Accounts are created using your official university GSuite email address and SR-Code. Access permissions are controlled by Role-Based Access Control (RBAC):

• Student Proponents: Authorized to draft, review, and formally submit Topic Abstract Forms (TAFs) for adviser evaluation, view similarity scores, access AI-generated feedback, and browse Public Topic Overview.
• Capstone Advisers: Authorized to manage advisory groups through generated join codes, review/return/approve student TAF submissions, and leave highlighted annotations/comment.
• Executive Evaluators (Associate Dean, College Dean, VCRDES): Authorized to access analytics, review/return/approve student Topic Abstract Forms (TAFs), monitor SDGs and Field of IT of targeted topics and export reports.

Keep your account details accurate. Keep your login credentials confidential. You are responsible for any activity done under your account. If you think someone else has accessed your account, notify your capstone instructor or system administrator right away.

Drafts and Formal Submissions:

• Draft Saved: Proposal text entered into the editor can be analyzed for similarity and AI-generated insights for five (5) times only. Drafts are saved to your account so you can retrieve and continue editing them at any time.
• Formal Submissions: When you formally submit your Topic Abstract Form (TAF) to your adviser, your proposal text and evaluation history are saved securely in the database for your adviser to review, comment on, and evaluate. Submitted proposals are stored purely for academic review and record-keeping.

• Similarity Calculation: The system calculates semantic overlap using Sentence-BERT vector embeddings. Matches at or below 20% similarity are treated as noise and count as zero; the remaining matches are then weighted by rank across the top 5 results — Top 1 at 40%, Top 2 at 25%, Top 3 at 15%, Top 4 at 12% and Top 5 at 8% (the weights are renormalized proportionally when fewer than five matches are found). The final score is the internal aggregate (50%) plus the external aggregate (50%).
• AI-Assisted: Google Gemini evaluates top-matched studies to suggest research gaps, UN Sustainable Development Goal (SDG) classifications, Field of IT, and topic improvements.
• Advisory Nature: AIThink is a decision support system, not an automated grading system. Similarity score and AI feedback are meant to guide users. Final approval of topics remains entirely with executive evaluators.

Capstone advisers manage student advisees by creating advisory groups in the system. The system automatically generates a unique join code when a group is created. Advisers share this code with their students so they can join the group. Joining a group allows the assigned adviser to view and comment on your submitted TAF.

• Student Ownership: Students retain full intellectual property rights over their original research ideas, titles, objectives, and proposal content entered into AIThink.
• Internal System License: By formally submitting a TAF, students grant CICS permission to store, process, and convert their proposal text into vector embeddings solely for similarity checking.

Users agree to not engage in any of the following actions:

• Try to bypass or manipulate similarity scores by using text-obfuscation tricks, entering random text, or using prompt injection inputs;
• Pretend to be someone else or use another user's account session;
• Try to access pages, database tables, or advisory groups outside your assigned role;
• Send automated traffic intended to overload Next.js server actions or database endpoints;
• Submit plagiarized content or violate university academic integrity policies.

• As-Is Provision: AIThink is provided on an “as-is” and “as-available” basis for educational and decision-support purposes within Batangas State University TNEU. The development team and CICS make no warranties regarding uninterrupted server uptime or error-free operation.
• No Financial Liability: Because AIThink is provided free of charge to university students, faculty, and administrators, the development team, CICS, and the University shall not be liable for any monetary claims or indirect costs arising from system usage.
• Academic Decision Disclaimer: Similarity metrics and qualitative AI outputs serve strictly as decision-support tools. The development team and the platform are not liable for academic outcomes, including topic rejections or required revisions.
• Third-Party API Outages: AIThink relies on external service providers (Google Gemini API and SerpAPI). The development team is not liable for temporary feature disruptions, rate limits, or search delays caused by external API outages or scheduled university server maintenance.

AIThink is provided as an academic university service. System features may change, database indexes may be updated, or the system may occasionally be unavailable during maintenance. If this User Agreement is updated, this page will be updated.

Feel free to contact the College of Informatics and Computing Sciences.

This Privacy Policy explains how AIThink collects, uses, protects, and retains information provided by student proponents, capstone advisers, and executive evaluators at Batangas State University TNEU – JPLPC Malvar Campus.

• Account and Identification Data: Your full name, university GSuite email address, SR-Code, and assigned user role (department, student, adviser, dean, associate_dean, vcrdes).
• Student Proposal Content: Content submitted through the Topic Abstract Form (titles, backgrounds, objectives, review of related literatures, methodologies, and references).
• CICS Journals: Past capstone journal PDF files uploaded strictly by the department account to maintain the internal similarity reference.
• Review and collaboration: Group join codes created by capstone advisers, student group records, and comments left on submitted TAFs.

• Records of key actions taken, such as account creation, user log-in and log-out, submitting and deleting a TAF, and leaving an advisory group.

• To log you in securely and restrict access according to your assigned RBAC permissions.
• To save your drafts so you can retrieve, edit, and re-analyze your work anytime.
• To calculate similarity scores and generate feedback for your topic.
• To allow evaluators to review assigned student TAFs leave feedback, and approve/return decisions.
• For executive evaluators with departmental reports on research trends, SDG alignment, and field of IT.

When the CICS department uploads completed journal PDFs to populate the repository, AIThink reads the text using pdfjs-dist. If a PDF is a scanned image with fewer than 50 readable characters, local Tesseract.js Optical Character Recognition (OCR) extracts the text inside the server environment.

Text from proposals and repository journals is converted into 384-dimensional vector embeddings using Sentence-BERT running locally on the server CPU.

To search external literature, query parameters are sent securely server-side to SerpAPI (Google Scholar). To generate gap analysis and recommendations, proposal text and top-matched studies are sent securely to the Google Gemini API.

• You: Can see your own profile, saved drafts, submitted TAFs, similarity reports, 5-attempt usage counter, and evaluator comments.
• Capstone Advisers: Can only view students who joined their group through join code. Advisers can view submitted TAFs, similarity scores, AI feedback, and leave comments. Advisers cannot view your unsubmitted drafts.
• Executive Evaluators: Can view submitted TAFs across the department, evaluate/approve topics, and access analytics.
• Other Students: Can browse the Public Topic Overview to view low-similarity, submitted, and approved topic overviews (Title, Summary, SDG Alignment, and IT Field). Students cannot view another student's all contents of TAF, personal account details, or evaluator comments.

AIThink does not sell personal information or display commercial advertising.

Students can edit draft content prior to submission. Account details (SR-Code, Name, Email) are synchronized through Gsuite authentication; contact CICS administration if profile details require correction.

Feel free to contact the College of Informatics and Computing Sciences.