Submissions

Author Guidelines

1. Aims and Scope

The European Journal of Advances in Artificial Intelligence (EJAAI) welcomes original, high-quality research contributions across all areas of Artificial Intelligence and its interdisciplinary applications. Submissions must be original, unpublished, and not currently under review at any other journal or conference. Authors are encouraged to verify that their work falls within the journal's scope before submission.

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2. Article Types

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3. Language and Writing Standards

All manuscripts must be written in English (British or American, applied consistently throughout). Authors whose first language is not English are strongly encouraged to have their manuscript professionally proofread before submission. Manuscripts with significant language issues may be returned at the desk-review stage without peer review.

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4. Manuscript Formatting Requirements

General Layout

• File Format: Microsoft Word (.docx) — PDF is not accepted at submission stage
• Font: Times New Roman, 12pt
• Line Spacing: Double-spaced throughout, including references
• Margins: 2.54 cm (1 inch) on all sides
• Page Numbers: Bottom centre, starting from page 1
• Line Numbers: Continuous line numbers must be enabled (required for peer review)
• Columns: Single column throughout

Manuscript Structure (in order)

1. Title
2. Author Names and Affiliations
3. Corresponding Author Details
4. Abstract
5. Keywords
6. Main Body (Introduction, Literature Review, Methodology, Results, Discussion, Conclusion)
7. Acknowledgements (if applicable)
8. Funding Statement
9. Conflict of Interest Statement
10. Data Availability Statement
11. Author Contributions
12. References
13. Appendices (if applicable)
14. Figures and Tables (at end of document or embedded — specify your preference)

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5. Title

• Must be concise, specific, and informative — no more than 20 words
• Should clearly reflect the study's subject and main contribution
• Avoid abbreviations, acronyms, and jargon in the title
• Use Title Case (capitalise all major words)

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6. Author Names and Affiliations

• List all authors in the order they should appear in the published article
• Provide full first name and family name for each author (no initials only)
• For each author, provide: Department, Institution/University, City, Country
• Mark the corresponding author with an asterisk (*) and provide their email address
• ORCID iD is mandatory for all authors. Register at https://orcid.org if you do not have one.

Example:

Ahmad Raza¹*, Priya Nair², John Smith³

¹ Department of Computer Science, University of XYZ, London, UK
² School of AI and Data Science, ABC University, Mumbai, India
³ Department of Electrical Engineering, DEF Institute, New York, USA

*Corresponding author: ahmad.raza@university.ac.uk | ORCID: 0000-0000-0000-0000

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7. Abstract

• Length: 250 – 300 words
• Must be structured under the following headings:
  • Background: Why was the study conducted? What problem does it address?
  • Methods: What approach, dataset, model, or technique was used?
  • Results: What were the key quantitative or qualitative findings?
  • Conclusions: What are the implications and significance of the findings?
• The abstract must be self-contained — no citations, undefined abbreviations, or references to figures/tables
• Written in the past tense for methods and results; present tense for conclusions

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8. Keywords

• Provide 5 to 8 keywords
• Use terms that are specific, searchable, and reflect the article's core topics
• Avoid repeating words from the title
• List in alphabetical order, separated by semicolons (;)
• Use established AI terminology where applicable (e.g., "deep learning"; "federated learning"; "explainable AI")

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9. Main Body Structure

Introduction

• State the problem and its significance clearly
• Summarise relevant prior work (brief, not exhaustive — the literature review section covers this)
• Clearly state the research gap, objective(s), and contribution(s) of the paper
• End with a paragraph outlining the structure of the rest of the paper

Literature Review

• Provide a critical, organised synthesis of related work
• Do not list papers without analysis — discuss how each relates to or differs from your work
• Group literature thematically or chronologically, as appropriate

Methodology

• Describe the methodology in sufficient detail to allow full replication
• Include dataset descriptions (source, size, preprocessing steps, train/test splits)
• Justify all design choices and algorithm selections
• State software, tools, and hardware configurations used
• Ethics approval reference must be included here if human subjects or sensitive data are involved

