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There is no universal AI-disclosure rule for manuscripts. The journal, publisher, literary magazine, or contest receiving your work controls what is allowed and where disclosure belongs. Some venues prohibit any generative-AI assistance, including editing or translation; others allow supervised help if you explain it. Before submitting, open the destination’s current policy, classify exactly how you used AI, and follow that policy’s required wording and location. A transparent disclosure normally names the tool and version, describes the task and affected material, states the extent of human review, and confirms that you take responsibility for the final work. Disclosure does not “cure” a violation when a venue bans the type of assistance you used.
What is the first thing to check before disclosing AI use?
Check the receiving venue’s current submission and AI policy immediately before you submit. Do not rely on a general publishing rule, an older call for submissions, or a policy from a different journal in the same field.
Find the controlling policy
Look in the venue’s submission guidelines, author instructions, ethics page, and manuscript-preparation instructions. Save a copy or note the date you checked it, because policies and required disclosure locations can change. If the wording is ambiguous, ask the editor a concise question before sending the manuscript and keep the reply with your submission records.
Classify every use, not just generated prose
Make an inventory of your use of AI. Include brainstorming, outlining, research assistance, translation, grammar or copy editing, rewriting, text generation, data analysis, coding, image creation, captions, and supplementary material. A tool used only to correct a comma can fall under a different rule from one used to rewrite a scene, even if both are described casually as “editing.”
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- Brainstorming or organization: ideas, outlines, titles, or structure suggestions.
- Research support: summaries, search assistance, fact suggestions, or source discovery.
- Language work: translation, spelling, punctuation, grammar, or stylistic rewriting.
- Substantive generation: paragraphs, scenes, arguments, dialogue, code, tables, or analysis produced by a model.
- Other assets: images, diagrams, captions, metadata, or data-processing assistance.
Record which parts of the submitted work were affected. If you used AI outside the manuscript—for example, to make an illustration or analyze data—check whether the venue treats that material separately.
Do literary magazines allow AI-assisted manuscripts?
Literary policies differ sharply, and several prominent venues prohibit assistance that other publishers permit. Read the exact rule rather than assuming that disclosure makes an AI-assisted submission eligible.
| Venue or policy | What it permits or prohibits | Disclosure details and location |
|---|---|---|
| The Paris Review | Its guidance says not to submit writing generated, modified, edited, translated, or in any way assisted by a large language model or other generative AI. A project that overtly uses AI as a creative component should acknowledge the program’s purpose. | Follow the publication’s instructions for an acknowledgment when AI is itself a creative component; ordinary assisted writing is not accepted under the quoted guidance. |
| The Missouri Review | If AI generated any portion of a submission, the author must disclose the use in specific detail. | Disclose within the piece and in the cover letter. |
| PEW Literary | Does not accept submissions written using generative AI. It discourages AI-powered editing except spelling and grammar checks. | Disclose AI used for research or additional materials such as images or diagrams, according to its submission instructions. |
| Waymark | Prohibits work made solely by generative AI but permits supervised suggestion and commentary. | Explain in the cover letter how AI aided the work. |
These examples show why a single sentence such as “AI was used during drafting” is inadequate. At one venue it could describe a permitted, supervised suggestion; at another it could identify an ineligible manuscript. Treat each destination as a separate decision.
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Scholarly publishers commonly allow limited assistance with transparency, while retaining human responsibility for the work. Their requirements can specify a formal section, multiple disclosure locations, or details beyond the tool’s name.
Elsevier: a separate declaration for book manuscripts
Elsevier requires a statement titled Declaration of generative AI and AI-assisted technologies in the writing process at the end of a book manuscript, immediately above the references. The declaration should identify the tool, explain its purpose, and describe the extent of human oversight. Basic spelling, grammar, and punctuation checks do not require a declaration under this policy.
Oxford University Press: cover letter and acknowledgements
Oxford University Press asks authors to disclose in both the cover letter and the acknowledgements. Include the tool name and version, how it was used, and your role in directing and reviewing the output. For complex use, dates and affected sections are recommended, which makes a use log particularly valuable.
