AI Use Policy

Effective date: 12/05/2025 

1. Purpose and Scope

Polaris QCI Publishing supports responsible and transparent use of Artificial Intelligence (AI) tools in scholarly and educational publishing. This policy applies to all works submitted to the press after the effective date of this policy, including monographs, research studies, textbooks, pedagogical materials, and digital resources.

AI may assist authors, but human authors remain fully responsible for the accuracy, originality, and integrity of all content.

Because research and pedagogical works serve different purposes, the use of AI is governed differently in each.

2. Research-Oriented Works

Research works emphasize originality, data integrity, and reproducible methods. AI may be used as an assistive tool, but not in ways that obscure human intellectual contribution or create unverifiable material.

2.1 Allowed Without Disclosure

Routine, non-generative uses that do not affect substantive content:

• Basic grammar, spelling, and style corrections
• Minor language refinement without altering meaning
• Formatting, reference management, and similar mechanical tasks

2.2 Allowed with Disclosure

AI uses that influence scholarly reasoning or expression require a brief disclosure describing the tool and its purpose. These include:

• Literature searches or summaries used to shape arguments or context
• Assistance with data analysis, statistics, or text-based visualizations
• Drafting or rephrasing substantive sections such as introductions or discussions
• Advanced editing that goes beyond basic proofreading

2.3 Prohibited Uses

To protect scientific integrity, the following are not permitted:

• Listing AI as an author
• Generating or fabricating data, references, or results
• Producing or altering research figures or images without clear labeling and verification
• Uploading confidential or copyrighted materials to AI tools
• Using AI for peer review or other confidential editorial processes

3. Pedagogical and Instructional Works

Pedagogical works—such as textbooks, exercises, graded readers, and instructional materials—aim to explain established knowledge and support learning. These works may use AI more flexibly, provided authors maintain conceptual control and review all outputs.

3.1 Allowed Without Disclosure

Routine uses similar to standard editing tools:

• Grammar, spelling, and style corrections
• Minor language polishing or translation assistance with human verification

3.2 Allowed with Disclosure

AI use should be briefly disclosed when it contributes meaningfully to instructional content, including:

• Generating explanations, summaries, examples, or draft sections based on the author’s outline or chapter
• Creating exercises, quizzes, or reader prompts that the author reviews for accuracy
• Producing text-based instructional tables or visual aids
• Substantive language restructuring for clarity or accessibility

These uses are permitted as long as authors verify accuracy and pedagogical suitability.

3.3 Prohibited Uses

Prohibited uses in pedagogical works parallel those for research works:

• Listing AI as an author
• Fully AI-generated chapters or exercises without human review
• AI-generated or altered images (e.g., diagrams, artwork) unless clearly labeled and verified
• Uploading copyrighted or sensitive materials to AI platforms
• AI involvement in peer review or confidential processes

4. Human Oversight

Regardless of the type of work, authors must:

• Review all AI-generated or AI-assisted content
• Ensure factual and conceptual accuracy
• Validate citations and references
• Confirm that all materials meet ethical and legal standards

5. Disclosure Format

When disclosure is required, authors may use the following template:

“Portions of this work were prepared with assistance from AI-based tools (e.g., [tool name]) for [purpose]. All content was reviewed, edited, and validated by the authors, who take full responsibility for its accuracy and integrity.”

Editors may request additional information if needed.

6. Revisions and Updates

This policy will be updated as AI technologies and scholarly norms evolve. Authors are responsible for consulting the most current version at the time of proposal and submission.

A. Template Disclosure Page

(Place in Preface or Acknowledgments)

For Research Monographs

AI Use Disclosure
This work includes material prepared with assistance from AI-based tools (e.g., [tool name]) for purposes such as [literature synthesis / drafting selected sections / data visualization]. All AI-assisted content was reviewed and validated by the authors, who take full responsibility for its accuracy and integrity.

For Textbooks and Pedagogical Materials

AI Use Disclosure
AI-based tools (e.g., [tool name]) were used to support the development of instructional materials, such as drafting explanations, examples, or exercises based on the authors’ outlines and chapters. All outputs were reviewed and revised by the authors to ensure accuracy and pedagogical appropriateness.