Generative AI Policy

Policy on the Use of Artificial Intelligence (AI) Tools

1. Introduction

NERS Jurnal Keperawatan (NJK) recognizes the growing use of Artificial Intelligence (AI), including generative AI and AI-assisted technologies, in scholarly publishing and nursing research. AI tools may assist with language improvement, translation, literature exploration, coding, data analysis, and other technical tasks. However, their use must be managed responsibly to protect:

Academic integrity, originality, and research quality.
Transparency, accountability, and human oversight.
Confidentiality throughout peer review and editorial handling.
Patient privacy, research participant rights, and data protection.
Intellectual property and the accuracy of scholarly information.

This policy applies to authors, reviewers, editors, and editorial staff involved in manuscript preparation, submission, peer review, editorial assessment, and publication.

NJK recognizes the importance of responsible AI use in nursing and healthcare research. AI-generated information must not replace human critical thinking, professional expertise, ethical judgment, or responsibility for research findings and clinical implications.

2. Definition of AI Tools

For this policy, AI tools refer to digital systems, platforms, or software that use artificial intelligence techniques to generate, analyze, translate, summarize, classify, visualize, or modify text, numerical data, images, audio, code, or other content in a scholarly context.

Examples include, but are not limited to:

Generative AI tools such as ChatGPT, Gemini, Claude, and other large language models.
Writing and language tools such as Grammarly, DeepL Write, and QuillBot when AI-assisted features are used.
AI-assisted tools for statistical analysis, coding, data cleaning, and visualization.
AI-assisted literature discovery, summarization, and reference management tools.
AI-based image generation, image analysis, transcription, and translation tools.

This policy applies regardless of whether an AI tool is free, paid, integrated into another software platform, or accessed through an institutional service.

3. Acceptable Use of AI Tools by Authors

Authors may use AI tools to support manuscript preparation or research activities, provided that the use is appropriate, transparent when required, and consistent with research ethics and the journal's publication policies. Authors remain fully responsible for the submitted manuscript and all associated research outputs.

3.1 Permissible Uses Without Specific Disclosure

Specific disclosure is generally not required for routine assistance that does not materially contribute to the intellectual content of the research, such as:

Basic spelling, punctuation, and grammar correction.
Minor language polishing that does not change scientific meaning.
Formatting references according to the journal's citation requirements.
Routine formatting assistance that does not affect the research content.

Authors must still review the final text to ensure that the meaning, terminology, and scientific accuracy have not been altered.

3.2 Permissible Uses Requiring Disclosure

Disclosure is required when AI tools make a substantive contribution to the manuscript or research process, including:

Substantive rewriting, restructuring, or summarization of manuscript content.
Translation beyond routine language polishing.
Literature mapping, idea development, or synthesis of research findings.
Assistance with coding, data cleaning, statistical analysis, or modeling.
Generation or substantial modification of research-related text, tables, figures, or other materials, where permitted by this policy.
Other uses that materially influence the research methods, interpretation, or presentation of findings.

Authors must independently verify AI-assisted outputs, including facts, references, calculations, methods, and interpretations. AI-assisted analyses must be appropriately documented and reproducible where relevant.

3.3 Restricted and Prohibited Uses

AI tools must not be used to:

Fabricate, falsify, or deceptively manipulate research data, results, references, images, or findings.
Present AI-generated claims, interpretations, or references as verified evidence without checking their accuracy.
Generate substantial scholarly content in a way that misrepresents the authors' intellectual contribution or replaces the required critical analysis and interpretation of the research.
Produce text that constitutes plagiarism or improperly reproduces the work of others.
Create misleading research results, clinical recommendations, or patient-care claims unsupported by evidence.
Conceal material AI involvement when disclosure is required by this policy.
Violate patient confidentiality, research participant privacy, copyright, or other applicable rights.

Authors must not rely on AI-generated clinical or healthcare information without appropriate verification against reliable evidence and relevant professional standards.

3.4 Images, Figures, and Visual Materials

Authors must ensure that images, figures, photographs, clinical images, and other visual materials accurately represent the underlying research.

AI tools must not be used to fabricate, deceptively alter, or selectively manipulate research images or figures in ways that misrepresent the data or observations. This includes adding, removing, obscuring, or changing features in clinical photographs, microscopy images, diagnostic images, or other research evidence.

Routine adjustments, such as brightness or contrast, may be acceptable only when they do not obscure, eliminate, or misrepresent information.

