AI Policy

Policy on the Use of Artificial Intelligence (AI) and Generative Artificial Intelligence (GenAI) in the Scientific Publication of the Journal of Speech Therapy (JAWARA)

Purpose and Scope

This policy governs the use of Artificial Intelligence (AI), including Generative Artificial Intelligence (GenAI), throughout the scientific publication process, including manuscript preparation, editing, submission, peer review, and publication of all types of manuscripts. AI may be used as a supporting tool to improve the readability, clarity, and presentation of a manuscript, but it must not replace the author’s intellectual contribution, judgment, or scientific responsibility.

Any use of AI that generates, modifies, analyzes, or supports scientific content, including text, data, code, tables, figures, and visualizations, must be carried out responsibly, transparently, and with human verification. AI must not be used to fabricate or manipulate data, findings, citations, or scientific information, or to compromise the originality of the work. Substantive use of AI must be disclosed in accordance with the journal’s requirements, while maintaining the confidentiality of manuscripts, data, and other confidential information.

This policy applies regardless of the type, brand, cost, or medium through which an AI tool is used and is developed with reference to publication ethics and transparency principles recommended by relevant international organizations and scientific publishers, including relevant scholarly indexing practices.

AI Use Policy for Authors

1. Permitted Uses of AI

AI may be used to assist with supporting tasks that do not replace the author’s scientific responsibility, including:

• Grammar, spelling, punctuation, and readability editing;
• Translation;
• Improving the structure and organization of a manuscript;
• Brainstorming and developing initial ideas;
• Initial literature searching or grouping;
• Programming assistance or technical tasks;
• Creating diagrams or explanatory illustrations; and
• Creating data visualizations directly from research data using reproducible methods.

Examples:

• The author uses AI to correct “The results shows significant different” to “The results show significant differences.”
• The author asks AI to identify repetitive sections in the Introduction and then decides independently how to revise them.
• The author asks AI to suggest several perspectives for discussing a topic and then conducts a literature review and develops the arguments independently.
• The author uses AI to help create Python code for generating a graph from an original dataset and then checks the code, data, and resulting graph.
• The author uses AI to create a research flowchart and then reviews all elements and revises the diagram before publication.

Basic use of AI for grammar, spelling, and punctuation correction, as well as basic reference-management functions, generally does not require a specific disclosure when it does not result in substantive changes to the content or structure of the manuscript.

2. AI Use That Must Be Disclosed and Verified

AI use that makes a substantive contribution to the manuscript or research process must be disclosed and verified by the author.

This includes, but is not limited to:

• Substantive generation or modification of text;
• Development of ideas that affects the substance of the manuscript;
• Literature searching or classification that affects the review or study;
• Data analysis or modeling;
• Development or modification of research code;
• Creation of tables or visualizations based on data;
• Use of AI as part of the research method; and
• Creation of explanatory figures or conceptual illustrations.

When AI is used as part of the research method, its use must be adequately described in the Methods section so that it can be reviewed and, where relevant, independently reproduced or validated. Information may include the name of the tool/model, version, developer, procedure used, and relevant parameters.

Examples:

• AI is used to group articles by theme; the author still checks the source articles and determines their relevance.
• AI suggests articles and DOIs; the author opens the original sources and verifies that the articles and DOIs are correct.
• AI assists in developing code for statistical analysis; the author checks the code and validates the results.
• AI is used to generate a heatmap from research data; the method and use of AI are described so that the visualization can be traced back to the original data.
• AI is used to create a conceptual diagram; its use is disclosed in the figure caption and in an AI-use statement when required.

For the use of AI to generate new text or substantially modify existing text, the disclosure must state the tool used, the purpose of its use, and the extent of author oversight or editing. WAME also emphasizes transparency regarding how AI is used.

3. Prohibited Uses of AI

AI must not be used to replace the author’s primary scientific work or to produce false research evidence.

Authors are prohibited from using AI to:

1. Generate fictitious research data and report it as empirical data;
2. Fabricate or manipulate research data, results, or findings;
3. Generate scientific interpretations, conclusions, or recommendations without the author’s contribution and critical judgment;
4. Create or alter research evidence so that it no longer represents the actual findings;
5. Generate references, DOIs, citations, or facts that are used without verification;
6. Conceal plagiarism or other breaches of academic integrity;
7. List AI as an author or co-author; or
8. Present AI output as a scientific source in place of a verifiable primary source.

