Using AI tools responsibly

Drafting with an AI tool

GrantAssembly doesn't write proposal text with AI. If you draft a section with an AI tool of your own, keep these in mind:

• The tool has its own terms, which decide what happens to what you type or paste into it. Only share information the client is comfortable sharing with that tool.
• You are responsible for what goes into the proposal. Check the draft as described below, and mark the section so it shows in the AI use log.

Check every fact, number and source

AI tools can make up numbers, dates, research findings, quotes and sources that look real. Before a draft goes into a proposal:

1. Check every number, date and claim against the client's own records, such as its budget, Form 990, reports and the Text library.
2. Open every source and confirm it says what the draft says it does.
3. Replace each placeholder in brackets with a real fact, or take the sentence out.
4. Rewrite it in the client's own voice, so it sounds like the organization and is specific to its community.

Check the funder's rules on AI

Funders differ. Some ask you to say AI was used, and some do not allow it. Read the funder's guidelines (the RFP or NOFO), and its application form, for anything about AI.

1. On the grant page, open Funder's guidelines in the Application section and choose Edit (or + Add guidelines).
2. Set Funder's rules on AI to what the funder says: Allowed, Allowed with disclosure, Not allowed or Not stated. Then choose Save. It shows at the top of the AI use log.
3. To help you find the rules, choose Scan for AI rules and paste the guidelines' text. It lists the sentences that mention AI. It is a word search, so it can miss rules: read the guidelines yourself. The pasted text isn't saved or sent anywhere.

If you aren't sure what the funder allows, ask its program officer.

Mark AI-assisted sections and check them

1. In Writing, open the document and choose More, then AI use.
2. Tick AI helped draft this document. Under Which tool?, type the tool's name if you like, such as ChatGPT.
3. Once someone has checked its facts and sources, tick Someone has read and checked the AI-drafted text and choose Save. The line under the document's name then shows who checked it and when.

Unticking AI helped draft this document clears the tool and the check.

The AI use log and disclosure statements

A document's AI use shows its tool, when it was marked and who checked it.

1. If the funder asks you to say how AI was used, choose Write a disclosure statement there.
2. Pick Drafting help or Editing only. The statement fills in the client's name, the tool and the document's name. Anything it doesn't know stays in brackets for you to fill in.
3. Edit it so it matches how AI was used, then choose Copy and paste it where the funder asks for it. It is never added to the proposal for you.

If the funder has its own disclosure wording or form, use that instead.