Terms and conditions

1. Scope of PublicationAccepted papers from the conference will be considered for publication in journals indexed by Scopus, Web of Science, or other reputable peer-reviewed journals, ensuring wide visibility and recognition for authors' work.

2. Reputation and StandardsThe conference collaborates with well-established publication partners to uphold high academic and research standards. All publishing journals adhere to rigorous review and ethical guidelines, maintaining their credibility in the global academic community.

2. Selection for Indexed Journals

2.1 Decision by PublishersThe final decision regarding the publication of papers in Scopus or Web of Science indexed journals lies with the respective publishers. The conference committee facilitates the initial submission but does not influence the publishers’ selection criteria or decisions.

2.2 Notification to AuthorsAuthors will be notified about:

• The journal to which their paper has been forwarded for consideration.
• The indexing status of the selected journal (e.g., Scopus, Web of Science, or other indexing platforms).
• Specific timelines for the publication process.

2.3 Evaluation by PublishersPublishers may apply additional reviews or checks to ensure alignment with their journal’s scope, quality benchmarks, and compliance with indexing requirements.

4. Alternative Publication

4.1 Peer-Reviewed JournalsIf a paper is not selected for publication in Scopus or Web of Science indexed journals, it will be published in a reputable peer-reviewed journal associated with the conference.

4.2 Quality AssuranceThese peer-reviewed journals adhere to high academic standards and ensure that the research remains accessible to the scholarly community.

4.3 Indexing StatusWhile these journals may not be indexed by Scopus or Web of Science, they maintain visibility and credibility within their respective fields. Authors will be informed about the indexing status of the alternative journal before publication.

5. General Conditions

5.1 No Guarantee of IndexingAcceptance of a paper for presentation at the conference does not guarantee publication in Scopus or Web of Science indexed journals. The indexing decision is solely based on the publisher’s evaluation criteria.

5.2 Compliance with Journal PoliciesAuthors must comply with the submission, revision, and formatting requirements of the journal to which their paper is forwarded.

5.3 Ethical Publication PracticesThe conference and its publication partners follow strict ethical guidelines, including adherence to COPE (Committee on Publication Ethics) standards. Authors are expected to maintain these standards in their submissions.

Copyright and Licensing

1. Copyright Transfer

1.1 Transfer of RightsBy submitting a paper to the conference, authors agree to transfer the copyright of their work to either the conference organizers or the designated publication partner (e.g., STM Journals ), as applicable. This transfer includes the rights to:

• Disseminate the work in both digital and print formats.
• Reproduce, distribute, and display the work for academic, research, and educational purposes.
• Publish the work in conference proceedings or associated journals.

1.2 Scope of TransferThe copyright transfer is applicable to all accepted papers and ensures that the conference or its publishing partner has the exclusive right to publish, distribute, and promote the work globally.

1.3 Publication Partners’ PoliciesIf the paper is selected for publication in a journal indexed by Scopus, Web of Science, or a Springer publication, the copyright transfer will adhere to the respective publisher’s policies and terms. Authors may be required to sign an additional copyright agreement directly with the publisher.

1.4 Retention of Moral RightsAuthors retain the moral rights to their work, including the right to be identified as the creator of the work and to object to any derogatory treatment of it.

2. Author Rights

2.1 Personal UseAuthors retain the right to use their work for personal purposes, such as inclusion in their personal portfolio, academic presentations, or teaching materials.

2.2 Institutional UseAuthors are permitted to share their work within their institution, such as on internal repositories, for non-commercial academic or educational purposes.

2.3 Scholarly SharingAuthors may share their work with peers and colleagues for research and academic purposes, provided proper acknowledgment of the original publication is made.

2.4 Preprint UseAuthors can archive preprint versions of their work (i.e., the version prior to peer review) on personal websites or institutional repositories with proper acknowledgment of the original publication.

2.5 Fair Use and LicensingAuthors retain the right to reuse parts of their work in subsequent publications or derivative works, such as books or articles, provided the original publication is properly cited.

3. Acknowledgment of Original Publication

3.1 Citation RequirementsWhen reusing or sharing their work, authors must include the full citation of the original publication in the format provided by the conference or publisher. For example:

• “This work was originally published in the [Conference Name], [Year], [DOI or other reference].”

3.2 Publisher BrandingIf the work is published with a partner like Springer, authors must retain any branding, logos, or formatting associated with the publisher when redistributing copies.

4. Open Access and Licensing Options

4.1 Open Access OptionsDepending on the publication partner, authors may have the option to make their work open access. Additional charges may apply for open-access publishing, and details will be communicated by the publisher.

4.2 Licensing TermsWorks published under open-access terms will be governed by Creative Commons licenses (e.g., CC BY), enabling broader dissemination while protecting authorship rights.

5. Ethical and Legal Compliance

5.1 Original WorkAuthors must ensure that the submitted work is original and does not infringe upon the copyright or intellectual property rights of others.