ICMJE: disclose and keep the human author accountable
The International Committee of Medical Journal Editors recommends disclosure at submission and in the appropriate manuscript section. It says AI tools must not be listed as authors because they cannot take responsibility for accuracy, integrity, or originality. Human authors must review the output for errors, bias, plagiarism, and proper attribution.
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Where should an AI disclosure appear?
Use the location the destination specifies; do not substitute a footnote for a required cover-letter statement or hide a declaration in an acknowledgements paragraph when a separate heading is required.
Common locations
- Cover letter: Often required by literary magazines and some university presses. Repeat the same factual details used elsewhere.
- Manuscript acknowledgements: Used by publishers such as Oxford University Press when a transparent record belongs with the work.
- Formal declaration section: A separately titled section, such as Elsevier’s required declaration above the references.
- Within the piece: The Missouri Review requires specific disclosure within the submission as well as in the cover letter.
- Submission form or metadata field: Some systems ask a yes/no question or a free-text explanation. Treat that field as an additional required location, not a replacement, unless the venue says so.
If instructions require more than one location, keep the facts consistent. A cover letter can be concise, while a manuscript declaration can provide the fuller description, but neither should contradict the other.
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What should an AI disclosure include?
A useful disclosure lets an editor understand what happened without guessing. State the tool and version, the dates when requested, the task, the affected sections or materials, the level of human direction and review, and your responsibility for the final submission.
Core details
- Tool identity: Give the product name and model or version when available.
- Timing: Add dates or a date range if the policy requests them or the project involved substantial use.
- Purpose: Say whether the tool was used for brainstorming, organization, translation, copy editing, generation, research support, data analysis, or images.
- Scope: Identify chapters, sections, passages, appendices, figures, captions, or other affected materials.
- Human control: Explain that you directed the work, reviewed suggestions or output, and accepted, edited, or rejected it.
- Accountability: Confirm that you verified accuracy, originality, citations, permissions, and the final wording, and that you take responsibility for the submission.
Do not claim that you “verified everything” unless you actually checked it. If the tool supplied a suggestion that you did not use, it generally does not belong in a disclosure about the submitted text, but keep your records in case the venue asks for clarification.
How do I write the disclosure statement?
Adapt the wording to the destination’s required location and level of detail. The following model covers the facts many policies request; it is not permission to use AI where the venue bans it.
General template: “During preparation of this submission, I used [tool and version] on [dates, if requested] to [specific task] in [sections or materials]. I directed the process, reviewed and edited the output, verified sources and originality, and take full responsibility for the submitted work.”
Examples by type of use
Grammar-only assistance: “I used [tool and version] to identify spelling, punctuation, and grammar issues in the manuscript. I reviewed every suggestion and made the final edits myself.” Use this only when the venue exempts basic language checks or otherwise permits them.
Brainstorming and organization: “I used [tool and version] during outlining and brainstorming for Chapters 2 and 3. No generated prose was incorporated without my rewriting and review; I remain responsible for the argument, evidence, and final text.”
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Images or diagrams: “I used [tool and version] to create the [figure or image]. I reviewed the result, checked permissions and factual labels, and identify the AI-assisted creation as required by the submission guidelines.” Add prompts, dates, or provenance information if the venue asks for them.
Substantive generated material: Describe exactly what was generated and what you changed. Do not disguise generated passages as ordinary copy editing. If the venue prohibits generated text, do not submit that material merely because you rewrote it.
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Can disclosure make an otherwise prohibited submission acceptable?
No. Disclosure is a transparency requirement, not a waiver. If a venue prohibits any AI assistance, submitting an explanation can still result in rejection or a finding that the work is ineligible.
When the policy bans all assistance
Remove the affected material only if you can honestly produce a version that complies with the venue’s rule. Rewriting an AI-generated passage may not satisfy a policy that prohibits writing “in any way assisted” by generative AI, and the safest course may be to submit elsewhere or produce a new, independently created work.
When the policy permits supervised assistance
Show the human role rather than claiming the tool was invisible. Explain what you asked the system to do, how you evaluated its suggestions, and what remains yours. Keep enough documentation to answer follow-up questions without reconstructing the project from memory.
How should I document AI use before submission?
