University of Manchester

Complete Official Documentation

INSTITUTION DETAILS

Institution: The University of Manchester
Address: Oxford Road, Manchester M13 9PL, United Kingdom
Policy Owner: University AI Strategy Group
Implementation Date: February 14, 2025
Last Updated: October 29, 2025
Next Review: April 2026

Key Contact: Chris Taylor, Associate Vice-President and Chair of the University AI Group

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OFFICIAL UNIVERSITY POSITION ON AI

The University of Manchester’s Official Statement:

“When used appropriately, AI tools have the potential to enhance teaching and learning, and can support inclusivity and accessibility. Output from AI systems must be treated in the same manner by staff and students as work created by another person or persons, used critically and with permitted license, and cited and acknowledged appropriately.”

FIVE CORE PRINCIPLES FOR AI USE

All staff and students using or developing AI are personally responsible for adhering to these principles:

1. TRANSPARENCY

Always make clear when and how you have used AI in a process or in producing an output, citing relevant details. Specifically:

• Describe clearly how you have used AI tools and resources, explaining your original contribution
• Cite the AI tools or resources you used and provide links to their documentation
• Keep detailed records to provide an audit trail for your use of AI tools and resources

2. ACCOUNTABILITY

Take responsibility for any outputs or outcomes resulting from your use of AI. Specifically:

• Investigate the reliability of sources from which information has been drawn
• Apply critical thinking to verify the accuracy and reliability of outputs or outcomes
• Acknowledge primary sources appropriately

3. COMPETENCE

If you use or develop AI, update your knowledge and skills regularly to ensure you are aware of its capabilities, limitations and risks, and can use it effectively. Specifically:

• Follow the general and, where appropriate, academic literature on AI
• Take advantage of training opportunities, particularly those recommended by the University
• Seek opportunities to collaborate and share best practice

4. RESPONSIBLE USE

Ensure your use of AI tools and resources is ethical, legal and fair. Specifically:

• Avoid malicious, dishonest or harmful uses of AI and adhere to recognised ethical frameworks
• Understand and mitigate the risks of using AI, including embedded ethnic, social and cultural bias
• Do not disclose or inappropriately repurpose personal or sensitive data
• Respect the rights of copyright and intellectual property owners

5. RESPECT

Ensure your use of AI tools and resources demonstrates respect for individuals, society and the environment. Specifically:

• Respect the privacy, protect the confidentiality, and ensure the agency of individuals
• Consider and mitigate possible negative impacts on individuals or society
• Be aware of and mitigate negative impacts on the environment

CRITICAL POLICY ON AI DETECTION TOOLS

OFFICIAL UNIVERSITY STANCE:

“Tools to detect AI-generated content are unreliable and biased and cannot be relied on to identify academic malpractice in summative assessment. Output from such tools cannot currently be used as evidence of malpractice.”

Key Points:

• AI detection tools like GPTZero and Turnitin’s AI detector must not be used to identify academic malpractice
• These tools are considered unreliable and biased
• Output from AI detection tools cannot be used as evidence of academic misconduct
• Students cannot be accused of cheating based solely on AI detection tool results

TEACHING AND LEARNING GUIDELINES

Course Unit Variations

With approval at School level, the University position may be broadened or narrowed for specific Course Units or assignments to encourage, require, or disallow specific uses of AI. Students must be given:

• Detailed information explaining the rationale for the variation
• Clear guidelines on what is and is not allowed
• May be required to sign a School-approved Code of Conduct

Plagiarism Policy

• Work submitted for assessment should contain the student’s own original work
• Students must declare any use of generative AI in preparing work for assessment
• Students must explain AI’s role in their work
• Submitting AI-generated work as one’s own without declaration is plagiarism
• Will be dealt with under the University’s Academic Malpractice Procedure

Proofreading Guidelines

• Using AI to correct grammar or spelling is acceptable
• Students using AI for proofreading must ensure it does not result in substantive changes to content or meaning
• Must comply with University Proofreading Policy

Access and Choice

• Where AI use is encouraged or required, University must ensure equitable access at no additional cost
• Where AI requires personal data, an alternative mechanism must be available
• Students must be informed how third-party systems use their data

REFERENCING AI IN ASSIGNMENTS

When to Cite AI:

If you use AI-generated text or images directly in your assignments, you must cite the AI tool.

