Artificial intelligence (AI) policy

The Editorial Board of Acta Scientiarum Polonorum Administratio Locorum acknowledges the potential of AI-based tools (including Large Language Models, generative AI, and chatbots) to enhance the scientific writing process. At the same time, the journal places a strong emphasis on upholding scientific integrity, transparency, and adherence to publication ethics. The following policy outlines acceptable uses of generative AI technologies in the preparation and submission of manuscripts to this journal.

Permissible use of AI-based tools

The ASPAL Editorial Board supports the responsible and thoughtful use of AI-based tools, in accordance with international standards of the scientific and scholarly community, particularly regarding data security, confidentiality, and copyright protection. These tools may be used solely as aids in the editorial process and must not replace the work of the author. Acceptable uses include:

• language and stylistic refinement;
• assistance for non-native speakers in preparing manuscripts;
• literature review and classification;
• interactive online searching;
• support in coding (where relevant to research involving source code);
• idea exploration and formulation of auxiliary hypotheses.

Any use of AI-based tools must be verified by the authors, including a careful review of the terms and conditions set by the tool providers. Authors should consciously prevent their content (including text excerpts or data) from being used to train AI-based systems, in order to avoid unintended rights transfers.

The following uses of AI-based tools are strictly prohibited:

• generating original scholarly content without subsequent expert validation;
• creating or modifying research data, tables, images, or figures;
• substituting the author’s role in scientific analysis, interpretation, or research design.

Exceptions may apply to articles directly addressing the application of AI in the given field. In such cases, all AI-generated content must be explicitly marked and described (e.g. within the image caption).

Author responsibility and authorship

Authors bear full responsibility for all content submitted for publication, including its accuracy, scholarly validity, originality, coherence, and compliance with copyright regulations.

AI-based tools must not be credited as authors. Authorship requires legal and ethical accountability, the ability to enter into a publication agreement, and the capacity to approve the final manuscript – all of which are exclusively human responsibilities.

Disclosure of AI-based tool usage

Authors must include a declaration stating whether any AI-based tools were used in the preparation of their manuscript. If no such tools were employed, this must be explicitly stated.

If any part of the manuscript was generated with the assistance of AI-based tools, this must be disclosed in a transparent and detailed manner in the Methods section or as a declaration in the Acknowledgements section at the time of submission. The disclosure must include:

• the full name and version of the tool used;
• the purpose and scope of its use;
• a statement confirming that the authors reviewed and are fully responsible for the final content.

This level of transparency enables the Editorial Board to assess whether AI-based tools have been used appropriately and responsibly. Failure to disclose such use may result in rejection of the manuscript or retraction of a published article upon discovery.

Example of AI disclosure statement:

“During the preparation of this manuscript, the authors used [name and version of the tool, e.g. ChatGPT, version GPT-4.0] for [e.g. stylistic refinement, generating alternative phrasings, or improving English expression]. All AI-generated content was carefully reviewed and approved by the authors, who take full responsibility for the final version of the manuscript.”

The Editorial Board reserves the right to determine whether the use of AI-based tools is appropriate in the context of a submitted or published manuscript.

Data protection and intellectual property

Authors are required to use only those AI-based tools whose terms of use ensure data security, confidentiality, and protection of intellectual property rights. In particular, authors must not submit confidential, unpublished, or personal data into AI tools.

Use in peer review and editorial processes

Reviewers and editors must not upload submitted manuscripts or any part thereof into AI-based tools, as this may compromise the confidentiality of the peer review process. Reviews must be written independently by experts based on their own knowledge. Any editorial use of AI-based tools (e.g. for language editing) must be disclosed and used with full accountability.

Final provisions

The Editorial Board retains the right to reject a manuscript or suspend publication if it determines that AI-based tools were used in an inappropriate, undisclosed, or ethically questionable manner. This policy will be updated as technologies and ethical standards evolve. It is the responsibility of authors to consult the current terms and conditions governing the use of AI-based tools prior to submission.