{"id":1762005,"date":"2025-10-17T12:49:00","date_gmt":"2025-10-17T12:49:00","guid":{"rendered":"https:\/\/instatext.io\/?p=1762005"},"modified":"2026-02-04T16:47:54","modified_gmt":"2026-02-04T16:47:54","slug":"how-to-disclose-ai-tools-in-academic-writing-with-templates","status":"publish","type":"post","link":"https:\/\/instatext.io\/how-to-disclose-ai-tools-in-academic-writing-with-templates\/","title":{"rendered":"How to disclose AI tools in academic writing (with templates)"},"content":{"rendered":"\n

Have you used AI or AI-assisted tools<\/strong> to improve your academic work, and are now wondering how to disclose<\/strong> this as required by the journal to which you are submitting? <\/p>\n\n\n\n

This guide defines these technologies, helps you properly declare their use, provides ready-to-use templates<\/strong>, and highlights important issues related to the use of AI in academic writing that can help you maintain academic integrity.<\/p>\n\n\n\n

Let’s first take a look at the definitions of AI and AI-assisted tools and the different ways they can be used in academic writing and find out which of them are prohibited in academia and which are not. <\/p>\n\n\n\n

AI or AI-assisted tools<\/h2>\n\n\n\n

When writing academic papers, it is important to distinguish<\/strong> between tools that generate content almost autonomously<\/strong> and those that merely support the author in improving their own writing<\/strong>.<\/p>\n\n\n\n

AI technologies<\/h3>\n\n\n\n

AI technologies are systems that can almost autonomously generate text, images, or other outputs based on user prompts or received data. In this case, human input is limited<\/strong> and the actual work is done by the tool used. <\/p>\n\n\n\n

AI-assisted technologies <\/h3>\n\n\n\n

AI-assisted technologies, on the other hand, act as supportive tools. They do not replace the human author<\/strong>, but help improve aspects such as clarity, accuracy, or presentation. <\/p>\n\n\n\n

Understanding this distinction is crucial for proper disclosure. As we discuss in the next section, academic guidelines often treat AI-generated content differently than technologies that support the researcher’s own contributions.<\/p>\n\n\n

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See also:<\/strong> Academic writing myths that are holding you back<\/a> <\/p>\n\n\n\n

Use cases of AI or AI-assisted technologies <\/h2>\n\n\n\n

AI or AI-assisted AI technologies can provide academics with various levels of support<\/strong>, from content assistance to editing assistance. <\/p>\n\n\n\n

Content assistance <\/h3>\n\n\n\n

AI technologies can be used for content assistance, from literature research to creating outlines and summarising content<\/strong>. As long as this type of support is used to inform the author and guide the research process<\/a>, with proper human oversight, it is generally considered a legitimate use within academic guidelines.<\/p>\n\n\n\n

However, if the output generated <\/strong>by the tool is used as it is<\/strong>, it usually violates the guidelines for originality and authorship<\/strong> of academic journals. <\/p>\n\n\n\n

Academic policies on AI-generated content<\/h4>\n\n\n\n

Most major journals now have clear policies on AI-generated content. Below is an overview of the positions of some major publishers.<\/p>\n\n\n\n

Cambridge<\/strong><\/a> <\/strong><\/p>\n\n\n\n

“AI does not meet the Cambridge requirements for authorship, given the need for accountability\u2026 AI and LLM tools may not be listed as an author on any scholarly work published by Cambridge\u2026 Authors are accountable for the accuracy, integrity and originality of their research papers, including for any use of AI.” <\/em><\/p>\n\n\n\n

Elsevier<\/strong><\/a><\/p>\n\n\n\n

“Authors should not list AI and AI-assisted technologies as an author or co-author, nor cite AI as an author. Authorship implies responsibilities and tasks that can only be attributed to and performed by humans\u2026 Authors are also responsible for ensuring that the work is original\u2026” <\/em><\/p>\n\n\n\n

Springer<\/strong><\/a><\/p>\n\n\n\n

“Large Language Models (LLMs), such as ChatGPT, do not currently satisfy our authorship criteria…” <\/em><\/p>\n\n\n\n

These publication guidelines reflect those of leading academic institutions such as the Committee on Publication Ethics<\/a> (COPE), the International Committee of Medical Journal Editors<\/a> (ICMJE), and the Council of Science Editors<\/a> (CSE), which declare that AI-generated content does not meet the criteria for originality and authorship.<\/p>\n\n\n\n

Researchers must therefore use AI and AI-assisted technologies very prudently for content assistance if they want to avoid jeopardising their reputation and career, maintain academic integrity, meet the criteria of authorship and originality, and increase their chances of successfully publishing their work.<\/p>\n\n\n\n

