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Where to Declare AI Use: A Publisher-by-Publisher AI Disclosure Guide

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Where to Declare AI Use: A Publisher-by-Publisher AI Disclosure Guide

More frequently now, generative AI in research is applied in scientific writing in the process of editing language, organizing literature, conducting operations with data, and other aspects of manuscript preparation. Meanwhile, academic publishers are introducing stricter policies in terms of transparency, human accountability, and proper application of AI. Modern AI publishing guidelines make clear distinctions between simple language editing, generative writing, using AI as a methodological tool, and AI-generated images. [1]

1. Why AI Disclosure Matters

AI disclosure in research gives the editor, reviewer, and readers insight into how AI-assisted software helped in the preparation of the manuscript. This further holds researchers accountable since AI algorithms cannot be held responsible for the precision and originality of the published work.

The author must, therefore:

  • Find out about the AI policy of the journal before submission.
  • Ensure that the AI software utilised, and its intended use is noted down.
  • Conduct necessary editing on all generated content.
  • Carry the burden of scientific responsibility and follow research publication ethics.

2. Publisher-by-Publisher AI Disclosure Requirements

Publisher policies are not identical. The following comparison highlights current requirements from major publishing frameworks and illustrates why authors should verify the specific journal instructions before submission. [2]

Publisher / framework

Where to declare AI use

Key requirement

Nature Portfolio / Springer Nature

Methods section or another suitable section, depending on the use

Certain AI-assisted writing and readability uses are permitted with appropriate transparency and human oversight. AI cannot be an author. Restrictions apply to generative-AI images.

Elsevier journals

Separate AI declaration, generally before the references, for applicable manuscript-preparation use

Identify the AI tool and purpose and confirm human review and responsibility. Basic spelling, grammar, and punctuation checks are generally exempt. Research-process use should be described in Methods.

Target-journal instructions

Follow the journal’s specified location

Individual journals may impose additional requirements or restrictions.

Important: Publisher-level guidance should not replace the target journal’s own Instructions for Authors. Journal-specific requirements may be more restrictive. Authors should therefore verify the relevant publisher AI policy before submission, including the Springer Nature AI policy and Elsevier AI policy where applicable.

3. Where Should AI Disclosure Appear?

The right place depends on how the AI has been utilized.

  • AI Utilized for Writing or Editing: In case AI was utilized to facilitate writing or editing of the manuscript, the author(s) should follow the instructions from the publisher regarding where to put the required disclaimer. For instance, Elsevier requires the authors to put their declaration above the list of references, whereas the Nature Portfolio requests to include such information in the Methods section or any other suitable section.
  • AI Utilized as Part of the Research Process: When the AI has been utilized during the research process (e.g., data processing, analysis, or research using AI), the information about this should be included in the Methods section of the paper. [3]
  • AI Utilized for Basic Language Editing: Some publishers make a distinction between editing for spelling, grammar, punctuation, and readability and AI-based content generation. Thus, according to the Nature Portfolio, there is no need to mention the use of AI if it is used to edit a human-written text only.

4. AI Authorship and AI-Generated Images

AI tools can’t be included as authors/co-authors since they can’t assume responsibility for their work, can’t agree on the finalized manuscript, and cannot be responsible for its quality.

AI-generated images deserve special attention. Publication policies vary when it comes to AI-generated images. Nature Portfolio imposes many restrictions on generative-AI images, while the approach to AI that is used as part of research methodology can be different from that to the one used in illustration of results.

Elsevier also prohibits AI-generated images or images generated/modified with the help of AI, except in the case when the technology is used as part of the methodology itself.

It is important for the authors to make the distinction between the following categories of images:

  • AI-generated illustrations.
  • AI-generated or AI-altered images of research results.
  • AI used as part of research methodology.
  • Generic image manipulation or processing.

Check always the policies of the target journal about images/AI.

