Key Takeaways:
- Most journals and universities now require an AI disclosure statement whenever generative AI is used in research, writing, or editing.
- The exact format varies by style guide and publisher, but most statements name the tool, describe its use, and confirm human review.
- Dissertations, theses, original research articles, literature reviews, and perspective or commentary pieces each carry slightly different disclosure expectations.
- Clear, specific disclosure protects authors from later allegations of undisclosed AI use, misattributed authorship, or plagiarism.
Glossary of Key Terms
| Term | Definition |
| AI disclosure statement | A short, written statement in a manuscript that names any generative AI tool used and describes how it was used. |
| Generative AI | Software that produces new text, images, or code in response to a prompt, such as ChatGPT, Claude, or Gemini. |
| Large language model (LLM) | A type of generative AI trained on large amounts of text to predict and generate human-like language. |
| AI-assisted editing | Use of a tool to check grammar, spelling, clarity, or style, without generating new ideas or content. |
| Authorship | Formal credit for creating a work; most publishers state that AI tools cannot be listed as authors. |
| COPE | Committee on Publication Ethics, a body that issues guidance on research integrity, including AI use. |
| Prompt | The instruction or question a user types into an AI tool to generate a response. |
| Human oversight | Review and verification of AI-generated content by a human author before it is used or published. |
| Plagiarism | Presenting someone else’s, or an AI tool’s, words or ideas as one’s own without proper credit. |
What Is an AI Disclosure Statement?
An AI disclosure statement is a short, written note in a research paper that names any generative AI tool used, describes how it was used, and confirms that a human author reviewed the output. It appears in dissertations, journal articles, and other academic documents.
Most disclosure statements answer four questions: which tool was used, for what task, to what extent, and who verified the result. Some journals provide a fixed template, while others allow free-text wording as long as these points are covered.
- Names the specific AI tool and, where relevant, its version number
- States the task the tool performed, such as editing or code drafting
- Confirms the extent of use, from a single check to substantial drafting
- Includes a statement that a human author verified the output
Why Do Journals and Universities Require AI Disclosure?
Journals and universities require disclosure to protect research integrity, credit authorship accurately, and let readers judge how much of the text or analysis came from a tool rather than a human. Undisclosed use can be treated as a form of misconduct.
- Transparency: readers and reviewers can judge the reliability of AI-assisted content
- Authorship accountability: only humans can be listed as authors and held responsible
- Accuracy checks: AI tools can generate incorrect facts, citations, or code
- Plagiarism prevention: disclosure separates AI-generated text from original human work
Key Elements of an AI Disclosure Statement
A complete disclosure statement is brief, usually 2 to 4 sentences, and covers the same core elements regardless of discipline. Missing any of these elements is the most common reason editors send disclosure statements back for revision.
- Tool name, developer, and version or release date
- Specific task performed, such as literature screening or grammar editing
- Scope of use, for example one section versus the entire manuscript
- A verification statement confirming human review of all AI output
- Placement location, such as methods, acknowledgments, or a dedicated section
AI Disclosure Statement Format by Style Guide
Formatting expectations differ across the major style guides and many journals now add their own template on top of these general rules. Authors should always check the specific journal or university guidelines before finalizing wording.
| Style guide | Where it appears | Format required |
| APA 7th edition | Methods section or a note before references | Tool name, version, developer, purpose, and date used |
| MLA 9th edition | Works Cited, treated like a source | Tool name, version, publisher, and date accessed |
| Chicago style | Footnote or acknowledgments | Tool name, purpose, and extent of use |
| Journal-specific (Elsevier, Springer, Nature) | Dedicated “Declaration of AI use” section | Tool name, task performed, and human verification statement |
APA Style, 7th Edition
APA requires that any generative AI used while drafting a manuscript be disclosed in the methods section and cited in text. AI cannot be listed as an author. Authors remain fully responsible for verifying all facts and citations an AI tool provides, since APA holds the human author, not the tool, accountable for accuracy.