Results

• Present findings objectively without interpretation
• Use tables and figures to support — do not duplicate data in both text and figures
• Report all relevant metrics (accuracy, precision, recall, F1, AUC, RMSE, etc. as applicable)
• Include statistical significance tests where appropriate (p-values, confidence intervals)

Discussion

• Interpret your results in the context of your research objectives
• Compare with prior work — explain similarities and differences
• Address limitations of the study honestly
• Suggest directions for future research

Conclusion

• Summarise the key contributions and findings
• Do not introduce new data or claims in this section
• Keep concise — 200 to 400 words

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10. Acknowledgements

Acknowledge individuals who contributed to the work but do not qualify for authorship (e.g., technical assistance, data collection support). Also acknowledge institutions that provided facilities or access to datasets.

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11. Funding Statement

All sources of financial support must be declared. Use the following format:

"This research was funded by [Funding Body Name], grant number [XXXXX]."

If no funding was received:

"This research received no external funding."

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12. Conflict of Interest Statement

All authors must declare any financial, personal, or professional interests that could be perceived as influencing the research or its interpretation. If none exist, state:

"The authors declare no conflict of interest."

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13. Data Availability Statement

Authors must include a statement on the availability of data supporting the results. Examples:

"The data presented in this study are openly available in [Repository Name] at [DOI or URL]."

"The datasets used are available from the corresponding author upon reasonable request."

"The data used in this study are proprietary and subject to confidentiality restrictions."

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14. Author Contributions

EJAAI requires all authors to declare their specific contributions using the CRediT (Contributor Roles Taxonomy) framework. List each author's initials and their roles. Example:

A.R.: Conceptualization, Methodology, Writing – Original Draft. P.N.: Data Curation, Formal Analysis, Visualization. J.S.: Supervision, Review & Editing, Funding Acquisition.

Full CRediT taxonomy: https://credit.niso.org

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15. References

• Citation Style: IEEE — all in-text citations use numbered brackets [1], [2], [3]
• References must be numbered consecutively in the order they first appear in the text
• All references must be verified for accuracy and completeness
• A minimum of 25 references is recommended for original research articles
• References must include DOI where available
• Avoid excessive self-citation

IEEE Reference Format Examples:

Journal Article:

[1] A. Author, B. Author, and C. Author, "Title of article," Journal Name, vol. X, no. X, pp. XX–XX, Year. doi: 10.XXXX/XXXXXX

Conference Paper:

[2] A. Author, "Title of paper," in Proc. Conference Name (ABBREV), City, Country, Year, pp. XX–XX. doi: 10.XXXX/XXXXXX

Book:

[3] A. Author, Title of Book, Xth ed. City, Country: Publisher, Year.

Online Source:

[4] A. Author, "Title of webpage," Website Name, Month Day, Year. [Online]. Available: https://www.example.com. [Accessed: Month Day, Year].

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16. Figures and Tables

Figures

• Figures must be numbered sequentially (Figure 1, Figure 2, …)
• Caption placed below the figure
• Minimum resolution: 300 DPI (600 DPI preferred for line art)
• Accepted formats: TIFF, PNG, EPS, or high-resolution JPEG
• All text within figures must be legible at print size
• Figures must be original — if reproduced from another source, written permission must be obtained and credited

Tables

• Tables must be numbered sequentially (Table 1, Table 2, …)
• Caption placed above the table
• Use simple, clean formatting — avoid coloured backgrounds or merged cells
• All column headers must be clearly labelled with units where applicable
• Do not use tables where the data can be clearly stated in one or two sentences

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17. Equations and Mathematical Notation

• All equations must be numbered sequentially in parentheses: (1), (2), (3)
• Use the built-in Microsoft Word Equation Editor or LaTeX notation
• Define all variables, symbols, and abbreviations at first use
• Ensure all notation is consistent throughout the manuscript

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18. Abbreviations and Acronyms