If AI-assisted image generation or analysis forms part of the research design or methodology, its use must be described in sufficient detail in the Methods section. Relevant information should include the tool or model, version where available, provider, purpose, procedures, and steps taken to validate the output.

Authors must ensure that AI-generated illustrations, graphical abstracts, and other visual materials are permitted by the journal's applicable requirements, properly disclosed where required, and compliant with copyright, licensing, and attribution obligations. The journal may request original files or supporting documentation when needed to assess the integrity of submitted material.

3.5 AI Detection Tools

AI-detection software, if used by NJK, may support editorial assessment but must not be treated as conclusive evidence that a manuscript has been improperly generated by AI.

Any concern arising from an automated detection result should be evaluated by a human editor in the context of the manuscript, the disclosure provided, the evidence available, and the journal's policies. Authors may be asked to clarify their use of AI tools or provide relevant supporting information.

4. Responsibilities of Authors

Authors are responsible for all content submitted to NJK, including material created, translated, analyzed, or modified with AI assistance.

Authors must:

Verify the accuracy, originality, and reliability of AI-assisted content.
Check references and citations against the original sources.
Ensure that data, statistical results, interpretations, and conclusions are accurate and appropriately supported.
Ensure that the manuscript does not contain fabricated information, misleading claims, or undisclosed plagiarism.
Protect the confidentiality and rights of research participants, patients, and other individuals.
Maintain appropriate records of AI-assisted research procedures when necessary for verification or reproducibility.
Disclose material AI use as required by this policy.
Take responsibility for all errors, omissions, and ethical issues in the submitted work.

In nursing and healthcare research, authors must exercise particular care when AI tools are used to process patient information, interpret clinical data, or develop recommendations that may affect patient care.

5. Authorship and AI

AI tools cannot be listed as authors or co-authors of manuscripts submitted to NJK.

Authorship is reserved for human contributors who can take responsibility for their contributions, approve the final manuscript, and respond to questions concerning the integrity of the work.

AI tools must not be listed as authors in the manuscript, author byline, or author contribution statement. Where AI assistance requires disclosure, it should be described in the appropriate declaration or acknowledgment rather than attributed as authorship.

The human authors remain accountable for the accuracy, integrity, originality, and ethical acceptability of the entire manuscript.

6. Privacy, Confidentiality, and Tool Terms

Authors must assess the privacy, confidentiality, intellectual property, and data-handling conditions of AI tools before using them in research or manuscript preparation.

Confidential, sensitive, proprietary, or personally identifiable information must not be entered into third-party AI tools unless there is an appropriate legal and ethical basis and adequate safeguards are in place.

Particular care is required for information involving:

Patients and clinical records.
Research participants and identifiable personal information.
Medical images, case histories, and clinical narratives.
Unpublished research data and confidential institutional information.
Manuscripts or documents subject to confidentiality obligations.

Authors must comply with applicable research ethics approvals, informed consent requirements, institutional policies, and relevant data protection obligations. Removing a person's name alone may not be sufficient to prevent identification.

7. Disclosure Requirements for Authors

Authors must provide a clear disclosure when AI tools have been used beyond routine spelling, grammar, punctuation, or minor language polishing.

The disclosure should identify:

The name of the AI tool and its provider or developer.
The version or model, where available.
The purpose and extent of the tool's use.
The parts of the research or manuscript affected.
Confirmation that the authors reviewed and verified the outputs and accept responsibility for the final content.

7.1 Location of Disclosure

The disclosure should be placed in the most appropriate section of the manuscript:

Methods section: When AI tools contribute to research design, data processing, coding, statistical analysis, image analysis, or other methodological procedures.
Acknowledgments section: When AI tools provide substantive writing, translation, or manuscript restructuring assistance.
Dedicated declaration: Authors may include a section titled “Declaration of AI Tool Usage” before the References to provide a consolidated disclosure.

Where AI use affects both research methods and manuscript preparation, disclosure may be necessary in more than one relevant section.

7.2 Example Declaration

Declaration of AI Tool Usage

During the preparation of this manuscript, the authors used [AI tool name, version or model, and provider] for [describe the purpose and extent of use]. The authors critically reviewed and verified the AI-assisted outputs and made the final decisions regarding the manuscript content. The authors take full responsibility for the accuracy, integrity, and content of the submitted work.

If no disclosure is required under this policy, authors are not required to provide this declaration solely to confirm routine spelling or grammar checking.

8. Reviewer Policy: Confidentiality and Integrity

Peer review at NJK relies on independent human judgment, professional expertise, and the protection of confidential information.