- Authors must disclose AI use for any task, including proofreading, not only drafting
- Authors must verify AI-generated information by checking original sources
- Confidential material, such as raw data or client notes, should not be entered into open AI tools
- Editors and reviewers must not enter submitted manuscript content into generative AI, since this would breach peer-review confidentiality
- Authors should keep AI output and prompts on file in case a journal requests them later
APA also gives task-specific disclosure guidance, summarized below.
| Generative AI use | Where to disclose |
| Generating a resource list for a literature review or meta-analysis | Introduction, with prompts, keywords, and tool used |
| Translating text or heavy copyediting | Author note, naming the tool |
| Creating or refining code | Methods, with tool and number of iterations |
| Analyzing, refining, or visualizing data | Methods, with tool and number of iterations |
| Drafting manuscript content or outlines | Introduction, with prompts and tool used |
| Creating or editing figures, tables, or images | Section where the item appears, with prompts and tool used |
| Creating or editing research design or results | Methods section |
MLA Style, 9th Edition
MLA does not recommend treating an AI tool as the author of a work. Instead, generative AI use is documented using MLA’s standard template of core elements, adapted to describe the AI-generated content itself.
- Title of Source: a description of what the AI tool generated, which may include prompt details
- Title of Container: the name of the AI tool, such as ChatGPT
- Version: the specific AI model name or number, given as precisely as possible
- Publisher: the company that developed the tool
- Date: the date the content was generated
- Location: a stable, shareable link to the AI conversation where available, or the tool’s general web address if a shareable link cannot be generated
When an AI tool cites secondary sources, MLA advises verifying those sources directly rather than citing the AI’s summary, since AI tools can misattribute or invent, that is, hallucinate, references. If a secondary source is used in the final work, it should be checked and cited on its own, in addition to or instead of the AI-generated response.
Chicago Style
Chicago style favors a footnote or a brief acknowledgment describing the tool, the purpose of use, and the extent to which the output shaped the final text.
Journal-Specific Guidelines
Many publishers, including Elsevier, Springer, and Nature, require a dedicated declaration, often labeled “Declaration of AI and AI-assisted technologies,” placed just before the references list, separate from author contributions and funding statements.
Generative AI Policies and Disclosures Required Across Top Journals and Publishers
Every major publisher now has a public AI policy, and they agree on 2 core rules:
- a generative AI tool can never be listed as an author, and
- any substantive AI use must be disclosed, usually in the methods, acknowledgments, or a dedicated declaration section.
Beyond this common ground, publishers differ sharply on what counts as basic editing, how AI-generated images and figures are treated, and how strictly undisclosed use is investigated.
| Publisher | Authorship stance | Disclosure requirement | Notable restriction |
| Nature Portfolio (Springer Nature) | AI cannot be an author | Disclose in methods; basic AI copy editing is exempt | Generative AI images are not permitted, with narrow exceptions |
| Elsevier | AI cannot be an author or cited as one | Separate AI declaration statement at submission; basic grammar checks exempt | AI must not fabricate or alter research data images |
| Wiley | AI tools cannot be authors | Disclose in methods or acknowledgments; spelling and grammar checks exempt | AI is prohibited for creating or altering original research data and results |
| Taylor and Francis | AI cannot be listed as author | Disclosure statement required at submission, naming the tool and version | AI-generated or manipulated research, clinical, or diagnostic images are not permitted |
| Sage | AI is not an author | Disclosure required in methods or acknowledgments for generative use; assistive editing is exempt | Using AI to conduct interviews or replace qualitative participants is prohibited |
| Cell Press (Elsevier family) | AI cannot be author or co-author | Statement placed after the declaration of interests section, before references | AI-generated or altered research and data images are not permitted |
| BMJ | Only humans can be authors | Disclosure in the contributor section, with a fuller methods description for research use | Reviewers must not upload manuscripts to public AI tools |
| Science, AAAS | AI tools cannot be authors or co-authors | Disclosure in the cover letter and acknowledgments section | Applies to both AI-assisted text and figures under image and text integrity rules |
| PLOS | Follows COPE guidance; AI is not an author | Authors must disclose AI tools used in the study or article content | Accuracy and correct attribution of AI-generated ideas is the author’s responsibility |
Where do I disclose AI use?
