What you need to know #
AI tools can be a valuable support in your learning journey — helping you to brainstorm ideas, summarise academic texts, generate revision questions, and consolidate your understanding of complex topics. These tools range from everyday AI like grammar checkers and search engines, to more advanced generative AI (GenAI) tools that can create entirely new content, such as essays, code, or images, based on your prompts. While these technologies can enhance your productivity and creativity, they also come with important limitations and responsibilities. GenAI tools, in particular, can produce inaccurate or misleading information (known as “hallucinations”), including fabricated citations, data, or visuals. There are also concerns around data privacy, copyright, and academic integrity.
As such, it’s important that you understand how to use these tools responsibly and in line with university guidance.
For the purposes of this guidance, “AI” includes generative AI and other AI-enabled tools or systems, such as machine learning, natural language processing, automated analysis, transcription, classification and agentic AI. The restrictions below apply regardless of whether the tool generates new content.
- Clarity over definition of AI
- Notes on academic malpractice
- Updated AI Assessment Scale to include an additional point (0-5) and scale details to support understanding of each point on the scale.
- Additional information section explaining the use of AI in Research-Based Assessment
Which AI tools can I use? #
University-supported AI tools
Before using AI tools with University data, consider whether it is necessary or whether anonymised data could be used instead. If personal or special category data must be processed, you should only use Microsoft 365 Copilot, and ensure you are logged in with your official University IT account. The presence of the green shield icon confirms that your data is being handled within a protected environment. Microsoft 365 Copilot complies with University data protection requirements and offers enhanced security for sensitive information.
When using other AI tools (not licensed or supported by the University)
If you want to use other AI tools, that are not centrally supported by the university, please ensure that you follow these rules:
Do not sign up using your university account or email.
Do not input any university data (such as lecture content, learning resources, research data, special category or personal data) and don’t upload content from academic books and journals – this is against copyright.
Do not make audio or video recordings of lectures or meetings using unsupported AI tools.
AI notetakers/meeting assistants (such as Read.ai) are prohibited.
University Guidance #
Using AI: Key Rules
- Fact-check all AI-generated content:
- Verify the accuracy of any AI-produced text, references, or visuals by consulting credible and authoritative sources.
- Do not copy and paste content from an AI tool into your work:
- This is plagiarism, unless you use quotation marks and reference the source. Submitting AI-generated content as your own gives an unfair advantage and violates academic integrity.
- Assess potential bias:
- AI tools generate content based on patterns in the data they were trained on — and that data often reflects real-world inequalities, stereotypes, or gaps in representation. This means AI-generated content can sometimes reinforce biased views, especially around topics like gender, ethnicity, culture, disability, or other marginalised identities. For example, an AI tool might consistently associate certain professions with one gender, or underrepresent perspectives from non-Western cultures.
- As a student, it’s important to critically evaluate AI outputs and consider whose voices or viewpoints might be missing or misrepresented. Always cross-check information with reliable academic sources and apply your own judgement when using AI-generated content in your studies.
- Check intellectual property compliance:
- Ensure that AI-generated content respects intellectual property rights. For example, don’t copy and paste AI-generated text that closely mimics a published article without proper citation, or use AI-generated images that replicate a known artist’s style without permission. Avoid uncredited use of open-source data (e.g. using datasets from GitHub or Kaggle in your assignments without acknowledging the original source), and always cite any AI tools and prompts you use according to your department’s preferred referencing style. See Citing AI use within assignments section below.
- Evaluate AI-generated visuals and videos (e.g., DALL·E, MidJourney, Invideo)
- Ensure visuals are relevant, accurate, and ethically appropriate, avoiding stereotypes and copyright infringements. For more advice on copyright related to images, see Referencing AI generated images section below.
University's principals for ethical AI use
At the University of Chichester, we support the responsible, transparent, and fair use of AI technologies in teaching and learning, guided by the following ethical principles:
1. Transparency
Users should openly acknowledge and cite any AI tools that have contributed to their work. Transparency ensures academic honesty and allows others to understand how AI has influenced the process or outcome.
2. Accountability
Students and staff remain responsible for the content they submit, even when AI tools assist in its creation. This includes verifying accuracy, originality, and appropriateness of AI-generated and AI-supported material.
