GENERATIVE AI POLICY

1. Introduction

The Journal of Advances in Physics Education acknowledges the increasing integration of Artificial Intelligence (AI), including generative AI and AI-assisted technologies, within scholarly publishing. These tools can enhance language clarity, facilitate content organization, and support technical processes. Nevertheless, their application must be rigorously managed to uphold the following principles:

academic integrity and originality
transparency and accountability
confidentiality in peer review
privacy, intellectual property, and other rights

This policy applies to the use of AI tools by authors, reviewers, and editors/editorial staff throughout manuscript preparation, peer review, and editorial handling.

This policy is consistent with internationally recognized publishing standards and publication ethics guidance. It emphasizes the necessity of human oversight, appropriate disclosure, and the protection of confidentiality and rights. AI tools are not to be used as replacements for human critical thinking or expert judgment.

2. Definition of AI Tools

For the purposes of this policy, AI tools are defined as digital systems, platforms, or software employing artificial intelligence techniques, such as machine learning, natural language processing, or deep learning, to generate, analyze, translate, summarize, or modify textual, numerical, visual, or audio data within a scholarly context.

Examples include but are not limited to:

Generative AI tools such as ChatGPT, Gemini, Claude, and other large language models (LLMs)
Writing and grammar tools such as Grammarly, DeepL Write, and QuillBot
AI-assisted data analysis, coding, and visualization tools
AI-assisted literature discovery and citation tools

3. Acceptable Use of AI Tools (Authors)

Authors are permitted to use AI tools only if they retain full responsibility for the manuscript content and adhere to the requirements outlined below.

a. Permissible Uses (no disclosure required)
Disclosure is not required for basic language assistance that does not change the scholarly meaning, such as:

grammar checking, spelling, and punctuation correction
minor improvements to readability and language fluency without changing meaning
reference formatting and citation style formatting

b. Permissible Uses (disclosure required)
Disclosure is mandatory when AI tools are utilized for purposes beyond basic language assistance, including:

substantive rewriting, restructuring, or summarization of the manuscript text
translation support beyond minor language polishing
supporting coding, data cleaning, statistical analysis, or modeling, provided all outputs are verified and reproducible
literature mapping or idea generation, provided all claims and all cited sources are independently verified by the authors

c. Restricted and Prohibited Uses
The use of AI tools is strictly prohibited for the following purposes:

generate an entire manuscript or substantial portions of original scholarly content in place of the authors' own analysis and interpretation
fabricate, falsify, or manipulate data, results, images, or findings
produce citations or references without verifying that each source exists and is accurately represented
Summarize or rephrase published works in a way that constitutes plagiarism.
create content that infringes copyright or reproduces identifiable third-party materials without permission

d. Images, Figures, and Artwork
The journal prohibits the use of generative AI or AI-assisted tools to create or modify images in submitted manuscripts. This restriction encompasses enhancing, obscuring, moving, removing, or introducing specific features within any image or figure.

Adjustments of brightness, contrast, or color balance are acceptable only if they do not obscure or eliminate information present in the original.

Exception for methods-based use: If AI-assisted image generation or interpretation forms part of the research design or methodology, this application must be described in a reproducible manner within the Methods section. The description should include the tool or model name, version, provider, and the process by which outputs were generated. Authors may be required to submit pre-adjusted or raw images for editorial evaluation.

The use of generative AI or AI-assisted tools for the production of artwork (e.g., graphical abstracts) is not permitted. Cover art may be considered only with prior permission from the Editor and with clear evidence that all necessary rights have been cleared, plus correct attribution.

e. Turnitin AI Writing Detection Threshold
Maximum Turnitin result on AI writing detection: 20%. Authors are required to adjust their manuscripts should the results be more than 20%.

4. Responsibilities of Authors

Authors are solely responsible for all content submitted to the journal, including any content created or modified using AI tools. Authors must:

Verify the accuracy, originality, and reliability of all AI-assisted content (including checking for incorrect or fabricated references)
ensure the absence of plagiarism, bias, factual errors, or hallucinated content
ensure that all external sources, data, and identifiable materials are correctly cited and attributed
retain and be able to explain their contribution, interpretation, and scholarly judgment
accept full responsibility for any errors, omissions, or ethical breaches resulting from AI-assisted work

5. Authorship and AI

AI tools are not eligible for authorship or co-authorship and must not be cited as authors. Authorship is restricted to individuals who can assume public responsibility for the work, approve the final version, and address questions regarding integrity. Including AI tools in the list of authors, author notes, or author contribution statements is prohibited and may result in desk rejection or retraction.