5.2 Permission for Third-Party ContentAuthors are responsible for obtaining permissions for any third-party content included in their work (e.g., figures, tables, or excerpts) and for crediting the original source.

5.3 Plagiarism and MisconductThe conference and its publication partners have zero tolerance for plagiarism and copyright infringement. Any such misconduct will result in the rejection of the paper and possible legal consequences.

6. Changes to Copyright Policies

The conference organizers and publication partners reserve the right to update or amend copyright and licensing policies. Any changes will be communicated to authors before the publication of their work.

By submitting a paper, authors agree to these terms and conditions, ensuring compliance with the copyright transfer, licensing, and ethical publication practices.

Withdrawal Policy

1. Withdrawal Procedure

1.1 Formal RequestAuthors who wish to withdraw their paper after submission must submit a formal Withdrawal Request in writing to the conference organizers. The request must include:

• The title of the paper.
• The name(s) of the author(s).
• The reason for withdrawal.
• The unique submission ID or tracking number provided at the time of submission.

1.2 Timing of Withdrawal

• Before Acceptance:Withdrawal requests submitted before the paper is accepted will not incur any charges.
• After Acceptance:Withdrawal requests submitted after the paper has been accepted will be subject to the Withdrawal Fee policy outlined below.

1.3 Confirmation of WithdrawalThe conference organizers will acknowledge receipt of the withdrawal request in writing. The withdrawal will only be considered finalized upon confirmation from the organizers.

2. Withdrawal Fee

2.1 Fee AmountA withdrawal fee of INR 1,000 will be charged for papers withdrawn after acceptance. This fee is non-refundable and is intended to cover the administrative and processing costs incurred.

2.2 Payment MethodAuthors will receive instructions on how to pay the withdrawal fee. Payment must be completed within the timeline provided to finalize the withdrawal process.

2.3 Failure to PayIf the withdrawal fee is not paid within the specified time, the paper will remain part of the conference records and may still be included in the proceedings or forwarded to publication partners.

3. Impact of Withdrawal

3.1 Exclusion from ProceedingsWithdrawn papers will not be included in the conference proceedings or any associated publications.

3.2 Impact on Future SubmissionsRepeated withdrawals, especially after acceptance, may impact the authors' ability to submit papers to future conferences organized by the same entity.

4. Exceptional Cases

4.1 Unavoidable CircumstancesIn cases of unavoidable circumstances (e.g., serious illness, unforeseen emergencies), the withdrawal fee may be waived at the discretion of the conference organizers. Authors must provide appropriate documentation to support their request.

4.2 Technical ErrorsIf the withdrawal is due to technical errors or duplicate submissions, no fee will be charged, provided the withdrawal request is made before acceptance.

5. Amendments to Withdrawal Policy

The conference organizers reserve the right to update or amend the withdrawal policy as needed. Any changes will be communicated to authors promptly.

By submitting a paper, authors agree to abide by the terms of this withdrawal policy, including the fee structure and procedural requirements.

Use of AI Tools, Data Privacy, and Amendments

1. Use of AI Tools

1.1 Disclosure of AI UsageAuthors must disclose the use of any artificial intelligence (AI) tools in the preparation of their manuscript. This includes, but is not limited to:

• Content creation (e.g., text generation, paraphrasing).
• Data analysis and visualization.
• Citation management or literature review assistance.

1.2 AI Tools SpecificationAuthors are required to provide specific details, including:

• The name(s) of the AI tool(s) used.
• The purpose for which the tool was employed.
• The extent of the tool’s contribution to the manuscript.

1.3 Transparency in ContributionsA statement detailing the AI tool usage must be included in the manuscript under a section titled “AI Tool Usage Disclosure.”

1.4 Authorship ResponsibilityDespite the use of AI tools, authors are solely responsible for:

• The accuracy, originality, and quality of the submission.
• Ensuring the integrity and ethical compliance of the manuscript.
• Verifying all citations and factual claims presented in the paper.

1.5 Non-Disclosure ConsequencesFailure to disclose the use of AI tools may result in:

• Rejection of the manuscript.
• Retraction of the paper post-publication.
• Potential disqualification from future conferences.

2. Data Privacy

2.1 Use of Personal DataAuthors’ personal data, such as names, affiliations, contact details, and submission records, will be collected and used strictly for conference-related activities, including:

• Communication regarding paper submission, review, and publication.
• Conference registration and participation logistics.
• Distribution of proceedings or certificates.

2.2 Consent for Data UseBy submitting a manuscript, authors consent to the use of their personal data as described above. Personal data will not be shared with third parties without the explicit consent of the author(s), except where required by law or regulatory authorities.

2.3 Data Security MeasuresThe conference organizers are committed to ensuring the confidentiality and security of authors’ data through:

• Secure submission platforms and databases.
• Limited access to personal data, granted only to authorized personnel.
• Regular audits and updates to data protection protocols.