3. Fairness and equity
AI use must not disadvantage any individual or group. Awareness of AI biases—such as those related to gender, ethnicity, disability, or socioeconomic status—is essential. The University is committed to promoting equitable access to AI resources and mitigating digital divides.
4. Confidentiality and data protection
Respect for confidential institutional information and personal data is paramount. Sensitive information must not be shared with AI platforms unless they are officially supported and comply with data protection legislation
5. Academic integrity
AI should support learning and creativity without undermining the development of original thought and critical skills. Misuse of AI to gain unfair advantage is considered academic misconduct.
6. Sustainability
Given the environmental impact of training and running AI models, users should consider sustainability in their AI practices, striving to balance innovation with responsible resource use.
7. Continuous reflection and adaptation
Ethical AI use is an evolving area. The University encourages ongoing dialogue, education, and review to adapt policies and practices as AI technologies develop.
By embedding these ethical principles into all AI-related activities, the University of Chichester fosters a culture of integrity, respect, and innovation that benefits our entire academic community.
Protecting your data, and the University's data
Using AI and Cloud Tools Responsibly
AI tools — especially those not provided or approved by the University — often work by sending your data through multiple systems across the world. These systems vary in how securely they handle your information. Some may deliberately collect and reuse your data, while others may be poorly designed and vulnerable to misuse.
What You Need to Know:
Be cautious with unsupported tools. If you use AI or cloud-based apps (like ChatGPT, Zoom, Discord, etc.) that aren’t provided by the University, assume that any data you enter could be accessed by others.
You have a legal responsibility to protect personal data. This includes any information about someone’s identity or characteristics — such as gender, age, ethnicity, or other protected attributes. Even if someone gives permission, you are still legally required to keep their data safe.
Your own work is valuable. Your research, writing, and ideas are your intellectual property — and they’re also valuable to the University. If you share them with AI tools or online platforms, there’s a risk they could be reused or published by someone else, even before you submit or publish your own work.
Academic integrity matters. If your work is copied or reused without your knowledge, it could lead to accusations of plagiarism — even if you were the original author. Protect your work by keeping it secure and using trusted tools.
Follow University guidance. Always use University-approved platforms for your studies and research. If you’re unsure whether a tool is safe or supported, ask your tutor or get in touch with the IT team y emailing help@chi.ac.uk or using SupportMe.
AI and cloud-based tools can be helpful, but they also carry risks around privacy, copyright, and academic integrity. Use them wisely, and always protect your data — and the data of others — in line with University policies.
Use of AI in Assessment #
For assessed work (e.g. essays, assignments) your department/tutor will state the extent to which GenAI tools can be used.
Check with your department to see which level of AI use is permitted for your assignment.
Unless your tutor states otherwise, the default is (2) “AI helps you plan“.
Any AI use beyond the level stated by your tutor will be considered academic malpractice.
- If you are permitted to use AI, then you will need to be transparent about its use (see ‘Evidencing the use of AI tools’).
The University of Chichester AI in Assessment Scale
No. | Rule | Student Guidance |
|---|---|---|
0 | AI tools must not be used at any stage of the assessment process | |
1 | AI may be used to support information discovery and understanding, but not to influence the design, structure or content of the assessment | |
2 | AI may be used to help organise ideas and develop plans for the assessment | |
3 | AI may be used to review, edit and improve work written by the student | |
4 | AI may generate substantial content, but students must critically evaluate, verify and build upon AI outputs | |
5 | Students are encouraged to work collaboratively with AI as part of the assessment process, with emphasis on innovation, creativity and critical reflection |
0 - No AI use
0 – No AI use
What this means
You can
- Complete the assessment independently.
- Use module materials, approved readings and other resources provided by your lecturer.
You cannot
- Use AI chatbots or generative AI tools.
- Use AI to research, plan, write, edit or review your work.
- Use AI-generated text, images, audio or other content in your submission.
Declaration example
1 - AI helps you find information
1 – AI helps you find information
What this means
You can
- Identify keywords and search terms.
- Locate academic sources and literature.