Examples:

• The author asks AI to create 200 respondent records because the research data are incomplete and then reports them as research data.
• The author asks AI to generate statistical results with p < 0.05 so that the hypothesis is supported.
• The author asks AI to determine the interpretation of the research findings and directly inserts the output into the Discussion without scientific evaluation.
• The author adds a DOI provided by AI to the reference list without checking the original article.
• The author uses AI to rewrite plagiarized text so that the similarity is not detected.
• The author lists “ChatGPT” as a co-author.

4. Use of AI in Figures

Explanatory Figures

AI may be used to assist in creating figures that explain concepts, processes, or relationships, such as:

• Flowcharts;
• Decision trees;
• Timelines;
• Conceptual illustrations; or
• Research flow diagrams.

AI use must be reviewed by the author and disclosed in the figure caption and in an AI-use statement when required. Elsevier specifically permits AI use for such explanatory figures when accompanied by human oversight and transparency.

Example:

Figure 1. Schematic overview of the study design. The initial diagram was generated using [AI tool, version] and subsequently reviewed and edited by the authors.

Figures and Visual Data from Primary Research

AI must not be used to create, alter, or manipulate images, recordings, or visualizations representing the results of examinations, measurements, clinical observations, or primary research data in a way that makes them inconsistent with the actual condition or results.

This includes, for example:

• Recordings or visualizations of speech, language, and communication assessments;
• Clinical images or documentation of research participants/patients;
• Spectrograms or acoustic analyses of speech;
• Audiograms and hearing test results;
• Tympanograms or middle-ear examination results; and
• OAE/ABR results or other audiological examinations.

Examples:

• Altering a recording or representation of speech or language assessment results to create participant responses that were not actually obtained.
• Manipulating photographs or clinical documentation of participants so that the condition shown no longer represents the condition observed during the examination.
• Using AI to alter a spectrogram so that the speech-frequency pattern appears clearer or consistent with an expected diagnosis.
• Adding or removing responses from an audiogram, tympanogram, OAE, or ABR so that the examination results appear different from the original data.

AI may be used to assist in creating diagrams, conceptual illustrations, or data visualizations directly derived from original data, provided that the results can be verified and the use is disclosed in accordance with applicable licensing and publication ethics requirements.

5. AI Use Statement by Authors

Authors must disclose the use of generative AI or AI-supported technologies that make a substantive contribution to the preparation or research underlying the manuscript. The AI-use statement must be specific and concise and should be placed in the Acknowledgments section or in a dedicated “AI Use Statement” section before the References.

The AI-use statement should include, at a minimum:

• The name of the AI tool and version, if available;
• The purpose and form of its use, such as language editing, brainstorming, coding assistance, data analysis, literature searching, or visualization;
• The section or stage of the manuscript affected, where relevant;
• Confirmation that the AI output was reviewed, verified, and edited by the author(s); and
• Confirmation that the author(s) remain fully responsible for the accuracy, originality, integrity, and final content of the manuscript.

Example:

“During the preparation of this manuscript, the authors used OpenAI ChatGPT (GPT-5) to assist with initial idea development and literature grouping. The original sources, relevance of the literature, and all scientific arguments were verified and developed by the authors. The authors remain fully responsible for the content and accuracy of the manuscript.”

6. Practical Principles for Authors

To facilitate implementation of this policy, authors may follow these principles:

• AI may assist, but it does not replace the author.
• Basic use for grammar, spelling, and standard reference functions generally does not require disclosure.
• Substantive use must be disclosed and verified.
• Use of AI in the research method must be adequately described in the Methods section.
• AI-assisted data, results, facts, references, DOIs, code, and visualizations must be checked by the author(s).
• Research data and evidence must not be generated or manipulated by AI.
• AI cannot be an author.
• Confidentiality, privacy, copyright, and intellectual property must be protected.
• Authors remain fully responsible for the published article.

AI Use Policy for Reviewers (Peer Reviewers)

Peer review must be conducted independently and objectively and must be based on the reviewer’s expertise and professional judgment. AI or GenAI must not replace the reviewer’s scientific judgment or serve as the primary basis for an editorial recommendation.

1. Permitted Uses of AI

In principle, reviewers must not enter confidential manuscript content or information into AI systems. Reviewers must maintain the confidentiality of all information obtained during the review process, including the manuscript, data, figures, author identities, supplementary materials, editorial communications, and the content of the review report.

AI may only be used in a limited way for supporting purposes that do not involve confidential information or substantive scientific judgment.