2.4 Retention PeriodPersonal data will be retained only for as long as necessary to fulfill the purposes of the conference or to comply with legal obligations. Data no longer needed will be securely deleted or anonymized.

3. Amendments

3.1 Policy UpdatesThe conference organizers reserve the right to amend these terms and conditions at any time to reflect:

• Changes in conference policies or procedures.
• Updates to compliance with legal or regulatory requirements.
• Feedback or best practices from previous events.

3.2 Author NotificationAny significant changes to the terms and conditions will be communicated to authors promptly through official channels, including email notifications and updates on the conference website.

3.3 Author AcknowledgmentBy continuing with the submission process after receiving notice of amendments, authors acknowledge and agree to abide by the updated terms and conditions.

4. Journal Publication Responsibility

4.1 Responsibility of Publication PartnersOnce a paper is accepted by a journal (e.g., Scopus or Web of Science indexed journals), the publication house takes full responsibility for:

• The indexing and continued availability of the paper in the specified databases.
• Adherence to the journal’s publication policies and quality standards.
• Resolving any disputes or issues arising during or after publication.

4.2 Changes in Indexing StatusIn the event that a journal loses its indexing status (e.g., removal from Scopus or Web of Science):

• The conference organizers are not liable for such changes.
• Authors are encouraged to confirm the indexing status of the journal at the time of acceptance.

4.3 Post-Acceptance IssuesAny disputes, delays, or errors in publication (e.g., delays in indexing, typographical errors, or technical glitches) must be addressed directly with the journal. The conference organizers do not intervene in post-acceptance matters.

4.4 Communication of Indexing and ChargesAuthors will be notified of:

• The indexing status of the journal at the time of selection.
• Any additional charges applicable for publishing in Scopus, Web of Science, or other indexed journals.

4.5 Withdrawal or Rejection by JournalIf a journal withdraws or rejects a paper after the conference’s acceptance, the conference organizers will make reasonable efforts to facilitate publication in an alternative peer-reviewed journal. However, no guarantees can be made regarding indexing or timelines.

Plagiarism and Misconduct ConsequencesAny instance of plagiarism or research misconduct will result in immediate rejection and notification to the author’s institution. Future participation in the conference may also be barred.

Third-Party PermissionsAuthors are responsible for securing permissions for the use of any third-party content, including figures, 

tables, or excerpts, and properly crediting the sources.

Preprint and Public Sharing PolicyAuthors may share preprint versions of their work, provided proper acknowledgment is made to the conference as the venue of submission.

Force MajeureThe conference organizers will not be held liable for delays or disruptions due to circumstances beyond their control (e.g., natural disasters, pandemics, or political unrest). Adjustments to timelines or formats will be communicated promptly.

Contact and SupportAuthors may reach out to the conference support team for any clarification or assistance at [email protected]

By submitting a manuscript to the Sustainable AI 2025 International Conference, authors acknowledge and agree to adhere to the terms and conditions outlined herein. These terms govern all aspects of the paper submission, review, publication, and post-publication process. Any deviation from these conditions may result in the rejection of the manuscript or other administrative actions.

Key Points of Agreement

1. Accuracy and IntegrityAuthors certify that all information provided during the submission process is accurate and that the work represents original research or review conducted ethically and responsibly.
2. Review and Publication ProcessAuthors understand the dual-stage review and publication process:
   • Initial review by the conference committee for quality and relevance.
   • Final publication decision made by the respective journal's editorial board.
3. Responsibilities and Fees
   • Authors are responsible for additional charges associated with Scopus, Web of Science, or open-access publications.
   • The conference organizers are not liable for issues arising after journal acceptance, including indexing status or publication errors.
4. Use of AI and Ethical ComplianceAuthors must disclose the use of AI tools and ensure the manuscript adheres to ethical guidelines. Failure to comply may result in rejection or post-publication retraction.
5. Data Privacy and SecurityAuthors consent to the collection and use of personal data strictly for conference-related activities, in compliance with global data privacy standards.
6. Withdrawal PolicyAuthors understand that post-acceptance withdrawal incurs administrative fees and may impact eligibility for future submissions.
7. Policy ChangesAuthors agree to accept any amendments to these terms, with timely communication provided by the conference organizers.

Agreement Acknowledgment

By proceeding with the submission, authors affirm their understanding and agreement to these terms. The submission process signifies acceptance of these terms in their entirety, with no conditions or exceptions.

Checklist for Completion

Ensure that you have:

• Fully disclosed AI tools and ethical compliance statements.
• Provided all required submission materials in the correct format.
• Confirmed understanding of fees, withdrawal policy, and journal responsibilities.

The conference organizers aim to foster a collaborative and transparent academic environment, ensuring a seamless experience for all participants.