- Obtain explanations of concepts and theories.
- Explore topics and identify areas of debate.
- Use AI-powered search features built into databases and research tools.
You cannot
- Generate research questions.
- Create essay plans or report structures.
- Develop arguments or conclusions.
- Draft any part of the assessment.
- Allow AI to give you feedback or suggested improvements to your writing.
Declaration example
2 - AI helps you plan
2 – AI helps you plan
What this means
You can
- Brainstorm ideas.
- Generate possible research questions.
- Create essay or report structures.
- Develop outlines and plans.
- Explore different approaches to a task.
You cannot
- Submit AI-generated writing.
- Use AI to write sections of the assessment.
- Present AI-generated content as your own work.
- Allow AI to give you feedback or suggested improvements to your writing.
Declaration examples
3 - AI helps you improve your writing
3 – AI helps you improve your writing
What this means
You can
- Improve clarity and readability.
- Refine sentence structure.
- Review referencing and formatting.
- Obtain feedback on drafts.
You cannot
- Replace your own analysis with AI-generated content.
- Use AI to generate sections of work, only as a tool for feedback.
Declaration examples
4 - AI helps you generate content
4 – AI helps you generate content
What this means
You can
- Generate draft content.
- Ask AI to summarise information.
- Generate examples or case studies.
- Use AI outputs as a basis for further work.
You must
- Fact-check all outputs.
- Verify all references and citations.
- Critically evaluate AI-generated content.
- Clearly explain your use of AI.
Declaration example
TBC
5 - AI works with you as a creative partner
5 – AI works with you as a creative partner
What this means
You can
- Collaborate with AI throughout the task.
- Generate and refine ideas.
- Create text, images, audio or multimedia content.
- Experiment with different approaches and outputs.
You must
- Critically evaluate AI outputs.
- Demonstrate your contribution to the process.
- Reflect on how AI influenced the final outcome.
- Follow any additional guidance provided for the assessment.
Declaration example
TBC
Use of AI in Research-Based Assessments #
The University of Chichester AI in Assessment Scale also applies to research-based assessments, including dissertations, independent projects, research projects, and other assessments involving the collection, analysis, or interpretation of data.
However, additional restrictions apply where research data is involved.
Research data and AI
Research data and AI
If your project involves collecting or using empirical data (for example surveys, interviews, focus groups, observations, case studies, or organisational datasets), you must not upload or input that data into any Generative AI tool unless you have received prior ethical approval that explicitly permits this.
Generative AI should not be used with personal data or data that contains identifiable information of any kind. It is the responsibility of the researcher to assess whether the data contains personal data or identifiable information.
This restriction applies to all AI tools, including University-authorised tools.
GenAI is evolving at a fast pace, and the University may update this guidance to reflect new developments in technology, research ethics and data protection.
Provided your module permits AI use under the Assessment Scale:
You may use AI to:
- Help plan and organise your research project.
- Support literature searching and understanding sources.
- Organise findings that you have already processed or analysed yourself.
- Create visualisations (such as charts, diagrams, or infographics) from anonymised data that you have already processed and analysed yourself.
- Support the presentation of findings, provided ethical requirements such as anonymity and confidentiality are maintained.
You remain responsible for checking the accuracy of all AI-generated outputs and ensuring that ethical standards are followed.
You must not use AI to:
- Write the sections of the ethics form that must be human-led (see section on AI and research ethics approval below).
- Upload or input any data that contains identifiable information.
- Upload or input empirical datasets into Generative AI tools without prior ethical approval.
- Analyse data, including identifiable information, and/or identify, generate, or name themes from data.
- Create visualisations that could make participants identifiable without prior ethical approval.
- Make research judgements that should be undertaken by the researcher.
The collection, analysis, interpretation, and reporting of research data must remain the responsibility of the student researcher unless explicit ethical approval has been granted for AI-assisted approaches.
Important notes about Empirical Datasets
Generative AI must never be used with your empirical dataset(s) without prior ethical approval.
Unless your approved ethics application specifically permits it, you do not have ethical permission to input your dataset into any AI tool, including tools authorised by the University.
