Schools, universities, journals and publishers have spent the last few years writing rules about AI writing tools. The rules differ, sometimes a lot, but nearly all of them share one expectation: if a tool contributed to the work in a way that matters, say so, and take responsibility for the result. This page explains what a good disclosure contains, gives examples you can adapt, and shows how to back it up with a record.
What policies usually ask for
| Setting | Typical expectation | Where to check |
|---|---|---|
| School or university course | Follow the course's rule; disclose any permitted use in a note or cover sheet | The syllabus or assignment brief, then the institution's academic integrity page |
| Academic journal | Tools cannot be authors; describe any use in the methods or acknowledgements; authors are responsible for the content | The journal's instructions for authors |
| Workplace or publication | Varies widely; many require disclosure of generated text or images | The editorial or staff policy |
Medical journal editors, for example, ask authors to describe how they used AI tools and state that the tools cannot be listed as authors because they cannot take responsibility for the work. International guidance for education makes the same point from the other side: people, not tools, are accountable for what they submit.
Writing the disclosure
A good disclosure is specific, short and in plain language. It names the tool, says which part of the work it touched, and says what you did with its output. Vague statements ("AI was used in preparing this essay") answer nothing; specific ones answer the questions before they are asked.
- For brainstorming: "I used a chatbot to list possible counter-arguments before I planned the essay. The argument, structure and all the writing are my own."
- For language editing: "A grammar tool suggested corrections to spelling and punctuation in my final draft. I accepted some suggestions and rejected others; no sentences were generated."
- For a drafted passage: "The first draft of the second paragraph was generated by a chatbot from my notes, then rewritten by me. The saved exchange is in the appendix."
- For no use: "I did not use any AI writing tools for this work." Some courses ask for this line too.
If you quoted what a tool said, that is a citation as well as a disclosure; the method in quoting a chatbot answer with a proper citation covers it.
Backing the disclosure with a record
Save what the tool produced
Keep the prompts and outputs you used, with dates, in a file next to your drafts.
Mark where the output ended up
In your final draft, highlight any passage that started as tool output, in one colour, in your own copy. If a teacher asks, you can show exactly where it is and how much you changed it.
Keep your drafts and version history
The page on keeping annotated drafts as a process record explains the habit; it is the strongest support any disclosure can have.
When you are not sure whether to disclose
Ask before you submit. Most teachers and editors would much rather answer a question in advance than deal with a surprise afterwards, and asking shows good faith. If you cannot ask, disclose: a short honest note costs nothing when it was not needed. Teachers reviewing the work will read the note alongside your process, as described in the fair authorship review method. The other pages in this study section cover the reading and note-making skills that keep the thinking yours.
Common questions
Do I have to disclose using AI for grammar checking?
It depends on the rule that applies. Many courses and journals do not require disclosure of basic spelling and grammar correction but do for generated text. When in doubt, mention it in one sentence.
Can an AI tool be listed as a co-author?
Journal and publisher policies consistently say no, because a tool cannot take responsibility for the work. Describe its use in the methods or acknowledgements instead.
What should an AI disclosure statement include?
The tool, the part of the work it affected, what you did with its output, and where the record is kept if someone wants to see it.
Where does the disclosure go?
Wherever the rule says: often a note at the end, a cover sheet, the acknowledgements, or the methods section of a paper.
What if my course bans AI tools completely?
Then disclosure does not make use acceptable. Follow the rule, and ask the teacher if you are unsure whether a particular tool counts.