Generative AI Disclosure Guidelines

Policy Statement

The International Journal of Research on Multidisciplinary Studies (IJROMS) recognizes the growing application of generative artificial intelligence (AI) and AI-assisted technologies in academic research, scholarly writing, data processing, and scientific communication.

The journal acknowledges that these technologies may support researchers in improving the efficiency, accessibility, and presentation of scholarly work. However, their use must remain consistent with the fundamental principles of academic integrity, research transparency, intellectual responsibility, originality, and ethical scholarship.

This policy establishes the guidelines governing the responsible use and disclosure of generative AI and AI-assisted technologies in manuscripts submitted to and published by IJROMS.

The journal permits responsible AI assistance when its use does not compromise the authenticity, accuracy, originality, methodological integrity, or scholarly contribution of the research. Authors remain fully accountable for the content, accuracy, originality, and integrity of their submitted manuscripts, including any material generated, modified, or assisted by artificial intelligence.

IJROMS adheres to the principle that artificial intelligence may support scholarly work but cannot replace human intellectual responsibility, critical judgment, and accountability.

1. Scope and Application

This policy applies to all authors, contributors, editors, and other individuals involved in the preparation, evaluation, and publication of scholarly manuscripts in IJROMS.

It covers the use of generative AI systems, large language models (LLMs), AI-powered writing assistants, image generators, coding assistants, and other AI-assisted technologies capable of generating, modifying, analyzing, or interpreting content.

Covered applications include, but are not limited to:

  • Academic writing and manuscript preparation.

  • Language translation, proofreading, and editing.

  • Literature searching, synthesis, and summarization.

  • Research conceptualization and development.

  • Data processing, statistical analysis, and interpretation.

  • Computer programming and computational analysis.

  • Generation or modification of figures, illustrations, and visual materials.

  • Preparation of tables, diagrams, and supplementary materials.

  • Other AI-assisted activities that contribute to the development or presentation of scholarly research.

The policy applies regardless of the specific AI platform, software, application, or technology used.

2. Permissible Use of Generative AI

IJROMS permits the responsible use of generative AI tools for activities that support scholarly work without replacing the authors' intellectual contributions or compromising research integrity.

Permissible applications may include:

2.1 Language Editing and Proofreading

Authors may use AI-assisted technologies to improve grammar, spelling, punctuation, sentence structure, readability, and academic language.

2.2 Language Translation

AI tools may assist in translating manuscripts or research materials between languages, provided that authors verify the accuracy, meaning, and contextual appropriateness of the translated content.

2.3 Manuscript Organization and Formatting

AI tools may assist in organizing manuscript sections, improving presentation, and checking compliance with formatting requirements.

2.4 Literature Organization and Research Assistance

AI tools may assist in organizing research materials, identifying potential research themes, and developing preliminary literature summaries.

However, authors must independently locate, examine, and verify the original scholarly sources. AI-generated references, citations, and bibliographic information must not be accepted without verification.

2.5 Data Processing and Computational Assistance

AI-assisted technologies may be used for coding, data organization, computational procedures, and analytical support, provided that authors independently verify the accuracy, validity, and appropriateness of the procedures and outputs.

2.6 Visual and Illustrative Assistance

AI tools may be used to create or modify illustrations, conceptual diagrams, and other visual materials when scientifically and ethically appropriate.

Authors must ensure that AI-generated visual materials do not misrepresent research evidence, alter actual research findings, or create misleading representations of scientific or empirical observations.

3. Mandatory Disclosure of AI Use

Authors must disclose the use of generative AI or AI-assisted technologies when such tools have made a substantive contribution to the preparation, development, analysis, or presentation of the submitted manuscript.

Disclosure is required when AI has been used for activities including, but not limited to:

  • Generating or substantially rewriting manuscript content.

  • Developing literature summaries or synthesizing scholarly materials.

  • Producing research-related interpretations or explanations.

  • Assisting in the analysis or interpretation of research data.

  • Generating statistical outputs, computational procedures, or research code.

  • Creating or substantially modifying figures, illustrations, or other visual materials.

  • Translating or substantially editing manuscript content using generative AI.

  • Developing conceptual, theoretical, or methodological components of the research.

Authors must identify the AI tool used, describe its purpose, and explain the extent of its contribution.

Routine spelling, punctuation, and basic grammar correction using conventional editing or proofreading tools generally does not require a separate AI disclosure. However, when generative AI performs substantive rewriting, translation, or content development, disclosure is required.

Failure to disclose substantive AI use may result in additional editorial assessment and appropriate action under the journal's publication ethics policies.

4. Disclosure Requirements and Format

Authors who use generative AI must provide an appropriate disclosure statement in their manuscript.

The disclosure should identify:

  • Name of the AI tool or platform.

  • Developer or provider, where identifiable.

  • Version or model, where available.

  • Purpose and nature of its use.

  • Specific research or manuscript activities supported by the tool.