Uploading empirical datasets to Generative AI systems during any stage of the research process, including while preparing your work before submission, may be considered a breach of research ethics and academic integrity requirements. This may result in a poor academic practice investigation and could lead to academic penalties.
AI and Research Ethics Approval Forms
Research ethics approval is a human-led process and must reflect the researcher’s own understanding, judgement, and responsibility as a researcher. The University does not allow the use of Generative AI tools (such as Microsoft Copilot, ChatGPT, or Grammarly, etc.) to write, complete, or substantially generate research ethics applications or ethics approval documents. This is because ethics review involves careful consideration of risk, data protection (which includes consent), and the potential impact of research on people, communities, and the wider society. These decisions need to be made, explained, and owned by the researcher. This applies particularly to those sections of the form reflecting the applicant’s ethical reasoning, decision-making, and execution of tasks must be written, completed and substantially generated by humans.
You may still use AI tools to support general learning on research ethics, such as
- helping you understand what research ethics is or explaining ethical concepts in plain language
- to edit or organise text
- to edit, organise and format references
- to generate images (remaining compliant with University guidance on crediting AI-generated images)
- to support a Background to the Study section in a manner that demonstrates the researchers’ own engagement with the material.
Evidencing the use of AI tools #
Student declaration of AI use
Standard declaration
As a minimum requirement, you are required to include a statement on your assignment describing your use of AI.
If you have not used AI, please include the following statement:
“No content generated by AI technologies has been presented as my own work and I have not used AI at any stage of the assignment writing process.”
To acknowledge AI use, please include the following information:
The name and version of the AI system used (such as Microsoft Copilot (version GPT-4) or ChatGPT-3.5).
Specify the publisher of the AI system (for example, Microsoft or OpenAI).
Provide the URL of the AI system.
Include a brief description (single sentence) outlining the context in which the tool was utilised.
For example:
“I acknowledge the use of Microsoft Copilot (version GPT-5, Microsoft, https://copilot.microsoft.com/) to summarise my initial notes and to proofread my final draft”
“I acknowledge the use of Microsoft Copilot (version GPT-5, Microsoft, https://copilot.microsoft.com/) for initial research and to suggest a structure for my essay”
View Scale Details (above) for specific declaration examples
Enhanced declaration
Your department or tutor may require you to provide additional information about your AI usage.
You may be asked to provide further details in an ‘Appendix’ section, such as:
The prompt(s) used to generate a response in the AI system, if applicable.
The date when the output was generated.
The output obtained (for example, a ‘link to chat’ if ChatGPT was used, or a compilation of all generated outputs in an appendix).
An explanation of how the output was modified before being incorporated into the work (such as with a tracked-changes document or a descriptive paragraph).
As such keep a record of how you have used it. Retain this information until your work has been assessed.
Citing AI use within assignments
Some referencing guides offer suggestions for how AI systems should be cited within an essay and in the reference list. However, there are issues with citing GenAI systems:
An AI tool cannot be classed as an author: it cannot take responsibility for its work, nor does it generate original ideas but reproduces ideas found elsewhere.
A reference list is designed to enable the reader to refer to the original source, which is not always possible with AI generated content.
There may be cases where it is appropriate to cite AI generated content within the body of your essay, for example, where the assignment focus is on the topic of AI and its output. If in doubt, please check with your department.
If you do need to reference AI in your work, then use your department’s preferred reference style. Referencing guides can be found on the Study Skills help pages.
Here is an example of how to reference AI in the Harvard style:
In-text citation:
When prompted to define ‘authenticity’, ChatGPT (OpenAI, 2022) responded…
Reference list:
OpenAI (2022) ChatGPT: Optimizing Language Models for Dialogue. Available at https://openai.com/blog/chatgpt/. (Accessed: 30 June 2023)
Referencing AI generated images
Example of how to reference AI generated images (examples using Harvard style, please consult your department’s referencing guide for advice on other referencing styles):
In-text citation
Hotpot AI (2024) was used to create a beach scene.
Reference list
Hotpot AI (2024) AI generated image by Hotpot AI art generator with prompt ‘Draw a beach with white sand, turquoise sea and blue sky’, 23 May. Available at: URL (Accessed: 31 May 2024).