• All abbreviations must be defined in full at first use, followed by the abbreviation in parentheses
• Example: Artificial Intelligence (AI), Deep Neural Network (DNN)
• A list of abbreviations may be provided after the keywords section if the manuscript uses more than 10 abbreviations

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19. Ethical Requirements

Human Subjects Research

• Studies involving human participants must have received approval from an institutional or national ethics committee
• The ethics approval body name and reference number must be stated in the Methods section
• Informed consent must be obtained from all participants and documented in the manuscript

Animal Research

• Studies involving animals must comply with the ARRIVE guidelines and institutional ethical standards

AI-Generated Content Policy

• Authors must disclose any use of AI writing or generation tools (e.g., ChatGPT, Copilot) in the preparation of the manuscript
• AI tools may not be listed as authors under any circumstances
• Undisclosed use of AI-generated content may result in rejection or retraction

Plagiarism Policy

• All submissions are screened using iThenticate prior to peer review
• A similarity index of less than 15% (excluding the reference list) is required to proceed to review
• Self-plagiarism, including recycling substantial portions of the author's own prior published work without disclosure, is treated as a serious ethical violation

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20. Supplementary Materials

Authors may submit supplementary files (datasets, code, videos, extended tables) alongside the main manuscript. Supplementary materials:

• Must be referred to in the main text
• Should be uploaded as separate files during submission
• Will be published online alongside the article but are not typeset

Where possible, authors are encouraged to deposit datasets and code in open repositories (e.g., GitHub, Zenodo, Figshare) and include the DOI or URL in the manuscript.

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21. Submission Checklist

Before submitting, please confirm all of the following:

• Manuscript is within the specified word count for the chosen article type
• Title is 20 words or fewer and does not contain abbreviations
• Abstract is 250–300 words and structured (Background / Methods / Results / Conclusions)
• 5–8 keywords are provided in alphabetical order
• ORCID iD is provided for all authors
• Line numbers are enabled throughout the manuscript
• All figures are minimum 300 DPI with captions below
• All tables have captions above and are clearly formatted
• References are in IEEE format and numbered consecutively
• DOIs are included for all references where available
• Funding statement is included
• Conflict of interest statement is included
• Data availability statement is included
• Author contributions (CRediT) are stated
• Ethics approval details are stated (if applicable)
• AI tool usage is disclosed (if applicable)
• Manuscript has not been previously published or submitted elsewhere
• Written permission obtained for any reproduced figures or tables

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22. Article Processing Charges (APCs)

EJAAI operates under a Gold Open Access model. APCs are charged only after formal acceptance following peer review. No fee is charged at the submission stage.

Waiver Policy: Authors from low- and middle-income countries (as classified by the World Bank) may apply for a full or partial APC waiver. Waiver requests must be submitted to the editorial office before or at the time of submission. Waivers are granted at the discretion of the Editor-in-Chief and are subject to availability.

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23. Peer Review Process

EJAAI employs a double-blind peer review process — neither authors nor reviewers are disclosed to each other during review.

1. Editorial Screening (3–5 days): Assessment of scope, originality, language quality, and formatting compliance
2. Plagiarism Check: iThenticate screening — manuscripts above 15% similarity are returned
3. Peer Review (14–21 days): Minimum two independent expert reviewers
4. Editorial Decision: Accept / Minor Revision / Major Revision / Reject — communicated with structured reviewer feedback
5. Revision: Authors must submit a detailed Response to Reviewers document addressing each comment point by point
6. Final Decision and Production (7 days post-acceptance): Copyediting, typesetting, DOI assignment, and online-first publication

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24. Copyright and Licensing

Upon acceptance, authors retain copyright of their work. All articles are published under the Creative Commons Attribution 4.0 International (CC BY 4.0) licence. This allows others to share and adapt the work for any purpose, including commercially, provided appropriate credit is given and any changes are indicated.

Full licence terms: https://creativecommons.org/licenses/by/4.0/

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25. Contact the Editorial Office

For submission queries, APC waivers, or technical assistance, please contact:

Editorial Office — EJAAI
Email: editor@esa-research.org
Response time: Within 3 business days