6. Privacy, Confidentiality, and Tool Terms

Before using any AI tool, authors must confirm that its terms and conditions adequately protect privacy, confidentiality, intellectual property, and related rights. Confidential, proprietary, sensitive, or personally identifiable information must not be provided to third-party AI tools unless a clear legal basis and sufficient safeguards are established.

7. Disclosure Requirements (Authors)

Authors are required to provide comprehensive and transparent disclosure if AI tools were employed for purposes beyond basic grammar, spelling, or punctuation checks. Such disclosure must include:

the name, version (if applicable), and developer/provider of the AI tool used
a clear description of the purpose and extent of its use
a statement confirming that the authors reviewed, verified, and take responsibility for all AI-assisted content

Location of disclosure in manuscripts:

Methods section: if the tool contributed to data analysis, coding, figure generation (methods-based exception), or other parts of the research methodology.
Acknowledgments section: if the tool was used for substantive writing support, translation, or restructuring beyond basic proofreading.
Dedicated statement: Authors are encouraged to include a section titled "Declaration of AI Tool Usage" preceding the References section.

Declaration of AI Tool Usage: During the preparation of this manuscript, the authors utilized [insert AI tool name, version, and provider] for [describe the purpose and extent of use]. All AI-assisted outputs were critically reviewed, verified, and edited by the authors to ensure factual accuracy, clarity, and compliance with academic standards. The authors accept full responsibility for the integrity and content of this manuscript.

8. Reviewer Policy (Confidentiality and Integrity)

Peer review relies on human judgment and on maintaining confidentiality. Reviewers must:

treat manuscripts under review as confidential documents
not upload a submitted manuscript (or any part of it) into a generative AI tool
not upload peer-review reports, questionnaires, or review correspondence into any AI tool, even for language improvement
not use generative AI to perform the scientific assessment or to generate review conclusions

Reviewers remain responsible and accountable for the content of their review reports.

9. Editor and Editorial Staff Policy (Confidentiality and Decision-making)

Editors and editorial staff are required to:

treat submitted manuscripts, editorial notes, and decision communications as confidential
not upload manuscripts or any related confidential correspondence (including decision letters) into generative AI tools, even for language improvement
not use generative AI to assist in editorial evaluation or decision-making

Editors remain responsible and accountable for the editorial process, decisions, and communications.

10. Editorial and Peer Review Oversight

Editors and peer reviewers will assess AI disclosures as part of the manuscript's ethical and methodological evaluation. The journal may employ screening tools, such as similarity checks and AI-writing detection systems, to support editorial review. However, compliance determinations will not rely exclusively on automated tools. All assessments will include human review and direct communication with authors when clarification is necessary. If undisclosed or inappropriate AI use is suspected, the editorial office may:

request clarification, disclosure updates, supporting materials, or revision
Reject the manuscript
Refer the case to the institution or initiate a formal investigation if misconduct is suspected.

11. Consequences of Non-Compliance

Failure to comply with this policy may result in:

Rejection of the manuscript at any stage of review
retraction of the article after publication
Notification of the author's institution in cases of suspected misconduct
banning future submissions by the author if misuse is severe or repeated

12. Appeals and Dispute Resolution

If an author disputes an editorial decision related to AI tool usage, they may submit a formal written appeal to the Editor-in-Chief. The appeal must explain the disagreement, include supporting evidence, and reference this policy. Appeals will be reviewed by the journal's ethics process and may be escalated when appropriate.

13. Policy Updates and Author Guidance

As AI technologies advance, this policy will be periodically reviewed and updated to address emerging risks, benefits, and community standards. Authors, reviewers, and editors are advised to consult this policy before engaging in the journal process and to contact the editorial office if there is any uncertainty regarding compliance with specific uses.