5. Peer Review and Confidentiality

However, AI disclosure is not applicable to just the authors alone. Peer review and AI are also connected by certain limitations since the manuscripts hold confidential and possibly unpublished data. For instance, Springer Nature discourages the uploading of the manuscripts in generative AI systems, while Elsevier does not allow the uploading of confidential manuscripts into generative AI systems. [4]

6. Current Trend: From AI Permission to AI Provenance

Scholarly publishing is going in the direction of transparent AI provenance and not free AI usage. Scholars are being asked to show how they used AI including the tool used, its function, extent of usage, and supervision. This reflects the growing emphasis on AI transparency and responsible use of AI in research. [5]

Practical Checklist before Submission

  • Read the most recent policy on AI usage from the targeted journal.
  • Find all the substantial AI-assisted activities in the manuscript.
  • Write the manuscript AI disclosure
  • Conduct verification of AI-produced facts, citations, and interpretation.
  • Check if AI is not included as an author.

Review the rules for figures produced using AI.

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Conclusion

The requirement for disclosing the use of AI technology is fast turning into a norm in academic publishing. Nonetheless, there is no universal template that dictates how such disclosure must be done. For instance, Nature Portfolio and Elsevier have different rules regarding where and when this must be disclosed. As such, one should look at the guidelines of the publisher as just a point of departure when making submissions.

Where to Declare AI Use: A Publisher-by-Publisher AI Disclosure Guide. Our Pubrica consultants are here to guide you. [Get Expert Publishing Support] or [Schedule a Free Consultation]

Frequently Asked Questions (FAQs)

AI disclosure promotes transparency and helps editors, reviewers, and readers understand how AI tools contributed to manuscript preparation. Authors remain fully responsible for the accuracy, originality, and integrity of the published work.

The location depends on the publisher and how AI was used. For example, Elsevier generally requires an AI declaration immediately before the references, while Nature Portfolio recommends the Methods section or another appropriate section.

Not always. Some publishers distinguish basic AI-assisted editing—such as correcting grammar, spelling, punctuation, and readability—from generative content creation. Nature Portfolio, for example, does not require disclosure for basic AI-assisted copy editing of human-written text.

No. AI tools cannot be listed as authors because authorship requires human accountability for the work. The human authors remain responsible for the content, accuracy, and integrity of the manuscript.

Authors should check the specific journal’s rules before using AI-generated or AI-assisted images. Publishers may restrict or prohibit such images, particularly when they could affect the accuracy or integrity of scientific content.

Generally, reviewers should not upload confidential or unpublished manuscripts into generative AI systems unless the publisher explicitly permits it. Manuscripts may contain confidential research, unpublished findings, or sensitive information.

References

  1. Resnik, D. B., & Hosseini, M. (2026). Disclosing artificial intelligence use in scientific research and publication: When should disclosure be mandatory, optional, or unnecessary?. Accountability in research, 33(2), 2481949. https://doi.org/10.1080/08989621.202
  2. Chigwada, J., & Ngulube, P. (2026). Use of artificial intelligence tools in the publishing process: expectations from publishers through author guidelines. Frontiers in research metrics and analytics, 11, 1740510. https://doi.org/10.3389/frma.2026
  3. Khlaif, Z. N., Mousa, A., Hattab, M. K., Itmazi, J., Hassan, A. A., Sanmugam, M., & Ayyoub, A. (2023). The Potential and Concerns of Using AI in Scientific Research: ChatGPT Performance Evaluation. JMIR medical education, 9, e47049. https://doi.org/10.2196/47049
  4. Zimba, O., & Gasparyan, A. Y. (2021). Peer review guidance: a primer for researchers. Reumatologia, 59(1), 3–8. https://doi.org/10.5114/reum.2021
  5. Buch, V. H., Ahmed, I., & Maruthappu, M. (2018). Artificial intelligence in medicine: current trends and future possibilities. The British journal of general practice : the journal of the Royal College of General Practitioners, 68(668), 143–144. https://doi.org/10.3399/bjgp18X695