Editing assistance <\/h3>\n\n\n\n

Another way AI and AI-assisted tools can be used is for editing assistance<\/a>. There are different levels<\/strong> to this as well. When AI is used for language improvement<\/strong>, enhancing elements such as spelling<\/strong>, grammar<\/strong>, clarity<\/strong>, and word choice<\/strong>, it is typically considered acceptable <\/strong>in academic publishing. <\/p>\n\n\n\n

However, if tools using this technology make substantial changes<\/strong> such as extensive rephrasing, rewriting, or redrafting<\/strong>, it falls outside the acceptable limits<\/strong>. <\/p>\n\n\n\n

As academic publications point out, regardless of whether such technologies are used for content or editing assistance, the author is ultimately fully responsible<\/strong> for the published work in terms of factors such as the accuracy of data and citations, research integrity, the originality of the work, and compliance with ethical and authorship standards. <\/p>\n\n\n\n

Note:<\/em><\/strong> AI and AI-assisted <\/em>translation tools<\/em><\/strong> are also widely used to draft or refine manuscripts in another language. Their use is generally acceptable in academic publishing, provided that the author carefully reviews the output. As with other tools, authors remain fully responsible for the final text and should disclose the use of translation tools if required by the journal\u2019s policies.<\/em><\/p>\n\n\n

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See also:<\/strong> How InstaText makes translators more productive<\/a> <\/p>\n\n\n\n

Disclosure requirements <\/h2>\n\n\n\n

At the time of writing this article, all major academic publications require authors to disclose any use of AI or AI-assisted technologies<\/strong> throughout the research and writing process. However, the details of disclosure requirements may vary across journals and disciplines. Some require a declaration only for content assistance, while others require acknowledgement for both content assistance and editing assistance. <\/p>\n\n\n\n

These disclosures are necessary to ensure transparency<\/strong>, uphold academic integrity<\/strong>, and make clear the extent to which AI tools have contributed to the work.<\/p>\n\n\n\n

As Elsevier puts<\/a> it, “Declaring the use of these technologies supports transparency and trust between authors, readers, reviewers, editors and contributors and facilitates compliance with the terms of use of the relevant tool or technology.” <\/p>\n\n\n\n

Let\u2019s take a look at some disclosure guidelines on content assistance and editing assistance. <\/p>\n\n\n\n

Elsevier<\/strong><\/a> <\/strong><\/p>\n\n\n\n

“Authors should disclose in their manuscript the use of AI and AI-assisted technologies and a statement will appear in the published work.”<\/em><\/p>\n\n\n\n

International Committee of Medical Journal Editors (ICMJE)<\/strong><\/a><\/p>\n\n\n\n

“At submission, the journal should require authors to disclose whether they used Artificial Intelligence (AI) assisted technologies (such as Large Language Models [LLMs], chatbots, or image creators) in the production of submitted work. Authors who use such technology should describe, in both the cover letter and the submitted work in the appropriate section if applicable, how they used it. For example, if AI was used for writing assistance, describe this in the acknowledgment section… If AI was used for data collection, analysis, or figure generation, authors should describe this use in the methods\u2026”<\/em><\/p>\n\n\n\n

Springer <\/strong><\/a><\/p>\n\n\n\n

“Use of an LLM should be properly documented in the Methods section (and if a Methods section is not available, in a suitable alternative part) of the manuscript. The use of an LLM (or other AI-tool) for \u201cAI assisted copy editing\u201d purposes does not need to be declared. In this context, we define the term ‘AI assisted copy editing’ as AI-assisted improvements to human-generated texts for readability and style, and to ensure that the texts are free of errors in grammar, spelling, punctuation and tone. These AI-assisted improvements may include wording and formatting changes to the texts, but do not include generative editorial work and autonomous content creation. In all cases, there must be human accountability for the final version of the text and agreement from the authors that the edits reflect their original work.” <\/em><\/p>\n\n\n\n

Implications for authors<\/h3>\n\n\n\n

Authors must be aware that unacknowledged or not fully acknowledged use<\/strong> of AI or AI-assisted technologies breaches disclosure guidelines<\/strong> and could have a negative impact on assessment outcomes<\/strong>. <\/p>\n\n\n\n

See also:<\/strong> Can you use generative AI in peer review process?<\/a> <\/p>\n\n\n\n

How to acknowledge use of AI or AI-assisted technologies<\/h2>\n\n\n\n

Once you understand how journals classify AI use, the next step is knowing how to acknowledge it properly<\/strong>. The first and most important rule is to check the specific guidelines of the journal you are submitting to. <\/p>\n\n\n\n

Some publishers provide their own templates<\/strong> or exact wording for disclosure statements. If your target journal offers this guidance, you should always follow it. If this is not the case, you can use the following examples as a starting point and adapt them to your requirements.<\/p>\n\n\n\n

Keep in mind that a strong acknowledgement typically includes:<\/p>\n\n\n\n