Use of Generative AI

Policy on the Use of Generative AI Tools in Manuscript Handling

Purpose
This policy clarifies appropriate and inappropriate uses of generative artificial intelligence (AI) tools (e.g., ChatGPT, Gemini, Claude, Copilot) in relation to OLJ submissions. It is designed to protect the confidentiality of the peer-review process and uphold professional publishing standards.

1. Author Use

  • Authors may use generative AI tools for tasks such as drafting, copyediting, formatting, or improving clarity.
  • Authors must take full responsibility for the accuracy, originality, and integrity of their manuscript and must disclose any substantial AI assistance in the Acknowledgments section.
  • AI tools may not be listed as authors.

  • If you use a generative AI like GPT-4 for writing or assisting in the creation of a scholarly paper, it's crucial to acknowledge the tool to maintain transparency and academic integrity. Here's a guide on how you can acknowledge the use of generative AI in your scholarly work. Note that references to  OpenAI's GPT-4 can be replaced with other AI applications as appropriate (Thank you to Dr. Aras Bozkurt for sharing this AI policy with the Editor of Online Learning):

    1. Direct Contribution: If a substantial portion of the content, ideas, or writing was generated by the AI: "Parts of this paper were generated with the assistance of OpenAI's GPT-4. The generated content was reviewed, edited, and curated by human authors to ensure accuracy and relevance."
    2. Editing and Reviewing: If you used the AI for editing, proofreading, or refining your ideas: "This paper was reviewed and refined with the assistance of OpenAI's GPT-4, complementing the human editorial process."
    3. Idea Generation: If you utilized the AI to brainstorm or come up with ideas: "Ideas and concepts explored in this paper were brainstormed in collaboration with OpenAI's GPT-4."
    4. Data Analysis or Visualization: If the AI was used to analyze data or create visual representations: "Data analysis and/or visualizations in this work were assisted by OpenAI's GPT-4."
    5. General Assistance: If the AI played a more general role or if you're acknowledging its use in a broad sense: "The authors acknowledge the use of OpenAI's GPT-4 in facilitating various stages of writing and ideation for this paper."
    6. Specific Sections: If only certain sections of the paper were aided by the AI: "Sections [specify sections or page numbers] of this paper were generated with the assistance of OpenAI's GPT-4 and later edited by human authors."
    7. Code or Algorithms: If AI was used to help generate or validate code or algorithms: "Algorithms/code presented in this paper were designed with the help of OpenAI's GPT-4."

2. Reviewer Use

  • Confidential submissions must never be uploaded in full or in part to generative AI systems.
  • Reviewers may not use AI tools to evaluate, summarize, or generate reviews of manuscripts under consideration.
  • It is acceptable to use AI tools to:
    • Draft or refine review invitation letters, reminders, or decision templates (with no manuscript content included).
    • Support workflow design, editorial policies, or training materials using anonymized or simulated text.
    • Assist in non-confidential writing (e.g., policy statements, newsletters, social media summaries once articles are public).

3. Editor Use

Screening tools may be used by OLJ editorial staff only to support pre-review screening, triage, and compliance checks.

  • Appropriate uses include:
    • Verifying the presence of essential sections (e.g., Abstract, Keywords, Introduction, Methods, Results).
    • Checking for adherence to OLJ formatting and citation standards (APA 7th edition).
    • Identifying incomplete submissions or missing metadata.
    • Flagging potential policy issues (e.g., missing IRB statements, lack of AI disclosure).
  • Screening tools are advisory. All editorial judgments remain the responsibility of human editors.
  • AI screening must occur within approved, secure environments (e.g., enterprise licenses, platforms with no data reuse for training).
  • Manuscripts or excerpts must not be stored, reused, or disclosed outside the OLJ editorial process.
  • All AI use in screening is treated with the same confidentiality as plagiarism detection tools (e.g., iThenticate).
  • OLJ will disclose in its Instructions for Authors that manuscripts may be subject to AI-assisted screening as part of the editorial process.
  • Such screening is intended to streamline editorial workflows, not to replace human peer review.

4. Confidentiality & Responsibility

  • All parties involved in the review process must safeguard the confidentiality of manuscripts, in line with COPE guidelines.
  • Generative AI platforms, even under upgraded or enterprise licenses, do not eliminate the ethical duty to keep manuscripts private.
  • Final accountability for editorial judgments always rests with human editors and reviewers.

5. Compliance

  • Violations of this policy may result in removal from the editorial or reviewer pool.
  • This policy will be reviewed annually in light of evolving best practices in scholarly publishing.
  • The Managing Editor and Editor-in-Chief are responsible for ensuring compliance with this policy.