Citing and Disclosing Generative AI at Butler University
Generative AI tools such as ChatGPT, Claude, Gemini, and Grok can support academic work, but using them responsibly requires transparency. Before using an AI tool, check the assignment directions and your instructor’s course policy: Butler faculty members may set different expectations for whether AI is permitted and how it must be documented. A citation identifies the tool or output; a disclosure explains what the tool did and how you used, checked, or revised the result. When no format is specified, a brief disclosure alongside the citation is a useful default.
Students who need a more detailed record may copy and adapt Butler’s Sample AI Use Log to document the tool, prompts, output used, revisions, and purpose. The categories in that log align with the transparency framework in UNC’s Syllabus Guidelines for Generative AI.
For general citation guidance, visit Butler Libraries’ Citation Guide.
Citation Style Specific Guidelines
See APA Style’s current guidance for citing generative AI. APA treats the company responsible for an AI tool as the author. Current APA guidance distinguishes between citing a specific, shareable chat and citing a tool generally.
Specific-chat format
AI Company. (Year, Month Day). Title of chat [Generative AI chat]. Tool or model. Stable share URL
Use this format when readers would benefit from seeing the exact conversation. The date is when the chat occurred or concluded, the title is the chat title in sentence case, and the source includes the tool or model plus its stable shared link. The in-text citation uses the company and year.
General-tool format
AI Company. (Year). Tool or model name [Large language model]. Tool URL
Use a general-tool reference when citing an individual conversation would be unhelpful, inappropriate, or unavailable—for example, when AI was used to edit, organize, or refine the student’s own writing. Current APA guidance no longer requires a version number by default; identify the model when it is known.
Example 1: Butler history – ChatGPT
Prompt: “Summarize the history of Hinkle Fieldhouse and explain its importance to Butler University.”
In-text use: A response to a prompt about Hinkle Fieldhouse emphasized both the building’s architectural significance and its continuing role in Butler community life (OpenAI, 2025).
Reference: OpenAI. (2025). ChatGPT [Large language model]. https://chatgpt.com/
Example 2: Butler Core Curriculum – Gemini
Prompt: “Suggest three connections between Butler University’s Social Justice and Diversity learning objectives and a first-year service-learning reflection.”
In-text use: Gemini proposed organizing the reflection around perspective-taking, structural inequity, and civic responsibility (Google, 2025; see Appendix A for the retained transcript).
Reference: Google. (2025). Gemini 2.5 Flash [Large language model]. https://gemini.google.com/
See the MLA Style Center’s updated guidance for citing generative AI. MLA does not treat an AI tool as the author. Instead, begin the Works Cited entry with a description of what was generated—often the prompt—then identify the tool, the specific model when known, the company, the date of generation, and the location. A stable, shareable conversation URL is preferred; use the tool’s general URL if a stable link is unavailable.
Template
“Your prompt text” prompt. Tool Name, model Model Name, Company, Day Month Year, stable share URL or tool URL.
Standard example – Claude
“Identify themes in two of the following course texts that a Butler student could explore when comparing community and belonging on campus” prompt. Claude, Anthropic, 9 Sept. 2026, https://claude.ai/.
Example with a model – Grok
“Propose discussion questions about ethical leadership for a Butler University FYS course” prompt. Grok, model Grok 3, xAI, 9 Sept. 2026, https://grok.com/.
Long-prompt example – ChatGPT
“Compare how two assigned memoirs portray belonging…” prompt. ChatGPT, OpenAI, 9 Sept. 2026, https://chatgpt.com/.
In-text citation for the long prompt: (“Compare how two assigned memoirs…”)
MLA Tips
- Shorten or accurately describe a lengthy prompt so readers can identify the generated content without reproducing the entire request.
- Use a stable, shareable conversation link when one exists. Otherwise, link to the tool’s main page.
- If an AI tool points you to books, articles, or other evidence, open and evaluate those works yourself and cite the original sources—not the AI summary.
- Acknowledge functional uses such as editing or translation in the text, a note, or another suitable location.
- Keep a copy of the prompt and response in case your instructor asks to see how the tool contributed to your work.
For uses that require more explanation than a citation can provide, consult MLA’s guidance on acknowledging AI and the limits of citation.