  • Relevant sections or components of the manuscript affected by its use.

The disclosure must be sufficiently detailed to allow editors and readers to understand the role of AI in the preparation or development of the scholarly work.

Recommended Disclosure Statements

The following examples may be adapted according to the actual use of AI.

4.1 AI-Assisted Language Editing

"During the preparation of this manuscript, the authors used [name of AI tool] to assist with grammar correction, language refinement, and improvement of academic readability. The authors subsequently reviewed and revised the suggested modifications and take full responsibility for the final content of the manuscript."

4.2 AI-Assisted Literature Organization

"The authors used [name of AI tool] to assist in organizing and summarizing preliminary literature materials. All cited scholarly sources were independently retrieved, examined, and verified by the authors. The authors take full responsibility for the accuracy and interpretation of the literature presented in this manuscript."

4.3 AI-Assisted Data Analysis or Computational Procedures

"The authors used [name of AI tool and version] to assist with [specify the analytical or computational task]. The resulting outputs and procedures were independently examined and validated by the authors. The authors remain responsible for the accuracy, interpretation, and integrity of the reported findings."

4.4 AI-Generated Figures or Illustrations

"The authors used [name of AI tool] to generate or assist in developing [identify the specific figure, illustration, or visual material]. The resulting material was reviewed by the authors to ensure its accuracy, relevance, and consistency with the research objectives. The authors take responsibility for the final visual content."

4.5 Multiple AI-Assisted Applications

"The authors utilized [name of AI tools] for selected activities during manuscript preparation, including language refinement, literature organization, and [specify other applications]. All AI-assisted outputs were critically evaluated and verified by the authors. The authors accept full responsibility for the accuracy, originality, and integrity of the submitted work."

4.6 No Use of Generative AI

"The authors declare that no generative artificial intelligence tools were used in the preparation, development, or analysis of this manuscript."

Authors must select or adapt the statement that accurately reflects their actual use of AI. They must not include a declaration that misrepresents the extent or nature of AI assistance.

5. Prohibited and Unacceptable Uses of Generative AI

IJROMS strictly prohibits the use of generative AI in ways that compromise academic integrity, research authenticity, or the reliability of scholarly publications.

The following practices are considered unacceptable:

5.1 Fabrication of Research Data

Using AI to invent, generate, or falsely represent research data, participant responses, experimental observations, statistical results, or empirical findings as genuine research evidence.

5.2 Falsification or Manipulation of Findings

Using AI to manipulate research results, alter findings, misrepresent statistical outputs, or create misleading representations of empirical evidence.

5.3 Fabrication of References and Citations

Submitting fabricated, nonexistent, or unverifiable scholarly references, citations, quotations, or bibliographic information generated by AI.

5.4 Misrepresentation of Scholarly Contributions

Presenting AI-generated arguments, interpretations, or substantial scholarly content as independently developed intellectual contributions without appropriate disclosure and critical human evaluation.

5.5 Plagiarism and Unauthorized Reproduction

Using AI-generated content that reproduces copyrighted, published, or otherwise protected materials without appropriate attribution, permission, or compliance with applicable intellectual property requirements.

5.6 Misleading Visual Representations

Using AI-generated or manipulated figures, images, illustrations, or other visual materials to misrepresent actual research procedures, observations, data, or findings.

5.7 Undisclosed Substantive AI Use

Concealing or intentionally misrepresenting the use of generative AI when disclosure is required under this policy.

5.8 Replacement of Human Scholarly Judgment

Allowing AI-generated outputs to determine research conclusions, interpretations, or scholarly claims without independent human examination, verification, and accountability.

The use of AI does not exempt authors from compliance with the journal's plagiarism, authorship, research ethics, and publication integrity requirements.

6. AI and Authorship

Generative AI systems, chatbots, large language models, and other AI-assisted technologies cannot be listed as authors or co-authors of manuscripts submitted to IJROMS.

Authorship is reserved exclusively for human contributors who satisfy the journal's authorship requirements and can assume responsibility for their scholarly contributions.

AI systems cannot fulfill the essential responsibilities of authorship, including:

  • Taking responsibility for the accuracy and integrity of the research.

  • Approving the final manuscript for publication.

  • Declaring conflicts of interest.

  • Accepting legal and ethical responsibilities associated with authorship.

  • Responding to questions or concerns regarding the published work.

Any substantial assistance provided by AI must be appropriately disclosed in accordance with this policy.

Human authors remain responsible for all content submitted for publication, including material generated or modified through AI-assisted technologies.

7. Verification, Accuracy, and Research Integrity

Authors are responsible for carefully examining and verifying all AI-generated or AI-assisted outputs incorporated into their manuscripts.

Particular attention must be given to:

  • Accuracy of factual statements and scholarly explanations.

  • Authenticity and verifiability of references and citations.

  • Correctness of statistical and computational outputs.

  • Validity of methodological recommendations.

  • Appropriate interpretation of research findings.

  • Accuracy of translated or paraphrased materials.