How to Cite (Harvard Manchester Style):

Follow the ‘Software’ format from the Library’s Harvard referencing guide.

Citation Requirements:

• Declare AI use and explain its role
• Include details of AI tool(s) used with links to documentation
• For generative AI, document the queries used
• Do not list AI tools as document authors
• Treat AI-generated content as ‘private communication’
• State which version of the tool and date accessed

Example Citation Format:

OpenAI (2024) ChatGPT (Version 4) [Large language model]. 

Available at: https://chat.openai.com (Accessed: 15 November 2024).

RESEARCH GUIDELINES

Data Synthesis

• Any use of AI to generate data must be completely transparent
• Distinguish clearly between real and synthesised data
• Detail the methods used
• Using AI to fabricate data without declaration is research misconduct

Publication Guidelines

The corresponding author carries ultimate responsibility for manuscript accuracy. When using AI:

• Adhere to publishers’ guidelines on AI-generated content
• Declare any significant AI use and reference properly
• Ensure all claims are accurate with proper sources
• Ensure unbiased selection of material
• Verify references actually support claims
• Properly acknowledge all content sources

Reviewing Papers

Use AI with extreme caution when reviewing. Must declare any use to publisher/funder.

Avoid:

• Breaching confidentiality by uploading documents under review
• Relying on AI for reviewing decisions instead of own judgment
• Using AI when prohibited by publisher or funder

Research Chatbots

• Make AI use clear to research participants
• Do not use public AI services for collecting personal/sensitive information
• Risk disclosing information to third parties

STUDENT GUIDANCE SUMMARY

DO:

Use University-licensed Microsoft Copilot for coursework
Be transparent about AI use when required
Cite AI tools when using generated content directly
Check assignment guidelines for specific AI rules
Use AI to complement your thinking, not replace it
Verify AI-generated information for accuracy

 Keep records of AI usage for transparency

PRIVACY AND DATA PROTECTION

What NOT to Share with AI:

• Personal information about yourself or others
• Patient data or medical records
• Confidential University information
• Embargoed research papers
• Sensitive research data
• Export-controlled information
• Copyright protected materials from others

GDPR Compliance:

• University-approved tools (Microsoft Copilot) are GDPR compliant
• Public AI tools may not protect your data
• Information entered may be stored and shared with third parties
• Use professional judgment with all AI interactions

ACADEMIC INTEGRITY

What Constitutes Plagiarism:

• Submitting AI-generated work as your own original work
• Misrepresenting your understanding of the subject using AI
• Not declaring AI use when required
• Using AI in ways that violate specific assignment guidelines

How to Maintain Integrity:

• Always declare AI use transparently
• Explain AI’s specific role in your work
• Submit work that genuinely represents your understanding
• Follow course-specific AI guidelines
• Keep detailed records of AI interactions
• Use AI as a learning tool, not a replacement for learning

DOCUMENT CONTROL

Version History:

• Implementation Date: February 14, 2025
• Last Edited: October 29, 2025
• Owner: University AI Strategy Group
• Next Review: April 2026

Guidelines prepared with: Microsoft Copilot 365 was used to search for existing guidelines and summarize texts, but no content generated by Copilot is included directly in this document.

SUMMARY OF KEY TAKEAWAYS

© The University of Manchester 2025
Oxford Road, Manchester M13 9PL, United Kingdom

This document consolidates official University of Manchester policies and guidelines on Artificial Intelligence use in education and research. Students and staff should consult the official University sources for the most current information.