Publication Policy

Institute of Applied Artificial Intelligence and Robotics (IAAIR)
Last updated: 06/17/2025

1. Purpose

This policy establishes the standards and expectations for publishing research and scholarly work affiliated with the Institute of Applied Artificial Intelligence and Robotics (IAAIR). It supports the dissemination of high-quality, ethical, and impactful research, while ensuring transparency, institutional integrity, and compliance with academic, legal, and professional standards.

2. Scope

This policy applies to all IAAIR-affiliated personnel involved in publishing or disseminating research, including:

  • Faculty, research staff, and engineers

  • Research fellows, postdocs, and interns

  • Visiting scholars and collaborators

  • Contractors and technical contributors

It covers all forms of published content, including:

  • Peer-reviewed journal articles and conference papers

  • Technical reports and whitepapers

  • Preprints and open-access submissions

  • Books, chapters, and editorials

  • Posters, presentations, and slide decks

  • Public blog posts, policy briefs, and web publications

3. General Principles

All publications affiliated with IAAIR must meet the following standards:

3.1 Originality

Publications must reflect original work. Plagiarism, self-plagiarism without disclosure, or the reuse of material without proper citation is strictly prohibited.

3.2 Transparency

Publications must include clear disclosures of funding sources, conflicts of interest, data sources, AI assistance, and institutional affiliations.

3.3 Ethics and Compliance

All content must adhere to applicable ethical, legal, and regulatory frameworks—including human subjects research approvals, data privacy laws (e.g., GDPR, HIPAA), and responsible data use.

3.4 Institutional Alignment

IAAIR-affiliated publications must reflect the Institute’s values of scientific rigor, public interest, responsible AI, and global impact.

4. Authorship and Contributions

4.1 Authorship Criteria

An individual must have made a substantial intellectual contribution to qualify as an author. Contributions may include:

  • Study design and conceptualization

  • Data collection or analysis

  • Development of AI models or algorithms

  • Writing or revising the manuscript

All listed authors must approve the final version of the manuscript and agree to its submission. Ghost, guest, or honorary authorship is not allowed.

4.2 Contributor Acknowledgments

Individuals or institutions that supported the work but do not meet authorship criteria (e.g., proofreading, funding administration, technical support) should be acknowledged appropriately.

5. Internal Review and Approval

Any research output that:

  • Mentions IAAIR or its Foundation

  • Includes IAAIR-affiliated authors

  • Was supported by IAAIR resources, funding, or supervision

must be submitted for internal review prior to public release. This applies to journal submissions, conference papers, preprints, whitepapers, and slide decks.

The IAAIR Research Office will evaluate:

  • Research quality and integrity

  • Ethical compliance and approvals

  • Correct attribution of authorship and funding

  • Reputational risk and strategic alignment

Formal approval is required from the Director of AI, the Director of Research, or their delegate prior to submission or posting.

6. Preprints and Open Access

IAAIR encourages the use of open-access journals and preprint servers (e.g., arXiv, bioRxiv, SSRN) to promote early and equitable dissemination of research.

Preprints must:

  • Be clearly labeled as non-peer-reviewed

  • Include proper authorship and funding disclosures

  • Be updated post-publication with final citations where applicable

  • Not include confidential, sensitive, or embargoed material without explicit approval

7. AI Assistance in Publications

If generative AI tools (e.g., ChatGPT, Copilot, Claude, etc.) were used in preparing any portion of the manuscript, this must be disclosed in a footnote or acknowledgments section.
AI tools:

  • Cannot be credited as authors

  • Must be used with full human oversight and responsibility

  • Must not be used to fabricate or manipulate data, citations, or scientific findings

Please also see our AI-Generated Content Policy

8. Conflict of Interest Disclosure

All authors must disclose any financial, professional, or personal interests that could be perceived to influence the research. This includes:

  • Consulting roles

  • Company ownership or stock

  • Funding relationships

  • Board memberships or patents

Disclosures must be made both during internal review and in the published manuscript.

9. Data and Code Availability

IAAIR encourages authors to publish supporting datasets and code where appropriate, unless restricted by confidentiality, legal, or ethical concerns.

When data or code is made public:

  • Use appropriate repositories (e.g., GitHub, Zenodo, OSF)

  • Include clear documentation, licenses, and citations

  • Ensure personal or sensitive information has been removed or anonymized

When data cannot be shared, an explanation should be included in the publication.

10. Corrections, Retractions, and Updates

If errors or ethical concerns are identified post-publication:

  • The lead author must notify the Office of Research Integrity

  • Authors must work with the journal or platform to issue a correction, retraction, or update

  • Any linked datasets or software must be revised to reflect accurate and corrected information

IAAIR supports transparency and accountability throughout the publication lifecycle.

11. Repository Submission and Archiving

All final publications must be submitted to the IAAIR Institutional Repository (or designated research archive) for recordkeeping and compliance with funder mandates.

This includes:

  • Full-text PDFs or final citations

  • Slide decks from approved presentations

  • Conference posters or abstracts

  • DOIs and permanent links to published materials

12. Public Communication of Research

Media summaries, press releases, or public briefings related to IAAIR research must:

  • Be coordinated with the Communications Office

  • Use accurate and accessible language

  • Include appropriate disclaimers for non-peer-reviewed findings

  • Link to the full research when possible

13. Violations and Disciplinary Action

Failure to comply with this policy may result in:

  • Delay or rejection of publication approval

  • Institutional retraction or withdrawal of support

  • Loss of authorship credit

  • Disciplinary action per IAAIR academic and professional conduct standards

14. Contact and Support

For questions about this policy, approvals, or publication planning, please contact:

Office of Research Integrity:
📧 hello@iaair.ai