A small contemporaneous log reduces errors and helps you satisfy policies that ask for versions, dates, or affected sections.
- Create a use log: Record the date, tool and version, task, manuscript location, and whether any output entered the draft.
- Save relevant exchanges: Retain prompts and responses when practical, especially for translation, substantive editing, data analysis, or image creation.
- Mark affected files: Use version history or notes to identify passages that received AI assistance.
- Record your checks: Note how you verified quotations, citations, names, calculations, permissions, and originality.
- Map the policy: Write down each required disclosure location and copy the final statement into the cover letter, manuscript, acknowledgements, or form as instructed.
Do not send a private prompt log unless the venue requests it. Keep it available, protect personal data, and remove confidential material from records that do not need to be shared.
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What responsibilities remain with the human author?
AI assistance does not transfer authorship duties. You remain responsible for the submitted work’s accuracy, originality, integrity, copyright, confidentiality, and attribution.
Verify facts and references
Language models can invent citations, misquote sources, merge distinct people or events, and present uncertain claims confidently. Open every cited source, confirm that the quotation exists in the stated form, check page numbers or URLs where relevant, and ensure that the source actually supports the sentence. Never treat a generated bibliography as authoritative.
Check originality and permissions
Review passages for accidental copying, close imitation, uncredited translation, and material that resembles a living author’s distinctive expression. Confirm that photographs, illustrations, datasets, tables, and quoted material have the permissions or licenses your venue requires.
Review for bias and harmful errors
Examine names, pronouns, descriptions of groups, medical or legal claims, and examples for stereotypes or unsupported assumptions. In scholarly or factual work, have a qualified human check specialized analysis rather than relying on a fluent-sounding output.
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Do not list AI as a co-author
AI tools cannot approve a final manuscript, answer editorial questions, consent to publication, or accept responsibility for mistakes. Name the human authors who performed those tasks; acknowledge the tool only in the manner the venue requires.
Is it safe to upload an unpublished manuscript to an AI tool?
Not automatically. Before uploading, read the tool’s privacy, retention, training, and data-use terms and compare them with your obligations to co-authors, employers, sources, subjects, agents, and the receiving venue.
- Remove confidential identifiers, personal data, unpublished quotations, trade secrets, and material supplied under a nondisclosure agreement unless you have authorization.
- Check whether prompts and uploads may be retained, reviewed, or used to improve a service.
- Use an approved organizational account or local workflow when your institution requires it.
- Obtain co-author or rights-holder consent before sending jointly owned or restricted material.
- Keep a clean, human-controlled copy of the manuscript and a record of what was uploaded.
Privacy compliance is separate from disclosure. A venue can require you to disclose AI use even when your upload was handled appropriately, and a privacy-safe tool does not make prohibited assistance permissible.
What happens if I disclose too little or not at all?
Consequences depend on the venue and the seriousness of the omission. An editor may ask for clarification, reject the work as ineligible, require a correction, or refer the matter under an ethics policy. In scholarly publishing, an inaccurate or missing declaration can create a correction or integrity issue after acceptance.
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Contact the editor promptly, identify the manuscript, explain the actual use, and provide the disclosure in the required format. Do not silently replace files or alter a statement to make the use sound smaller than it was.
If you discover an omission after acceptance or publication
Notify the editor or publisher’s ethics contact and ask how they want the record corrected. Provide a precise account of the tool, task, affected material, and your review. The venue decides whether a correction, editorial note, withdrawal, or no further action is appropriate.
How can I decide whether to submit, revise, or withdraw?
Use a simple decision sequence that separates eligibility from wording.
- Identify the venue’s rule: Is the use prohibited, allowed with disclosure, or exempt when limited to grammar or punctuation?
- Match your actual use: Compare the rule with the most extensive assistance you received, not the least noticeable edit.
- Check the required location: Note whether the venue wants a cover letter, the manuscript, acknowledgements, a declaration section, or multiple places.
- Prepare specific facts: Gather tool/version, dates if relevant, tasks, sections, human review, and verification steps.
- Choose an honest action: Submit with the required disclosure, revise to remove disallowed assistance only if that genuinely complies, ask the editor for a ruling, or withdraw and submit to a venue whose policy fits the work.