Disclosure location is the biggest source of variation. Elsevier, Wiley, and Sage favor a dedicated statement or the methods section, while Science and Cell Press require the cover letter or a fixed placement near the declaration of interests. BMJ ties disclosure to its contributor section rather than a single fixed location.
Do publishers and journals allow AI for images?
Image policies also diverge. Elsevier, Wiley, Taylor and Francis, and Cell Press permit AI-assisted explanatory diagrams or data visualizations but prohibit AI-generated or AI-altered images of primary research data, such as microscopy or clinical scans. Nature Portfolio takes the strictest position, disallowing generative AI images in most cases.
Do publishers and journals allow AI in peer review?
Nature Portfolio, Elsevier, Taylor and Francis, Sage, Cell Press, and BMJ all prohibit uploading unpublished manuscripts into public AI tools, citing peer-review confidentiality. Authors submitting to any of these publishers should confirm the current journal-specific policy before submission, since guidance in this area continues to change.
Common Use Cases for AI in Academic Writing
AI tools are used at almost every stage of the research and writing process, from the first literature search to the final language check. Disclosure requirements usually scale with how much the tool shaped the final content.
| Use case | Example tools | Disclosure focus | Sample disclosure statement |
| Literature search | R Discovery, Elicit, Consensus | Search strategy, screening, and study selection | “The author used R Discovery to assist with database screening for this review. All included studies were verified manually against the eligibility criteria.” |
| Data analysis | ChatGPT, Julius, Copilot | Code generation, statistical checks, output interpretation | “ChatGPT (GPT-5, OpenAI) was used to draft exploratory data-analysis code. All output was tested and verified by the authors before use.” |
| Editing and language polishing | Paperpal, Grammarly | Grammar, clarity, tone, and language editing | “Paperpal was used to check grammar and clarity in this manuscript. No new content was generated, and all edits were reviewed by the author.” |
| Coding and visualization | Claud, ChatGPT | Script writing, debugging, chart or figure generation | “Claude was used to assist with debugging analysis scripts. All code was tested and the resulting figures verified against the source data.” |
Literature Search and Screening
AI-powered search tools help identify, rank, and screen candidate studies for reviews or background sections. Disclosure should name the tool, the search or screening task, and confirm that inclusion decisions were verified manually.
Data Analysis and Statistical Support
Researchers sometimes use AI to draft statistical code, suggest tests, or summarize output. Because errors here can affect results, disclosure should state the tool, the specific analytical task, and how the output was checked for accuracy.
Editing and Language Polishing
Grammar and phrasing tools are among the most common and least controversial uses of AI. Many journals still ask for a brief note confirming that only language, not content or ideas, was affected.
Drafting and Idea Generation
Using AI to outline sections or generate first-draft text carries the highest disclosure expectations, since it can shape argument structure and wording. Authors should describe which sections were AI-assisted and how heavily they were revised.
Coding and Data Visualization
AI assistance with scripts, figures, or charts should be disclosed with the tool name, the coding or visualization task, and confirmation that the code was tested and the output validated by the author.
AI Disclosure Examples by Type of Academic Writing
Expectations shift slightly depending on the type of document, since dissertations, journal articles, and commentary pieces go through different review processes and serve different audiences.
Dissertations and Theses
Universities often require a disclosure statement in the front matter or methods chapter, sometimes alongside a signed originality declaration. Committees generally expect narrow use, such as editing or literature searching, rather than drafting of analysis or conclusions.
Example
“In preparing this thesis, the author used Paperpal to check grammar and clarity in chapters 2 through 5. No AI tool was used to generate analysis, findings, or conclusions.”
Original Research Articles
Journals publishing original research usually require the most detailed disclosure, since AI use can affect data handling or interpretation. Statements should distinguish between AI used for language and AI used for analysis or coding.
Example
“The authors used Claude to draft exploratory data-cleaning scripts in Python. All scripts were reviewed, corrected, and independently verified before use in the reported analysis.”
Literature Review Articles
For literature reviews, disclosure should focus on search strategy and screening rather than argument or synthesis, since editors want assurance that included studies were chosen using verifiable, human-checked criteria.
