Author Policies
- Manuscript Preparation
- Complaints Policy
- Participant/Patient Privacy and Informed Consent
- Human and Animal Rights Policy
- APC Waiver Policy
- Author’s Agreement Form
- English Language Editing
- Digital Preservation
- Article Processing Charge
- Copyright Policy
- Errata, Retractions, and Corrigenda Policy
- Open Access Policy
- Rights and Grants to the Author
- Withdrawal Policy
- Licensing Policy
- Sample Paper
- Plagiarism Policy
- Data Sharing Policy
- Check List
- Submission of Manuscript
1. Manuscript Preparation
Manuscripts submitted to IJASVM should be prepared in English, double-spaced, using a standard 12-point font, with page and line numbers throughout to assist reviewers.
A typical manuscript includes: a title page (title, author names, affiliations, corresponding author's email), an abstract (250 words or fewer), 4–6 keywords, the main text (Introduction, Related Work, Methodology/System Design, Results, Discussion, Conclusion, or an equivalent structure suited to applied systems papers), an acknowledgments section, a declaration of conflicts of interest, a funding statement, and a reference list.
Figures and tables should be numbered in the order they're referenced in the text, with clear captions, and submitted as separate high-resolution files (minimum 300 dpi for images). References should follow [confirm your citation style here — IEEE numbered style is standard for AI/systems journals and is recommended given the journal's scope, but confirm before publishing this policy] and be complete enough that a reader could locate the cited source independently.
For applied AI/systems papers specifically, authors should clearly describe system architecture, datasets used (with source and licensing noted), evaluation metrics, and any code or model availability.
2. Complaints Policy
We take complaints about editorial decisions, peer review conduct, or publication ethics seriously, and we handle them directly.
If you have a complaint — about a reviewer's conduct, an editor's decision, or a suspected ethical breach in a published article — email the journal's editorial office directly with a clear description of the issue and any supporting evidence. Complaints are acknowledged within 5 business days and investigated by an editor not involved in the original decision, following COPE (Committee on Publication Ethics) guidelines.
If you're not satisfied with the outcome, you may escalate the complaint to the Editor-in-Chief. We keep a record of all complaints and their resolutions.
3. Participant/Patient Privacy and Informed Consent
For applied AI systems involving human subjects data (e.g., facial recognition, proctoring systems, biometric datasets), authors must confirm that data collection complied with applicable privacy laws and that informed consent was obtained from participants whose data or imagery was used, unless the dataset is a recognized public benchmark with its own established consent framework (in which case, cite the dataset and its consent basis).
Manuscripts that cannot demonstrate proper data provenance and consent will not proceed to peer review.
4. Human and Animal Rights Policy
Where research involves human participants (e.g., user studies, biometric data collection, proctoring or interview-bot evaluation involving real users), authors must state that the work was conducted in accordance with relevant ethical guidelines and, where applicable, institutional ethics approval, including the approving body and reference number, in the Methods section.
This policy applies whenever a system is tested on or with real human subjects, not only in biomedical contexts.
5. APC Waiver Policy
IJASVM charges no Article Processing Charge (APC). Publication is entirely free for all authors, regardless of institutional affiliation, funding status, career stage, or country of origin — there is no waiver to apply for, because there is no fee to begin with. IJASVM operates as a diamond open access journal: free for authors to publish in, and free for everyone to read.
6. Author's Agreement Form
Before publication, the corresponding author must complete and sign an Author's Agreement Form on behalf of all co-authors, confirming that:
- All listed authors have made a substantive contribution to the work and approve the final manuscript
- The manuscript is original, has not been published elsewhere, and is not under consideration by another journal
- All authors agree to be accountable for the accuracy and integrity of the work
- Any conflicts of interest have been disclosed
- The authors grant IJASVM the rights described in our Copyright and Licensing policies
The form is provided by the editorial office upon manuscript acceptance and must be returned before the article proceeds to production.
7. English Language Editing
Manuscripts should be submitted in clear, grammatically correct English. Peer reviewers and editors evaluate technical content, not prose style, but a manuscript that's difficult to understand due to language issues may be returned to authors for language revision before or after peer review.
We don't provide in-house language editing services or endorse a specific commercial provider. Use of a professional editing service prior to submission is optional and does not influence the editorial decision.
8. Digital Preservation
Published articles in IJASVM are preserved to ensure long-term accessibility. [Insert your actual preservation arrangement here — e.g., CLOCKSS, LOCKSS, or PKP Preservation Network. DOAJ requires a named, real preservation service before an application will be considered.]
