AI Usage in Proposals

What is Generative AI?

As generative Artificial Intelligence (AI) tools have become more developed and increasingly commonplace, federal sponsors have implemented rules and regulations surrounding the use of AI in research proposals, including mandatory disclosure requirements in certain cases.

What is Generative AI?

Generative AI is a type of artificial intelligence that can create new content, such as text, images, audio, video, computer code, or data, based on patterns it learned from large amounts of existing information. As defined by the Department of Energy, generative AI “refers to AI models that emulate the structure and characteristics of input data in order to generate derived synthetic content, also referred to as “output,” including text, code, images, videos, audio, and other digital media."

Examples of generative AI include (but are not limited to): 

  • Text generation: ChatGPT, Microsoft Copilot, Claude  

  • Image generation: DALL·E, Midjourney  

  • Code generation: GitHub Copilot  

  • Audio/music generation: AI tools that create speech or music from prompts

Key Takeaways 

  • Federal sponsors have different requirements regarding the use of generative AI in proposal preparation.

  • When AI use is permitted, it is common for federal sponsors to require disclosure that AI tools were used in proposal preparation and in what capacity. 

  • Investigators remain responsible for the accuracy, originality, citations, and compliance of proposal content, regardless of whether AI tools are used.

  • Proposal narratives, budgets, unpublished research results, export-controlled information, proprietary information, and other non-public data should not be entered into public AI systems unless authorized by applicable university policies.

  • Always review the funding opportunity announcement and sponsor guidance for AI-specific requirements.

  • Researchers remain responsible for the accuracy, originality, citations, and compliance of all proposal content, regardless of whether AI tools are used.

Suggested Disclosure Language 

Generative artificial intelligence (AI) tools were used to assist in drafting and refining portions of the proposal text. All ideas, research concepts, methodology, and technical content were developed and validated by the authors. The authors have reviewed and verified all content and take full responsibility for the accuracy, originality, and compliance of the submission.

Guidelines by Agency

Federal guidance on AI use in federally funded research is an evolving topic. The following provides current information from select agencies. The Office of Sponsored Programs (OSP) advises reviewing funding opportunity announcements, award terms and conditions, and UCCS policies and guidance for additional restrictions on AI usage. 

National Science Foundation (NSF)

  • NSF permits the use of generative AI tools to assist in proposal preparation.  

  • Proposers remain fully responsible for the accuracy, originality, and integrity of their submissions.   

  • NSF encourages investigators to disclose how generative AI was used in developing the proposal. 

NSF Use of Generative AI Technology in the Merit Review Process

National Institutes of Health (NIH)

  • Effective September 25, 2025, “Applications that are either substantially developed by AI or containing sections substantially developed by AI are not considered the original ideas of applicants and will not be considered by NIH.”  

  • AI tools may be appropriate to assist in limited aspects of application preparation.  

  • NIH uses methods to identify AI-generated content and may take compliance or enforcement actions if inappropriate AI use is identified. 

NIH Policy on AI Use in Research Applications

Department of Energy (DOE)

  • DOE currently does not have a department-wide grant proposal policy that bans or requires disclosure of generative AI use.   

  • However, DOE guidance permits the use of AI tools as an aid to writing and idea development while emphasizing that investigators remain fully responsible for the accuracy, originality, and integrity of proposal content.   

  • Applicants should carefully verify AI-generated information and avoid entering confidential or proprietary information into public AI systems.  

DOE - Use of Generative AI

National Aeronautics and Space Administration (NASA)

  • NASA FAQ: “Currently, Science Mission Directorate (SMD) does not prohibit the use of Generative Artificial Intelligence (AI) tools, such as ChatGPT, or professional human writers in the preparation of proposals or required award reports”

  • In terms of citation, proposers and grantees must acknowledge when content is not the creative product of the proposal team.

  • Any material contained in proposals (or in reports) to NASA that is not the product of the team must be cited.

  • If generative AI contributes content to a NASA proposal, investigators must acknowledge that use through citation and identify the AI tool, version, date/time used, and how the tool contributed to proposal development.   

FAQ for NASA Senior Advisors for Research and Analysis

National Endowment for the Humanities (NEH)

  • “NEH will permit applicants to use AI technology to prepare their applications; however, NEH will require all applicants to specifically acknowledge (by use of footnotes or other marginal notations) when they have inserted AI-generated text into their proposals.”

  • NEH reserves the right to declare an application ineligible if it does not comply with the disclosure requirement.

  • Specifically, AI may be used as a writing aid, such as for drafting, editing, or language assistance.

  • However, using AI does not relieve applicants of responsibility for the proposal's accuracy, clarity, or sourcing.

Policy on the Use of Artificial Intelligence for NEH Grant Proposals

Continuation

UCCS Guidelines Governing AI Usage 

  • Information shared with Generative AI tools using default settings is not private and could expose proprietary or sensitive information to unauthorized parties.  

  • Research proposals, plans, and results are classified as “confidential” or, if they contain export-controlled or HIPAA information, “highly confidential.”   

Additional Resources 

Frequently Asked Questions

Generally, yes, unless prohibited by a sponsor. Investigators remain responsible for the accuracy, originality, and compliance of all submitted proposal content. 

Sponsor requirements vary. Some sponsors permit limited AI assistance, while others impose disclosure requirements or restrictions. Review sponsor guidance before relying on AI-generated content. 

Not recommended; see CU’s Data Classification Standard for guidance. Proposal materials may contain unpublished research ideas, proprietary information, confidential information, export-controlled information, or other sensitive data that should not be shared with public AI systems. 

It depends on the sponsor. Some agencies encourage disclosure, while others require acknowledgment or citation of AI-generated content. 

The investigator and proposal team remain responsible for the accuracy, integrity, citations, and compliance of all proposal content regardless of whether AI tools were used. 

Contact OSP regarding proposal requirements and sponsor guidance. Contact OIT Security regarding approved AI tools and data security considerations.