Example
“R Discovery was used to assist with initial database screening across 3 databases. All 42 included studies were independently verified against the eligibility criteria by the authors.”
Perspective and Commentary Articles
Opinion-based formats place the most weight on original human argument, so disclosure typically covers editing support only, and heavier AI drafting of the argument itself is discouraged or, in some journals, not permitted at all.
Example
“The author used Paperpal to improve sentence clarity in this commentary. All arguments, interpretations, and opinions expressed are the author’s own.”
Where Should the AI Disclosure Statement Go in a Manuscript?
Most publishers ask for AI disclosure in the methods section, the acknowledgments, or a dedicated statement placed just before the references list. Some journals also require a note in the cover letter submitted to editors.
- Methods section, when AI shaped data collection, analysis, or coding
- Acknowledgments, for lighter uses such as editing or formatting
- A dedicated “AI use” or “declaration” section, if the journal provides one
- Cover letter, when editors ask authors to flag AI use before peer review
What Should You Avoid in an AI Disclosure Statement?
Vague or incomplete disclosure is one of the most common reasons manuscripts are returned during editorial checks. A few recurring mistakes account for most of these issues.
- Vague wording such as “AI was used” without naming the tool or task
- Listing an AI tool as a co-author or contributor
- Omitting a statement confirming human verification of AI output
- Ignoring a journal’s specific required wording or section heading
- Disclosing only some AI use while omitting other tools that were used
Sample AI Disclosure Statement Templates
The following templates can be adapted to most manuscripts by inserting the specific tool name, version, and task performed.
| Scenario | Sample wording |
| Literature search | “The author used R Discovery to identify candidate studies for the initial screening stage. All included studies were verified manually against the eligibility criteria.” |
| Editing and language polishing | “Paperpal was used to check grammar, spelling, and clarity in this manuscript. No new content was generated; all edits were reviewed by the author.” |
| Data analysis support | “ChatGPT (GPT-5, OpenAI) was used to draft exploratory R code for data cleaning. All code was tested, corrected, and verified by the authors before use.” |
| General research assistance | “During preparation of this work, the author used Paperpal to check the clarity of the discussion section. The author reviewed and edited the output and takes full responsibility for the final content.” |
Checklist Before Submission
- Name every AI tool used, including its version or release date
- Describe the specific task each tool performed
- State the extent of use for each section of the manuscript
- Confirm human review and verification of all AI-generated content
- Place the statement in the location required by the target journal or university
- Check the target journal’s author guidelines for a required template or wording
Frequently Asked Questions
Can I use ChatGPT to write my dissertation and still disclose it properly?
Using ChatGPT for substantial drafting of dissertation content is discouraged or restricted by most universities. Proper disclosure alone does not make heavy AI drafting acceptable; check department policy before using AI beyond editing or literature searching.
Do I need to disclose Grammarly or spelling-check tools as AI use?
Many journals exempt basic spelling and grammar checkers like MS Word’s inbuilt spell checker from formal disclosure, but a growing number now ask for a brief mention of any AI-based editing tool. When in doubt, disclose it in one short sentence.
What happens if I don’t disclose AI use in a journal submission?
Undisclosed AI use discovered after submission or publication can lead to a correction, retraction, or formal misconduct investigation, since it is treated similarly to undisclosed conflicts of interest or unverified data.
Can AI be listed as a co-author in academic papers?
No major publisher or university currently allows an AI tool to be listed as an author, since authorship requires accountability that only a human can hold. AI use is disclosed instead, never credited as authorship.
How do I write an AI disclosure statement for a literature review?
Name the AI search or screening tool, state how many studies or databases it helped process, and confirm that a human author verified the final list of included studies against the eligibility criteria.
What is the difference between AI disclosure and plagiarism disclosure?
AI disclosure explains which tools were used and how, while plagiarism concerns whether AI-generated text was presented as original human work without credit. Proper AI disclosure is one way authors avoid plagiarism allegations.
Do all journals have the same AI disclosure policy?
No, policies vary widely by publisher and even by journal within the same publisher. Some allow AI-assisted editing freely, others restrict AI use in data analysis, so authors should always check individual author guidelines before submission.
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