When two venues have different rules, prepare separate compliance checks. A manuscript acceptable to a publisher that exempts grammar correction may be ineligible at a literary magazine that prohibits any AI-assisted editing.
What should I do on submission day?
Run a final policy check immediately before uploading the files.
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- Open the venue’s current guidelines and confirm that the rule has not changed.
- Verify that the disclosure uses the exact heading or field requested.
- Ensure the tool name, version, dates, tasks, and affected sections are accurate.
- Place the statement in every required location and keep wording consistent.
- Confirm that no AI system is listed as an author.
- Check references, quotations, permissions, originality, and factual claims manually.
- Remove confidential material from any supplementary prompt or log you are not required to submit.
- Save the submitted files, disclosure text, policy copy or date checked, and confirmation receipt.
If the submission form asks a direct question that conflicts with your prepared statement, stop and resolve the discrepancy with the venue rather than selecting the answer that seems most favorable.
How do literary and scholarly disclosures differ?
Literary venues tend to focus on whether AI altered the creative writing at all, while scholarly publishers often focus on transparency, oversight, and accountability. Neither approach is universal, and a single manuscript can encounter both standards when it moves between venues.
| Issue | Literary submission | Journal or academic publisher |
|---|---|---|
| Eligibility | May ban any generation, editing, or translation; some allow supervised suggestions. | Often permits defined assistance with disclosure, while setting formal requirements. |
| Grammar-only use | May still be prohibited; check the specific magazine. | Some policies exempt basic spelling, grammar, and punctuation checks. |
| Creative role | AI used as an overt creative component may require an acknowledgment or may be disallowed. | Describe the tool’s purpose and your oversight; do not treat it as an author. |
| Typical location | Cover letter, within the piece, or a venue-specific form. | Cover letter, acknowledgements, a formal declaration, and the appropriate manuscript section. |
| Review duty | Confirm the work is genuinely eligible and your own under the venue’s definition. | Check errors, bias, plagiarism, citations, attribution, and research integrity. |
Use the stricter standard when a policy is unclear only if the venue confirms that approach; otherwise ask for an editorial interpretation before submission.
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Most disclosure problems come from under-describing the use or placing a correct statement in the wrong place.
- Calling substantive rewriting “proofreading”: Describe what the tool actually changed.
- Disclosing only in acknowledgements: Add the cover-letter or in-text statement when required.
- Using a generic statement: Name the tool, version, task, scope, and review instead of saying merely “AI assisted.”
- Assuming disclosure grants permission: A ban remains a ban.
- Ignoring non-text assets: Images, diagrams, captions, translation, and data analysis may have separate rules.
- Trusting generated citations: Verify each source and quotation yourself.
- Uploading sensitive material casually: Check retention and training terms before sharing a draft.
- Listing the tool as an author: Keep authorship with people who can take responsibility.
A precise, policy-matched statement is usually shorter and safer than an evasive paragraph. The goal is an accurate record that lets the editor judge eligibility and responsibility.
Frequently Asked Questions
Do I have to disclose AI if it only suggested a title?
Only the destination’s policy can answer that conclusively. Some venues define any assistance broadly, while others focus on text that entered the work; record the suggestion and ask the editor if the guideline does not address titles or brainstorming.
Should I include my prompts in the manuscript?
Usually no, unless the venue specifically requests prompts or a process record. Keep them privately so you can explain the work accurately, and remove confidential or personal information before sharing any log.
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Can I use a different AI tool after submitting a disclosure?
Treat later use as a new event and check the venue’s policy again. If the additional tool changes the submitted material, update the editor or disclosure wherever the guidelines require.
Does translating my own manuscript with AI count as AI assistance?
Many policies treat translation as assistance even when the original text is yours. State that an AI system produced an initial translation and describe your human checking; a venue that bans AI-assisted translation may still find the work ineligible.
What if the submission portal has no AI-disclosure field?
Use the location named in the written guidelines, such as the cover letter, acknowledgements, or manuscript declaration. If no location is specified and your use could affect eligibility, ask the editorial office before submitting and retain the answer.
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