Policy and practice guidance around acceptable and responsible use of AI technologies

As AI becomes more integrated with our academic lives, you may have assessments that allow or require you to use it. In these cases, it is important to acknowledge the contribution of AI appropriately. AI differs from many other academic sources, as there is no specific author and it is usually not able to be reproduced or recovered. Further, AI can be used as more than just a source of information. You may use it to brainstorm ideas, or refine your writing. In cases like this, a citation would not be appropriate.

Whenever you are allowed or required to use AI in an assessment, you must also:

• Follow all instructions and restrictions on its use;
• Clearly document the type of AI used and how it contributed to the assessment;
• Provide written acknowledgment of the use of AI and its extent; and
• When necessary, cite and reference using the closest source types in the style being used (e.g., non-recoverable sources).

Acknowledging the use of AI

For each assessment, your Chief Examiner should explain how to acknowledge AI use. This will usually be a specific section of the assessment where you explain what tools you used, why you selected those particular tools, and describe how the tool was used and the output adapted. This will usually be in a written form, or may require screenshots or a video recording. Acknowledgement sections may also include reflection tasks where you reflect on how the use of AI contributed to your learning.

If you are unclear about how AI may be used in an assessment or how to acknowledge AI use as required in your assessment instructions, it is important to contact your Chief Examiner for clarification.

An example of what an acknowledgement section could look like:

A suggested format:

Documenting AI use

You should be able to provide evidence how you used AI in your writing process if requested. This may be required as part of your assessment instructions, but regardless, you are strongly encouraged to develop the habit of documenting your work as you may be required to provide this evidence if requested.

This can include taking screenshots of different stages of collaborative AI use, keeping copies of prompts and outputs used, and keeping copies of drafts used in the preparation of assignments, as well as notes on how prompts were integrated and adapted. One recommendation is to colour-code or annotate drafts to show sections where AI has been included or adapted alongside your own writing.

In-text citations and reference lists

In certain circumstances, in addition to a declaration, you may also be required to cite and reference material generated by AI as you would any other source in your assessment. Check your assessment details to see whether an additional citation and reference of the generated material is necessary.

The majority of citing and referencing styles supported at Monash have published guidelines on how to cite and reference artificial intelligence technology sources. Use the Library style guides for the most up to date instructions from the style manuals. As AI tools and the rules around using them are evolving quickly, always check with your lecturer for guidance on how to cite AI in your work.

Remember to check if non-recoverable sources need to be included in the reference list.

The following are examples from the MLA and APA styles: