AI Use and Disclosure Policy

1. Purpose and scope

Example University supports learning that is thoughtful, honest, and accountable. AI tools can assist learning, but their availability does not determine whether a particular use is appropriate for an assessment.

The university has adopted CiteKeep as its coursework AI disclosure method. CiteKeep supports the university's detailed academic AI-use policies; it does not replace them or grant permission to use AI.

This policy covers assignment-related use of AI tools and AI-powered features in writing, coding, research, problem-solving, translation, visual work, and other coursework activities. Follow any restrictions on approved tools, collaboration, examinations, and access to course materials.

2. Which policy applies?

This institutional disclosure policy defines the minimum university standard for AI involvement in student coursework. University policy dictates that departmental and course-specific regulations supersede this baseline framework.

Read the syllabus, departmental rules, and the instructions for each assignment before using AI. Assignment-level disclosure policies take precedence over the institutional baseline. Instructors may require more stringent disclosure, including disclosure of AI used for learning or studying, and may restrict or prohibit uses that the baseline otherwise permits.

University academic-integrity, privacy, and approved-accessibility requirements continue to apply. If instructions conflict or permission is unclear, ask the instructor before proceeding.

Institutional administrators create and publish baseline disclosure policies in CiteKeep. Instructors configure course policies and assignment-specific requirements. Assignment settings take priority over a course default; a published institutional baseline provides the fallback when no more specific configured policy applies. Departmental rules are communicated by the university and reflected in instructor guidance, not a separate CiteKeep departmental policy engine.

CiteKeep displays and supports configured requirements. It does not automatically enforce every university regulation. This sample page does not change those settings.

3. Institutional disclosure baseline

Unless a more specific policy says otherwise, AI assistance is permitted subject to the following disclosure baseline and the responsible-use requirements below.

Learning and study support in Tier A is exempt from required disclosure. All AI involvement in Tiers B, C, and D must be disclosed in CiteKeep.

The distinction is the assistance actually received, not whether AI text was copied. Brainstorming, research support, or planning is not automatically exempt just because you describe it as learning. If you use several kinds of assistance, disclose every applicable use that requires disclosure.

Read the full CiteKeep tier and category definitions.

Disclosure is not permission. Recording prohibited AI use does not make it acceptable. Disclose honestly and discuss the circumstances with your instructor.

4. How to disclose in CiteKeep

Use the workflow specified for the assignment. An assignment may require captured prompts and responses, a Disclosure Statement, or accept either workflow.

Automatic capture

Use the CiteKeep extension's supported capture workflow to save the relevant AI conversation. Review the capture before saving it.

Manual capture

Enter the relevant prompts and responses when manual capture is appropriate and accepted by the assignment. Describe the interaction accurately; do not invent missing content.

Disclosure Statement

Use the structured statement workflow to describe the tool, purposes, and extent of assistance when the assignment accepts that form of evidence.

1. Open your institutional CiteKeep account and select the correct class and assignment.
2. Review the assignment's AI-use policy and disclosure workflow. Identify the tools and applicable categories of assistance accurately.
3. Save the relevant evidence. Complete the required fields, minimums, and responsibility/privacy affirmations shown for that assignment. Reflection, Summary, Critique, and Sources are required when specified, not automatically by this sample baseline.
4. Select the evidence you intend to submit and explicitly submit it in CiteKeep. Check that CiteKeep confirms the submission; saving a working record alone is not submission.
5. Submit your actual assignment in Canvas or Moodle through the normal course process. A CiteKeep disclosure submission does not submit, grade, or annotate the LMS assignment.

Follow the instructor's stated submission deadline and any discipline-specific citation instructions. CiteKeep disclosure does not replace references or acknowledgments required within your coursework.

Instructors review submitted evidence and comments inside CiteKeep. You do not need to create a public link for institutional review. Keep records private unless you deliberately choose public sharing and have permission to share the material.

5. If you used no AI

When eligible, use CiteKeep's No AI Use Attestation only if you used no AI tools or AI-powered features to prepare for, complete, or otherwise support the assignment. This includes assignment-related learning and studying. Read the full declaration and enter your own name only when it is truthful.

No disclosure required is not the same as no AI used. If you used AI only for learning or studying, you must not sign the No AI Use Attestation, even when that use is exempt from disclosure under this baseline.

If an instructor requires disclosure of learning-only use, follow that stricter assignment policy and use the accepted capture or statement workflow. If the assignment requires a CiteKeep submission but does not explain how to handle exempt learning-only use, ask the instructor for instructions. Do not submit an inaccurate attestation to satisfy a completion indicator.

6. Responsible use and privacy

• Own the work. You remain responsible for its accuracy, originality, and compliance with the assignment. Be prepared to explain your reasoning and the contribution AI made.
• Verify claims and sources. Check important facts, calculations, code, quotations, and references against appropriate evidence. Do not submit fabricated citations, data, conversations, or disclosures.
• Protect information. Do not upload personal information about others, confidential research, restricted course materials, or other protected content to AI services without authorization. Follow approved-tool and information-handling rules.
• Disclose carefully. Include relevant evidence without unnecessary personal or confidential information. Ask for an approved handling method when evidence contains restricted material; do not publish it to work around a submission difficulty.
• Respect approved accommodations. Follow arrangements agreed through the university's accessibility process. Clarify how an accommodation affects assignment requirements with the appropriate staff. Do not include disability or medical information in disclosure records.

7. Review, corrections, and support

CiteKeep records student disclosures. Its captures, hashes, AI feedback, and declarations do not independently prove authorship, academic misconduct, or AI non-use. Any academic-integrity concern is addressed through the university's established procedures and human review.

Check your submitted evidence and instructor comments. Editing a working record does not rewrite an earlier submission snapshot. Submit updated evidence explicitly when a correction is needed and the assignment permits it. Signed attestations use their available correction process rather than editing the original signed declaration.

Removing a working copy does not erase retained submitted evidence or associated instructor comments. Disabling a public link is different from withdrawing evidence already submitted for institutional review.

For questions about permission, disclosure, or an unclear requirement, contact your instructor. For access, capture, or submission problems, contact the institution's designated support service and notify the instructor. Follow their instructions about alternative evidence or timing; a technical problem does not itself grant an automatic deadline extension.