All published content is assigned a persistent identifier (DOI) via [insert your DOI registration agency, e.g., Crossref], ensuring articles remain citable even if the journal's website changes.
9. Article Processing Charge
IJASVM charges no Article Processing Charge (APC), and no other fee at any stage — submission, peer review, production, or publication are all provided at no cost to authors.
10. Copyright Policy
Authors retain copyright of their published work. Upon acceptance, authors grant IJASVM a non-exclusive license to publish, distribute, and archive the article under the terms of [confirm your license — CC BY 4.0 is recommended for maximum reuse and DOAJ compatibility]. Authors are free to reuse, share, and republish their own work, provided the original publication in IJASVM is cited.
11. Errata, Retractions, and Corrigenda Policy
We correct the scholarly record transparently when errors are identified.
- Corrigendum — issued for an author-introduced error that doesn't undermine the paper's overall conclusions.
- Erratum — issued for a publication-process error (e.g., typesetting mistake).
- Retraction — issued when findings are found unreliable due to misconduct or a fundamental error invalidating the conclusions.
All corrections and retractions are linked prominently to the original article and follow COPE's retraction guidelines, with a clear, dated notice explaining the reason.
12. Open Access Policy
All articles published in IJASVM are immediately and permanently open access — free to read, download, and share, with no embargo period and no subscription required.
13. Rights and Grants to the Author
Authors retain the right to reuse their own article in future works, theses, or teaching materials; post the published version on personal websites, institutional repositories, or preprint servers with no embargo; and be properly credited in any subsequent citation or reuse of the work by third parties.
14. Withdrawal Policy
Authors may request withdrawal of a manuscript at any stage before publication by contacting the editorial office in writing, stating the reason. Withdrawal during peer review is generally accommodated without penalty. Withdrawal after formal acceptance or DOI assignment requires editorial approval, and a withdrawal notice is published in place of the article rather than the article simply disappearing.
15. Licensing Policy
[Confirm your standard license here — e.g., "IJASVM publishes all content under the Creative Commons Attribution (CC BY 4.0) license by default," matching your Copyright Policy above.] Authors requiring a different license variant for funder or institutional reasons should raise this with the editorial office at submission.
16. Sample Paper
A formatted sample manuscript, matching IJASVM's required structure and citation style, is available on the Submission Guidelines page. [Link your actual template, or a previously published article from Vol. 1, No. 1, as the working example — you already have five published articles that can serve this purpose.]
17. Plagiarism Policy
All manuscripts submitted to IJASVM are screened for originality before entering peer review, using iThenticate.
We define plagiarism broadly: copying text, data, code, or ideas from another source without proper attribution, including self-plagiarism. Manuscripts with unacceptably high similarity scores, or with evidence of copied content regardless of score, are returned to authors or rejected outright, depending on severity. If plagiarism is discovered after publication, we follow COPE guidelines to investigate and issue a correction, expression of concern, or retraction as appropriate.
18. Data Sharing Policy
Authors are expected to make the data, code, and trained models underlying their published findings available — either within the manuscript, as supplementary material, or via a public repository (e.g., GitHub with a permanent archive, Zenodo, or a recognized model repository) — to support reproducibility of applied AI and systems work.
Where full sharing isn't possible (e.g., proprietary datasets, privacy-restricted biometric data), authors must state this clearly, along with the reason and any conditions under which the data or code could be made available on reasonable request. A Data Availability Statement is required in every submission.
19. Check List
Before submitting to IJASVM, please confirm:
- Manuscript follows the formatting guidelines in our Manuscript Preparation policy
- Title page includes all author names, affiliations, and the corresponding author's contact details
- Abstract and keywords are included
- All figures and tables are numbered, captioned, and submitted as separate high-resolution files
- References are complete and consistently formatted
- Ethics approval statement is included (where human subjects data is involved)
- Informed consent / data provenance statement is included (where applicable)
- Conflict of interest declaration is included
- Funding statement is included
- Data/code availability statement is included
- Manuscript has not been previously published and is not under review elsewhere
- All authors have reviewed and approved the final submitted version
20. Submission of Manuscript
Manuscripts are submitted online through the IJASVM submission portal on our Open Journal Systems (OJS) platform. Authors will need to register for an account before beginning a new submission.
The submission process requires: the full manuscript file, a separate title page (to support double-blind peer review), any supplementary files (data, code, appendices), and confirmation of the checklist items above. Authors receive an automatic acknowledgment of receipt, followed by an initial editorial screening (typically within [X days]) to confirm scope fit and basic requirements before the manuscript proceeds to peer review.
Questions about the submission process can be directed to the journal's editorial office via the Contact page.
