Is an AI-use declaration the same as a citation?

No. A declaration describes the process and boundary of assistance; a citation identifies material you quote or paraphrase. A piece of work may need both.

Do I need to include every prompt?

It depends on the governing rule. A material prompt summary or an appendix may be enough. Do not expose confidential data just to fill a template.

Can one template work for every institution?

No. Required fields, placement, and permitted uses vary. Check your institution, assignment, journal, or employer policy first.

What can @vustbot do here?

General chat can turn your factual notes into a concise declaration draft. It is not a dedicated form and does not certify policy compliance.

AI-Use Declaration Template for Academic Work

Based on

Process disclosure is broader than a citation

MLA separately explains how to describe AI use beyond citation, while the University of Queensland requires students to follow the rule for the specific assessment and acknowledge permitted use. We turn those principles into fill-in fields rather than presenting one statement as universal.

Sources: MLA Style Center and UQ; reviewed 19 July 2026.

Six fields in a useful declaration

Tool: The service and model or mode used, when known.
Purpose: Editing, translation, outlining, explanation, or another specific task.
Scope: The sections, paragraphs, tables, or stages affected.
Input: The material prompt or a concise description, without confidential data.
Verification: What the author checked, rewrote, sourced, and remains responsible for.
Date: When the tool was used and, where required and safe, a retrievable conversation link.

Based on: MLA + UQ; not VUST user data.
Best for: Permitted editing, translation, planning, and explanation.
Not ideal for: Hiding AI-authored work or bypassing an instructor's prohibition.
In short: Name the tool, task, scope of assistance, and your verification.

Three fill-in templates

Language editing

[Tool, model/mode] was used on [date] for language editing in [sections]. It did not create the underlying data or conclusions. The author checked the facts, references, and final wording and remains responsible for them.

Planning and ideas

[Tool] was used on [date] to generate outline options and questions about [topic]. Only author-reworked elements entered the final work. Sources were found, read, and cited separately.

Translation

[Tool] was used on [date] to produce a draft translation of [material/section] from [language] to [language]. The author checked terminology and meaning against the original and edited the final text.

Replace every bracketed field and check where your institution wants the declaration placed.

How to prepare your version

1. Check permission: Confirm that this use of AI is allowed for the specific assignment or publication.
2. Describe the actual role: State only what the tool really did, using a task-specific description.
3. Name the affected scope: Identify the sections or stages so the boundary of assistance is visible.
4. Record human verification: List the facts and sources you checked and the edits you made yourself.

State What the AI Actually Did, Not Just That It Was Used