AI Policy

The Electronic Journal of Business and Management (EJBM) recognises that artificial intelligence (AI), generative AI and AI-assisted technologies may support academic writing, editorial workflows and scholarly communication when used responsibly. This policy explains the acceptable use of AI tools by authors, reviewers, editors and the journal, while ensuring transparency, confidentiality, research integrity and human accountability.

Scope of this Policy

For the purpose of this policy, AI tools include generative AI systems, large language models, chatbots, image generators, AI writing assistants, AI-based summarisation tools, AI-assisted reference tools and similar technologies that generate, revise, analyse or transform text, images, data, code or other content. Examples may include tools such as ChatGPT, Claude, Gemini, Copilot, DALL-E and other comparable AI or AI-assisted systems.

Authorship and Accountability

AI tools must not be listed as authors or co-authors of any manuscript submitted to EJBM. Authorship is limited to human contributors who can take responsibility for the work, approve the final version and be accountable for the accuracy, integrity and originality of the manuscript. Authors are fully responsible for all content in their submission, including any part that has been developed, edited, translated, summarised, refined or checked using AI tools. Responsibility cannot be transferred to an AI system.

Permitted Use by Authors

Authors may use AI tools to support limited aspects of manuscript preparation, including:

  • grammar, spelling and punctuation checks;

  • language polishing and readability improvement;

  • formatting assistance;

  • organisation of non-confidential notes;

  • assistance in identifying areas that require further author review.

AI tools must not replace the author’s own critical thinking, scholarly judgement, data interpretation, analysis, argument development, conclusions or original contribution. Authors must carefully review, verify and edit all AI-assisted output before submission. AI-generated text must not be inserted into a manuscript without human review, correction and intellectual oversight.

AI Use in Research Methods

Where AI tools are used as part of the research design, data collection, data processing, coding, analysis, modelling or other methodological procedures, this must be clearly described in the manuscript. The description should include the name of the tool, version where available, purpose of use and how the output was checked or validated by the authors. AI use that forms part of the research methodology should be reported in the appropriate methodological section, not only in the AI declaration.

Mandatory Disclosure

Authors must disclose the use of AI tools where such tools are used beyond basic grammar, spelling, punctuation or routine language correction. The disclosure should be placed at the end of the manuscript, immediately before the reference list, under the heading:

Declaration of Generative AI and AI-Assisted Technologies

Authors should use the following format:

“During the preparation of this work, the author(s) used [NAME OF TOOL / SERVICE] for [SPECIFIC PURPOSE]. After using this tool/service, the author(s) reviewed, edited and verified the content as needed and take full responsibility for the content of the publication.”

If no AI tools were used beyond basic grammar, spelling or punctuation checks, no declaration is required unless requested by the editorial team.

Accuracy, References and Verification

Authors must verify the accuracy, reliability and relevance of all AI-assisted content. AI-generated references, quotations, data, legal or policy claims, statistics and factual statements must be checked against reliable sources. The use of AI tools to fabricate references, generate false citations, misrepresent sources, create unsupported claims, fabricate data or conceal plagiarism is a serious breach of publication ethics.

Confidentiality, Privacy and Intellectual Property

Authors must not upload confidential, sensitive, unpublished, copyrighted, restricted or personally identifiable material into AI tools unless they have the legal right to do so and the tool’s terms ensure appropriate confidentiality, privacy and data protection.

Authors are responsible for checking the terms and conditions of any AI tool they use, including whether uploaded content may be stored, reused, shared or used to train the tool.

Authors must not use AI tools in a way that infringes copyright, violates third-party rights, breaches confidentiality or restricts the subsequent publication and dissemination of the manuscript.

AI-Generated Images, Figures and Artwork

EJBM does not permit the undisclosed use of generative AI or AI-assisted tools to create, alter, enhance, obscure, move, remove or introduce features in scientific figures, images, tables, charts, graphs or artwork submitted as research evidence. Basic adjustments to brightness, contrast, colour balance, formatting or layout may be acceptable where they do not obscure, remove, introduce, distort or misrepresent any information.

An exception may apply where the use of AI tools is part of the research design, methodology, data collection, data processing, analysis, modelling, visualisation or object of study. In such cases, authors must clearly describe the AI tool or model used, version where available, purpose of use, process followed, validation procedure, human oversight and relevant limitations in the manuscript.

AI-generated or AI-assisted outputs used as research data, examples, stimuli, experimental materials, analytical outputs or visual evidence must be clearly identified and explained. EJBM may request raw data, original files, pre-AI versions, prompts, workflow descriptions or other supporting information where needed for editorial assessment, peer review or publication ethics review.

Reviewers’ Use of AI

Manuscripts submitted to EJBM are confidential. Reviewers must not upload manuscripts, abstracts, data, figures, tables, supplementary files, review reports or editorial correspondence into public AI tools or third-party AI systems.

Reviewers must not use generative AI to evaluate manuscripts, generate review reports or replace their own expert judgement. Peer review requires human expertise, confidentiality, critical assessment and accountability. Reviewers may use language tools to improve the clarity of their own review comments only where this does not compromise confidentiality, accuracy or editorial integrity.

Editors’ Use of AI

Editors must not upload confidential manuscripts, reviewer reports, author correspondence or unpublished editorial materials into public AI tools.

Editorial decisions must be made by human editors. Generative AI must not be used as a substitute for editorial judgement, peer-review assessment or final decision-making.

Editors may use approved tools to support administrative or editorial tasks, such as similarity checking, metadata checking, technical screening, workflow monitoring or reviewer identification, provided that confidentiality is protected and human oversight is maintained.

EJBM’s Use of AI and Automated Tools

EJBM may use digital, automated or AI-assisted tools to support editorial and publishing processes, including similarity screening, plagiarism checks, technical checks, metadata quality checks, production support and publication workflow management.

Such tools are used only as aids to editorial work. Their outputs are reviewed by editors or authorised journal personnel. No manuscript is accepted or rejected solely on the basis of automated or AI-generated output.

AI Detection and Editorial Assessment

AI-detection tools, where used, are treated as screening aids only. AI-detection results are not used as the sole basis for rejection, accusation of misconduct or post-publication action.

Where inappropriate AI use is suspected, EJBM may request clarification, an AI-use declaration, revision, source verification, data verification or other supporting information from the author. Final decisions remain at the discretion of the Editor-in-Chief or editorial team, based on the manuscript, evidence, author response and publication ethics standards.

Non-Disclosure and Misuse

Failure to disclose relevant AI use may be treated as a breach of publication ethics. Serious misuse of AI tools may include:

  • fabricated references or citations;

  • fabricated data, results or claims;

  • undisclosed AI-generated manuscript content;

  • plagiarism or inappropriate paraphrasing;

  • false authorship or contribution claims;

  • manipulation of images, figures or research evidence;

  • breach of confidentiality or privacy;

  • misleading, biased or unverifiable AI-generated content.

Depending on the seriousness of the case, EJBM may request revision, reject the manuscript, issue a correction, publish an expression of concern, retract the article or take other action under its Publication Ethics policy.

Policy Alignment

This policy is informed by recognised guidance on responsible scholarly publishing and AI use, including the Committee on Publication Ethics (COPE) position on authorship and AI tools, COPE Core Practices, and emerging standards for transparency, human oversight and responsible use of AI in academic publishing.

Relevant references:

Policy Review

This AI Policy is reviewed periodically to reflect developments in scholarly publishing, research integrity, artificial intelligence technologies and journal management practices.