Policies and Ethical Guidelines

ICIRESM Conference: Policies and Ethical Guidelines

Introduction

The International Conference on Interdisciplinary Research in Engineering, Science, and Management (ICIRESM) is committed to upholding the highest standards of research integrity, transparency, and academic responsibility. As scholarly communities increasingly engage with generative artificial intelligence (AI) and AI-assisted technologies, it becomes imperative to establish clear and responsible policies that guide their ethical use in all phases of research dissemination, from submission to peer review to editorial decision-making.

These guidelines are intended to inform and support authors, reviewers, editors, and other contributors in maintaining the credibility and ethical foundation of the conference.

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1. Author Responsibilities and Publication Ethics

1.1. Originality and Integrity of Submissions

Authors are expected to submit original work that has not been previously published or concurrently submitted elsewhere. Manuscripts must reflect the genuine contributions of the listed authors and adhere to the principles of academic honesty. Proper citation of prior work, including the author’s own previously published material, is mandatory.

Plagiarism, data fabrication, falsification, or misrepresentation of research findings will result in immediate rejection and may warrant further sanctions, including disqualification from future participation in ICIRESM events.

1.2. Use of Generative AI in Manuscript Preparation

Generative AI tools (e.g., ChatGPT, Grammarly, DeepL Write) may be used by authors strictly for the purpose of enhancing grammar, syntax, and language clarity. Such tools must not be employed to generate scientific content, conduct literature reviews, draw conclusions, or interpret results.

Authors must maintain full oversight and control when utilizing AI-assisted tools and must disclose their use in a dedicated section (e.g., acknowledgments or methodology). Under no circumstances should generative AI tools be listed as authors or co-authors.

1.3. Authorship Criteria

Only individuals who have made substantial intellectual contributions to the conception, design, execution, or interpretation of the research should be listed as authors. All authors must approve the final version of the manuscript and agree to its submission. Guest, honorary, or ghost authorship is strictly prohibited.

1.4. Use of AI in Figures and Visual Materials

The use of AI tools to create or alter images, figures, or graphical content in manuscripts is not permitted unless such tools are a validated part of the research methodology (e.g., AI-based image reconstruction in medical imaging studies). Any such use must be fully documented in the methods section and must include:

• Name and version of the AI tool or model
• A detailed description of the process
• Disclosure of any modifications made to original images
• Availability of unprocessed source materials, if requested

Image adjustments (e.g., contrast, brightness) are permitted only if they do not distort or obscure the original data.

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2. Reviewer Ethics and Responsibilities

2.1. Confidentiality and Non-Disclosure

Manuscripts under peer review are confidential documents. Reviewers must not share, reproduce, or upload any portion of the manuscript to external platforms, including AI-based tools, translation software, or public discussion forums.

The confidentiality of the manuscript and the anonymity of the review process must be preserved at all times.

2.2. Independent and Fair Evaluation

Reviewers are expected to evaluate submissions objectively, constructively, and within the bounds of their subject expertise. Reviews should focus on the scholarly merit of the work without bias or personal criticism.

Use of generative AI tools to compose or revise peer review reports is strictly prohibited, as such tools may compromise confidentiality and introduce unintended bias.

2.3. Declaration of Conflicts of Interest

Reviewers must promptly disclose any potential conflicts of interest—whether financial, professional, or personal—that may affect their impartiality. In such cases, they should recuse themselves from the review process.

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3. Editorial Responsibilities and Best Practices

3.1. Editorial Confidentiality

Editors must treat all submitted material as confidential and must not use any part of a submission for personal advantage or upload it to generative AI tools for processing, translation, or summarization.

Editorial decision-making should be guided solely by the academic merit and relevance of the manuscript and must not be influenced by race, gender, institutional affiliation, or nationality of the authors.

3.2. Human-Centered Editorial Judgment

All editorial assessments and decisions must be conducted by humans. Generative AI tools must not be used to evaluate submissions, assist with decision letters, or summarize reviews. Editors are accountable for the fairness and transparency of the review process and final publication decisions.

3.3. Ethical Oversight

Editors are expected to respond to ethical concerns and suspected violations of policy, including allegations of misconduct, plagiarism, or misuse of AI. Where necessary, the editorial office will investigate complaints and take appropriate action, which may include retraction, correction, or notification of institutional authorities.

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4. Responsible Use of AI Tools by ICIRESM

ICIRESM may deploy proprietary or licensed AI technologies for operational purposes such as:

• Plagiarism screening
• Technical formatting checks
• Reviewer recommendation

These tools operate within secure, privacy-compliant environments and align with responsible AI principles. ICIRESM does not use AI to generate content or editorial decisions.

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5. Research Ethics and Human Subject Protection

Authors must confirm compliance with ethical standards for studies involving human or animal subjects. Where applicable, manuscripts should include:

• Institutional Review Board (IRB) or ethics committee approval
• Informed consent from participants
• Adherence to recognized ethical research standards

Failure to comply with ethical research standards may result in rejection, retraction, or reporting to relevant institutions.

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6. Corrections, Retractions, and Complaints

ICIRESM is committed to correcting the scientific record. Authors, reviewers, or readers may report significant errors or breaches of ethics. Valid concerns may lead to:

• Publication of corrections
• Retraction of articles
• Editorial notices

Appeals and complaints should be submitted formally to the ICIRESM Ethics Committee via the contact details below.

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7. Contact and Compliance

For questions, disclosures, or reports of ethical violations, please contact:
📧 iciresm@iciresm.com iciresm.conf@gmail.com
🌐 https://www.iciresm.com/contact/ (Website link placeholder)