerations

Disclosure of AI Use

Authors are required to clearly disclose any use of AI tools in their research. This includes specifying the tool’s name, version, underlying approach (if relevant), and its role in generating or supporting the findings. The disclosure should be placed appropriately within the manuscript, depending on how the tool was used:

  • Methods section: if AI contributed to data analysis, coding, figure generation (where permitted), or other methodological processes
  • Acknowledgements section: if AI was used for substantial writing assistance, translation, or restructuring beyond basic proofreading
  • Dedicated statement: authors are encouraged to include a section titled “The use of AI or AI-assisted technologies” before the References

Example statement:
During the preparation of this work, the author(s) used [Name of Tool / Service] for [purpose]. Following its use, the author(s) reviewed and revised the content as necessary and take full responsibility for the final manuscript.

Ethical Use of AI

Authors must ensure that any AI tools they use comply with standards of privacy, confidentiality, intellectual property, and data protection. Confidential, proprietary, sensitive, or personally identifiable information must not be shared with third-party AI systems unless there is a clear legal basis and appropriate safeguards in place.

The maximum acceptable AI writing detection score in Turnitin is 25%. Manuscripts exceeding this threshold must be revised accordingly before they can be considered for publication.

Manuscripts that do not comply with these guidelines may be rejected. Any breaches of this policy will be handled in accordance with the journal’s established ethical standards and procedures.

 

AI USE BY REVIEWERS

Peer review must reflect the reviewer’s own reading, subject expertise, critical assessment, and judgement. Reviewers must not use generative AI to evaluate a submitted manuscript, generate substantive review comments, or determine a recommendation.

Submitted manuscripts, supplementary files, unpublished data, reviewer reports, editorial correspondence, and identifying information are confidential. Reviewers must not upload, paste, or otherwise disclose this material to external AI tools, including tools used for summarisation, translation, or rewriting. Removing names alone does not necessarily remove confidential information.

Minimal, non-generative spelling and grammar assistance may be used only where confidentiality is protected and the reviewer’s meaning and assessment remain unchanged. Reviewers remain responsible for every statement, criticism, and reference in their reports.

Reviewers who suspect inappropriate or undisclosed AI use should describe their specific concerns to the handling editor. They should not make a misconduct determination based solely on writing style or an AI-detection score.

 

AI USE BY EDITORS

Editors remain responsible for manuscript assessment, reviewer selection, editorial correspondence, and publication decisions. Generative AI must not replace an editor’s evaluation or determine whether a manuscript is rejected, sent for review, revised, or accepted.

Editors must protect the confidentiality of manuscripts, reviews, identities, correspondence, and unpublished findings. This material must not be entered into external generative AI services. Generic administrative assistance that does not disclose confidential information may be used, provided the editor checks the output.

Any proposed AI tool that processes submission information must undergo prior assessment and authorisation by the journal and publisher. Its purpose, data handling, retention, security, and human oversight must be established before use. A paid subscription or a “private” label alone does not establish suitability.

Editors submitting their own manuscripts are subject to the author requirements and the journal’s arrangements for independent editorial handling.

These requirements also apply to journal managers, editorial assistants, copyeditors, proofreaders, translators, typesetters, guest editors, and external service providers working on the journal’s behalf.

AI must not introduce or change scholarly claims, quotations, references, data, or interpretations without appropriate author and editorial review. Any proposed manuscript changes remain subject to human verification. Acceptance does not remove confidentiality obligations for unpublished content.

Before an AI service is used to process manuscript material, the journal and publisher must approve the workflow and establish appropriate safeguards and any necessary permissions. Substantive AI assistance introduced during editing or production must be documented and, where relevant, reflected in the article’s disclosure.

 

Assessment of Suspected AI Misuse

AI-detection tools provide indicators rather than conclusive evidence of authorship or misconduct. LingTera does not treat an AI-detection percentage as an automatic acceptance, rejection, or revision threshold.

Editors will consider specific evidence, the manuscript’s accuracy and sources, the declared use of tools, and explanations supplied by the authors or other parties concerned. A low score does not establish compliance, and a high score alone does not establish misconduct.

Authors must not be asked to rewrite accurate, appropriately disclosed work solely to reduce an AI-detection percentage.

Reporting and Handling Concerns

Suspected misuse of AI or disclosure of confidential material should be reported promptly to the editorial office. Reports should identify the relevant material and explain the concern as specifically as possible.

The journal will assess concerns proportionately and give the relevant parties an opportunity to respond. Depending on the evidence and seriousness, action may include clarification of disclosures, manuscript revision, replacement of an unreliable review, reassignment of editorial handling, rejection, or appropriate post-publication action.

Concerns involving the handling editor must be referred to an uninvolved editor or the publisher. Disclosed AI use that complies with this policy is not, by itself, grounds for an adverse decision.

Journal Communications and Other Content

Editorials, announcements, educational material, website text, and promotional content prepared for LingTera remain subject to human responsibility, factual verification, confidentiality, and intellectual-property requirements.

Such content must not misrepresent the journal’s policies, indexing, accreditation, editorial decisions, or research findings. AI-generated illustrative material must not be presented as research evidence or as an authentic depiction of participants or events.

The author requirements apply to scholarly contributions regardless of whether their authors also serve as editors or journal staff.

Policy Review

LingTera will review this policy as publishing practices and technologies develop. Substantive changes will be dated and communicated through the journal website. Any journal-approved use of AI in manuscript handling will be described transparently, without compromising confidential information.