Examples:

• Checking the grammar, spelling, and readability of review comments already written by the reviewer;
• Administrative assistance that does not contain confidential information; and
• Using external sources or tools for literature searching without uploading manuscript content or confidential information.

Reviewers remain fully responsible for the content, assessment, and recommendations in their review reports.

2. Prohibited Uses of AI

To protect the confidentiality, independence, and integrity of peer review, reviewers must not use AI to conduct evaluations or generate substantive content for review reports.

Reviewers are prohibited from:

• Uploading the manuscript or any part of it to an AI system;
• Entering tables, figures, datasets, supplementary materials, author identities, or other confidential information into an AI system;
• Asking AI to assess the methodology, results, discussion, conclusions, or scientific quality of the manuscript;
• Asking AI to determine or recommend an editorial decision, such as acceptance, revision, or rejection;
• Using AI to generate all or a substantial part of a review report;
• Entering reviewer comments, editor communications, or information about the editorial process into an AI system; or
• Using AI output as the primary basis for an assessment or editorial recommendation.

Examples:

• A reviewer uploads a manuscript PDF to ChatGPT, Gemini, Claude, Copilot, or another public AI system and asks it to assess the quality of the research.
• A reviewer asks AI, “Is this study suitable for publication?” based on the manuscript under review.
• A reviewer enters research results in a table and asks AI to determine whether the statistical analysis is correct.
• A reviewer asks AI to prepare a review report based on the assigned manuscript.

3. Disclosure of AI Use by Reviewers (Peer Reviewers)

If a reviewer uses AI in a limited way for administrative or supporting purposes that do not involve confidential manuscript content, the reviewer must disclose such use to the Editor-in-Chief/Editor in the review form.

Example:

“In preparing this review report, the reviewer used [AI Tool Name and version] solely to assist with language editing of comments independently prepared by the reviewer. No manuscript, data, or confidential information was entered into the tool. All scientific assessments and editorial recommendations were made independently by the reviewer.”

AI Use Policy for Editors and the Editorial Team

All editorial decisions, including decisions regarding manuscript eligibility, peer review, acceptance, revision, rejection, and the handling of publication ethics issues, must be made by authorized editors based on professional judgment and relevant evidence.

1. Permitted Uses of AI

AI may be used in a limited manner for administrative or supporting functions that do not replace editorial judgment, including:

• Checking administrative completeness and manuscript format compliance;
• Helping organize non-confidential information;
• Assisting with general literature searches without entering confidential manuscript information;
• Assisting with language editing of non-confidential editorial communications; and
• Using journal-approved AI systems with adequate security and confidentiality protections for specific editorial functions.

Example:

AI is used to help draft an administrative message regarding document completeness, after which the editor reviews and approves the message before it is sent.

2. Prohibited Uses of AI

Editors and members of the editorial team must not use AI in ways that may compromise the confidentiality, independence, or integrity of the editorial process.

Editors are prohibited from:

• Uploading unpublished manuscripts, reviewer reports, editorial correspondence, personal data, or other confidential information to public AI systems or services that do not provide adequate security and confidentiality safeguards;
• Using AI to automatically determine whether a manuscript should be accepted, revised, or rejected;
• Using AI scores, classifications, or recommendations as the primary basis for an editorial decision;
• Using AI as a substitute for scientific evaluation and the editor’s professional judgment;
• Generating substantive editorial decisions or comments through AI without review and approval by the editor; or
• Delegating the investigation of suspected publication ethics violations to AI.

Example:

An editor uploads a complete manuscript to ChatGPT or another public AI system and asks the AI to determine whether the manuscript is suitable for publication.

3. Confidentiality and Data Protection

Editors and the editorial team must ensure that the use of AI does not result in the disclosure of:

• Unpublished manuscripts;
• Author or reviewer identities;
• Peer review reports;
• Editorial correspondence;
• Personal data or research participant data;
• Unpublished research data; or
• Other confidential information.

Substantive use of AI in the editorial process must be traceable and, where necessary, documented. Documentation may include:

• The name and version of the AI tool;
• The purpose and function of its use;
• The date or stage of use;
• Information about the data used, where relevant;
• The output used in the editorial process; and
• The form of human review or oversight.

Documentation of AI use must be retained in accordance with the journal’s data-retention, information-security, and editorial procedures and may be requested for audit, internal evaluation, or ethics investigations. Any use that may substantively affect the editorial process must be explainable and accountable when required.