Reviewers must:

Treat manuscripts under review, supplementary files, and editorial correspondence as confidential.
Not upload submitted manuscripts, unpublished research data, figures, or substantial excerpts into external generative AI tools.
Not upload peer-review reports, reviewer forms, editorial correspondence, or confidential decision communications into AI tools.
Not use generative AI as a substitute for their own scientific assessment or to make the substantive judgments in a review report.
Independently assess the validity, originality, relevance, ethical acceptability, and methodological quality of the manuscript.
Remain responsible for the accuracy, fairness, and content of their review reports.

Reviewers must not disclose confidential manuscript information through AI tools or other third-party services. Any use of permitted technical assistance must remain consistent with the journal's confidentiality requirements and the reviewer's professional obligations.

9. Editor and Editorial Staff Policy: Confidentiality and Decision-making

Editors and editorial staff must protect the confidentiality of manuscripts, reviewer identities where applicable, peer-review reports, editorial notes, and decision communications.

They must:

Not upload confidential manuscripts or related editorial correspondence into external generative AI tools.
Not disclose unpublished research data or confidential reviewer information through AI systems.
Not delegate editorial decisions or substantive evaluations of manuscripts to generative AI.
Make editorial decisions based on scholarly merit, relevant evidence, the journal's policies, and appropriate human judgment.
Ensure that any AI-related concerns are assessed fairly and not determined solely by automated scores or detection systems.

Editors remain accountable for editorial decisions, communications, and the integrity of the journal's publication process.

10. Editorial and Peer Review Oversight

NJK may assess disclosed AI use as part of its review of a manuscript's methodology, transparency, originality, and ethical acceptability.

Where appropriate and available, the journal may use similarity screening, technical checks, or AI-detection tools to support editorial assessment. Such tools are supplementary and do not replace human evaluation.

If inappropriate or undisclosed AI use is suspected, the editorial team may:

Request clarification or an updated disclosure from the authors.
Request supporting documentation, source data, or explanations of relevant methods.
Ask the authors to revise the manuscript.
Reject the manuscript if the concerns are serious or remain unresolved.
Initiate further assessment under the journal's publication ethics policies.
Contact the relevant institution or other appropriate body when there is credible evidence of possible research misconduct.

Any action must be proportionate to the circumstances and consistent with the journal's policies on allegations of misconduct, complaints and appeals, and post-publication corrections.

11. Consequences of Non-compliance

Failure to comply with this policy may result in one or more of the following actions, depending on the nature and seriousness of the case:

A request for clarification, disclosure, or manuscript revision.
Rejection of a manuscript before publication.
Suspension of editorial processing while concerns are assessed.
Retraction or another appropriate post-publication action if a published article is found to violate research integrity or publication ethics.
Referral to the relevant institution or responsible body when warranted by the evidence.

Any restriction on future submissions must be considered proportionately and in accordance with established editorial procedures. Actions must not be based solely on an AI-detection score or an unverified allegation.

12. Appeals and Dispute Resolution

Authors who disagree with an editorial decision related to AI use may submit a formal appeal to the Editor-in-Chief through the journal's official communication channels.

The appeal should clearly explain the grounds for disagreement and include relevant supporting evidence, such as a description of the AI tool used, the purpose of its use, the authors' verification procedures, or other information relevant to the decision.

The appeal will be considered in accordance with NJK's Complaints and Appeals Policy. Where appropriate, the journal may request an independent assessment by an editor or another qualified person who is not directly involved in the original decision.

The outcome will be communicated to the authors through the journal's official channels.

13. Policy Updates and Author Guidance

As AI technologies and scholarly publishing standards evolve, NJK may review and update this policy to address emerging opportunities, risks, and ethical expectations.

Authors, reviewers, editors, and editorial staff are expected to consult the current policy when participating in the journal's publication process.

If uncertainty arises about a particular AI application, authors and other participants are encouraged to seek clarification from the editorial office before using the tool in a way that could affect research integrity, confidentiality, or publication ethics.

14. Ethical Framework and References

This policy is informed by recognized guidance on publication ethics, authorship, peer review, and the responsible use of AI in scholarly publishing.

Contact Information

NERS Jurnal Keperawatan (NJK)
Faculty of Nursing, Universitas Andalas
Limau Manis, Pauh, Padang, West Sumatra 25163
Indonesia
Email: jurnal.fkep.unand@gmail.com
Website: https://ners.fkep.unand.ac.id/index.php/NJK/index