1. Introduction

The Borneo Journal of Pharmacy recognizes the profound impact of Artificial Intelligence (AI) on scholarly publishing. While AI tools offer substantial advantages in areas such as linguistic refinement, data analysis, and content generation, their integration necessitates rigorous oversight to safeguard academic integrity, originality, transparency, and accountability. This policy delineates the journal's stance on the ethical and responsible application of AI tools throughout the manuscript preparation process, aiming to establish unequivocal guidelines, mitigate potential ambiguities, and ensure alignment with the Committee on Publication Ethics (COPE)’s Core Practices and its pertinent discussion documents concerning AI in editorial decision-making.

2. Definition of AI Tools

For the scope of this policy, AI tools are defined as digital systems, platforms, or software applications that employ AI methodologies—including but not limited to machine learning (ML), natural language processing (NLP), and deep learning—to generate, analyze, translate, summarize, or modify data in various formats (textual, numerical, visual, or audio) within a research framework.

Examples include, but are not limited to:

• Generative AI tools: ChatGPT, Gemini, Claude, and other large language models (LLMs)

• Writing and grammar tools: Grammarly, DeepL Write, and Quillbot

• AI-based data analysis and visualization software

• AI systems used to create images, graphs, or statistical models

• Literature review and citation generators powered by AI

3. Acceptable Use of AI Tools

Authors may use AI tools for specific purposes, provided the following conditions are met:

a. Permissible Uses

AI tools are acceptable for:

• Grammar checking, spelling, and punctuation correction

• Improving linguistic clarity, style, and tone

• Formatting references and citations

• Conducting initial literature searches

• Supporting, but not replacing, statistical analysis or modeling

• Generating basic visual aids or illustrations (if ethically sourced and reviewed)

b. Restricted Uses

AI tools must not be used to:

• Generate entire manuscripts or substantial portions of original content without proper attribution and critical review

• Fabricate or falsify data, images, or findings

• Translate texts without human verification

• Automatically summarize or rephrase published works in a way that constitutes plagiarism

• Create content that infringes on copyright or reproduces identifiable materials from third parties without permission

4. Responsibilities of Authors

Authors bear the sole responsibility for the entirety of their submitted content, encompassing any material generated or modified through the use of AI tools. Authors must:

• Verify the accuracy, originality, and reliability of all AI-assisted content

• Ensure the absence of plagiarism, bias, factual errors, or hallucinations

• Attribute any external data, sources, or identifiable materials used or suggested by AI

• Accept full responsibility for any errors, omissions, or ethical breaches resulting from AI-assisted work

• Review and critically edit all outputs from AI tools to ensure they meet scholarly and disciplinary standards

5. Authorship and AI

AI tools cannot be credited as authors or co-authors. Authorship is limited to individuals who have made substantial contributions to the conception, design, execution, or interpretation of the research and can be held accountable for its content.

Including AI tools in the list of authors, author notes, or author contribution statements is strictly prohibited and may result in desk rejection or retraction.

6. Disclosure Requirements

Authors are required to provide comprehensive and transparent disclosure regarding the utilization of AI tools, particularly when such usage extends beyond the "Permissible Uses" detailed in Section 3a of this policy. Disclosure must include:

• The name, version, and developer or provider of the AI tool used

• A clear description of the purpose and extent of its use

• A statement confirming that the authors reviewed and take responsibility for all AI-assisted content

7. Location of Disclosure in Manuscripts

The appropriate placement of AI tool disclosure within a manuscript is determined by the specific functions and scope of their employment. Consequently, such declarations may appear in one or several designated sections:

a. Methods Section
Should the AI tool contribute to aspects of the research methodology, such as data analysis, figure generation, or coding, its usage warrants disclosure within the Methods section.

b. Acknowledgments Section
If the AI tool was employed for enhancements in textual quality, linguistic translation, or document formatting, disclosure should be made within the Acknowledgments section.

c. Dedicated Statement Section
Authors are strongly encouraged to include a distinct section, titled "Declaration of AI Tool Usage," within their manuscripts. This section should include a statement similar to the following:

"During the preparation of this manuscript, the authors utilized [insert AI tool name (version, and developer)] for [provide a clear description of the purposes and the extent of its use]. All outputs generated by the AI tool underwent rigorous critical review and thorough editing by the authors to ensure factual accuracy, enhance clarity of expression, and confirm adherence to established academic standards. The authors assume full responsibility for the integrity and content of this manuscript.”

8. Editorial and Peer Review Oversight

Editors and peer reviewers will rigorously assess the disclosure of AI tool usage during the ethical and methodological evaluation of submitted manuscripts. Should any undisclosed or inappropriate application of AI be identified or suspected, the editorial office reserves the right to initiate further action, which may include:

• Request clarification or revision from the authors

• Reject the manuscript

• Refer the case to the institution or initiate a formal investigation if misconduct is suspected

The Borneo Journal of Pharmacy affirms that the assessment of content origin will not be exclusively reliant on automated detection software. Instead, all evaluations will incorporate human oversight alongside direct communication with authors, ensuring a comprehensive and nuanced approach to verifying manuscript integrity.

9. Consequences of Non-Compliance

Non-compliance with this policy may lead to several academic repercussions, including the rejection of the manuscript at any stage of the review process, retraction of the article post-publication, notification of the author's institution in instances of suspected misconduct, and a ban on future submissions from the author in cases of severe or repeated misuse.

10. Appeals and Dispute Resolution

Should an author dispute an editorial decision pertaining to AI tool usage, a formal written appeal may be submitted to the Editor-in-Chief. This appeal must articulate the precise nature of the disagreement, present supporting evidence, and explicitly reference the relevant sections of this policy. Appeals will be subject to review by an internal ethics panel or, if deemed necessary, referred to an independent COPE consultant for impartial assessment.

11. Use of AI by the Editorial Team

The Borneo Journal of Pharmacy does not currently employ AI tools for autonomous editorial or peer review decisions. Should the editorial team integrate AI into future processes, such implementation will be accompanied by transparent disclosure, ensuring all AI-assisted outcomes are subject to human verification and final determination.

12. Policy Updates and Author Guidance

As AI technologies continue to evolve, this policy will undergo periodic review and revision to address emerging risks, leverage new benefits, and align with evolving community standards. Authors are strongly advised to consult the most current version of this policy prior to manuscript submission. For any uncertainties regarding compliance with AI tool usage, authors should promptly contact the editorial office for clarification.

The Borneo Journal of Pharmacy encourages authors to adopt responsible innovation while consistently upholding the principles of ethical research and publication.

13. Ethical Framework and References

This policy is based on ethical guidelines and recommendations from the Committee on Publication Ethics (COPE), including:

• COPE Core Practices

• COPE’s Discussion Document on Artificial Intelligence in Decision Making

• COPE Guidelines on Authorship

• COPE Retraction Guidelines

Authors are expected to adhere to these standards as a condition of submission to the Borneo Journal of Pharmacy.