  • Compliance with intellectual property and attribution requirements.

  • Potential biases, inaccuracies, and limitations in AI-generated content.

Authors must not assume that AI-generated information is accurate merely because it is presented in a confident or academically appropriate manner.

All scholarly claims must be supported by legitimate evidence and appropriate academic sources.

8. Confidentiality, Privacy, and Intellectual Property

Authors must exercise appropriate caution when using external AI platforms, particularly when handling unpublished research, confidential information, personal data, and protected intellectual property.

Authors must not upload confidential, personally identifiable, sensitive, or restricted research information to AI systems without appropriate authorization and adequate safeguards.

The use of AI tools must comply with applicable data protection laws, institutional requirements, research ethics approvals, and intellectual property regulations.

In particular, research involving human participants must observe relevant confidentiality and privacy protections, including the applicable provisions of the Philippine Data Privacy Act of 2012 (Republic Act No. 10173).

Authors are responsible for ensuring that their use of AI does not violate the rights, privacy, or legitimate interests of research participants, institutions, or third parties.

9. Editorial Assessment and Verification

The editorial office reserves the right to inquire about the use of generative AI when necessary to assess the originality, accuracy, transparency, and integrity of a submitted manuscript.

Authors may be requested to provide:

  • Clarification regarding the use of AI tools.

  • Additional information about the AI platform and its application.

  • Supporting documentation concerning AI-assisted research procedures.

  • Explanations regarding the accuracy or authenticity of AI-generated materials.

  • Relevant records or evidence supporting the research process, where appropriate.

The journal may conduct additional editorial assessment when concerns arise regarding undisclosed AI use, fabricated references, questionable data, or potentially misleading content.

AI detection software or automated indicators shall not, by themselves, constitute conclusive evidence of research misconduct or grounds for rejection. Any concerns must be evaluated through appropriate editorial assessment and consideration of available evidence.

10. Responsibilities of Editors and Peer Reviewers

Editors and peer reviewers must exercise confidentiality, professional judgment, and ethical responsibility when using AI-assisted technologies in connection with their editorial duties.

Because submitted manuscripts constitute confidential scholarly communications, editors and reviewers must not upload, disclose, or transmit unpublished manuscript content, reviewer reports, author information, or other confidential submission materials to external generative AI systems where confidentiality cannot be assured, without the authors' explicit permission.

In accordance with IJROMS's Peer Reviewer AI Use Policy:

  • AI tools must not be used to generate or independently draft substantive peer-review reports.

  • Manuscript content must not be submitted to external AI platforms for analysis or evaluation.

  • AI-generated assessments must not replace independent scholarly judgment.

  • Reviewers must not use AI tools to conduct plagiarism assessments of confidential manuscripts.

  • Editors and reviewers remain personally responsible for the accuracy, fairness, confidentiality, and integrity of their editorial work.

Any permitted AI assistance must comply with the journal's applicable editorial confidentiality and disclosure requirements.

11. Non-Compliance and Editorial Actions

Failure to comply with this policy may result in appropriate editorial action, depending on the nature, extent, and seriousness of the violation.

Possible actions include:

  • Request for clarification or additional disclosure.

  • Return of the manuscript for appropriate corrections.

  • Additional editorial or research integrity assessment.

  • Rejection of the manuscript.

  • Suspension of the publication process pending investigation.

  • Retraction or publication of an appropriate correction notice when concerns are identified after publication.

  • Referral to the relevant research institution or other appropriate authority when warranted.

All decisions shall be based on the available evidence, the seriousness of the violation, and the journal's established publication ethics procedures.

The journal shall observe fairness, confidentiality, and due process when addressing allegations or concerns involving the use of generative AI.

12. Author Declaration

All authors are expected to provide an accurate declaration concerning their use of generative AI and AI-assisted technologies during manuscript preparation and research development.

By submitting a manuscript to IJROMS, authors acknowledge that:

  • They have disclosed all substantive uses of generative AI in accordance with this policy.

  • AI tools have not been identified as authors or co-authors.

  • All AI-assisted content has been critically reviewed and verified.

  • All references, citations, data, and research findings are authentic and appropriately supported.

  • They accept full responsibility for the accuracy, originality, and integrity of their submitted manuscript.

  • Their use of AI complies with applicable ethical, legal, and institutional requirements.

The corresponding author is responsible for ensuring that all co-authors are informed of and comply with this policy.

13. Policy Implementation and Review

This policy applies to all manuscripts submitted to and published by the International Journal of Research on Multidisciplinary Studies (IJROMS).

The journal recognizes that generative AI technologies and their applications continue to evolve. Accordingly, IJROMS reserves the right to review and update these guidelines to reflect developments in scholarly publishing, research integrity, responsible AI governance, and internationally recognized publication ethics standards.

All decisions concerning the use of generative AI shall be guided by the principles of transparency, human accountability, academic integrity, confidentiality, and responsible scholarly communication.