The Chicago Manual of Style’s AI guidance recommends acknowledging generated content in the text or in a numbered footnote or endnote. A formal note identifies the tool, company, date, and—when useful—the prompt. If the output was edited, say so. Do not place a conversation in the bibliography unless readers can retrieve it through a publicly available link.
Example footnote – Gemini
1. Gemini, response to “What role has the Butler ICR program played in connecting campus life with the Indianapolis community?” Google, September 9, 2026, https://gemini.google.com.
IEEE’s current policy on AI-generated content emphasizes disclosure rather than a standard reference-list citation. In an acknowledgments section, identify the AI system, name the portions of the work containing AI-generated material, and briefly describe the extent of the tool’s contribution. IEEE currently states that disclosure of routine editing and grammar assistance is recommended but not required. It also advises authors to exclude the reference section from AI editing and to verify all AI-generated results.
The IEEE Editorial Style Manual for Authors remains the main formatting reference. For AI citation situations the manual does not address, consult Chicago’s approach.
Sample disclosure – ChatGPT
The author used ChatGPT (OpenAI) to suggest revisions for grammar and concision in the introduction. The reference section was excluded. The author evaluated each suggestion and remains responsible for the final wording and content.
Butler Pharmacy, PA, and other health-sciences students should begin with Butler Libraries’ AMA Style Citation Guide: AI Tools. The guide applies sections 3.15.13, 5.1.12, and 5.2.1.1 of the AMA Manual of Style. The manual’s public updates page documents when its AI guidance was added.
The AMA Manual of Style, 11th edition, does not recognize a generative AI system as an author. Descriptions of AI use belong in running text rather than the formal reference list. When AI is part of a study, identify the tool, model or version, manufacturer, dates, prompts, and any details needed for reproducibility. When it assists with writing or editing, explain how and when it was used and affirm that the human authors remain responsible for the work. Place this information in Methods when it is part of the research design or in Acknowledgments when it assisted with writing or editing.
Butler Pharmacy example (Methods) – Claude
Between September 2 and 5, 2026, Claude Sonnet 4 (Anthropic) was used with prompts requesting standardized variable labels and draft R code for organizing a de-identified medication-adherence data set. The student reviewed and tested all code, checked the processed data against the original file, and independently interpreted the results.
Butler PA example (Acknowledgments) – Grok
The author used Grok 3 (xAI) on September 9, 2026, to identify possible wording improvements in a draft patient-education handout. No protected health information was entered. All suggestions were reviewed for clinical accuracy, and the author revised and approved the final text. The author assumes full responsibility for the integrity of the final content.
Good Practice Across Citation Styles
- Follow the instructor’s directions and the policy for the specific course or assignment.
- Record the tool, company, model or version, date, prompts, and relevant outputs while you work. Butler’s Sample AI Use Log provides a reusable format.
- Explain the tool’s role—such as brainstorming, outlining, editing, coding, or data processing—and describe your own verification and revisions.
- Never rely on an AI-generated citation without locating and checking the original source.
- Protect private, confidential, and regulated information when entering prompts.
Guidelines and Resources
- APA Style: Citing Generative AI—Reference Formats — current APA guidance for specific chats and general tools.
- MLA Style Center: How Do I Cite Generative AI? — current MLA template and examples.
- MLA Style Center: Acknowledging AI and the Limits of Citation — guidance for explaining substantive AI use.
- Chicago Manual of Style: AI-Generated Content FAQ — note and acknowledgment guidance.
- IEEE: Guidelines for AI-Generated Content — current author disclosure policy.
- IEEE Editorial Style Manual for Authors — general IEEE manuscript style reference.
- Butler Libraries: AMA Style Citation Guide—AI Tools — Butler-focused AMA guidance for health-sciences students.
- AMA Manual of Style Online and its updates page — official AMA source and update history.
- UNC Gillings: Syllabus Guidelines for Generative AI — responsible-use principles and the transparency-log framework adapted in Butler’s lesson.
- Butler Sample AI Use Log — a copyable disclosure record for student work.
Students should consult the current guidance and ask their instructor or a Butler Subject Liaison librarian when an assignment requires a format or type of AI use not addressed here.