Using GenAI in HDR Studies

The University acknowledges that GenAI tools are being used at various stages of research, presenting both opportunities for researchers and challenges for research integrity. GenAI technology is evolving rapidly and the use of AI in doctoral research is an emerging area that requires a careful and considered approach

The following FAQs have been developed to assist HDR students, HDR supervisors and HDR external examiners in the ethical and appropriate use of GenAI in research. These should be read in conjunction with the Using AI tools in research website and for more information, refer to the University’s statement on AI in research.

For HDR Students

For HDR Supervisors

For HDR External Examiners

Using GenAI in HDR Studies

Using AI tools in Research

Using AI for study

Milestones

Exam Information for HDR Examiners

Managing HDR Supervision

HDR Supervisors

FAQs for HDR Students

What is the University’s position on the use of Generative Artificial Intelligence (GenAI) in Research?

What is Generative Artificial Intelligence (GenAI)?

Generative AI (GenAI) is a subset of artificial intelligence that focuses on creating new content, such as text, images, videos, audio, and even code, based on input prompts. GenAI models learn patterns and structures from large datasets during training. They use this knowledge to generate new content that resembles the training data. For example, a text-based GenAI model can generate coherent paragraphs based on a given prompt.

What is the recommended GenAI tool at Flinders University?

All HDR students and supervisors have access to the University-approved and recommended Microsoft CoPilot with Enterprise Data Protection [Copilot Chat]. This powerful GenAI tool is designed to enhance students’ productivity and creativity, without compromising on data privacy and research integrity. When students sign into Copilot Chat using their Flinders login details, all conversations are private and anonymous. They are not stored or used for chat model training. This ensures students can safely use Copilot Chat with confidential data, unlike the free AI tools on the web. For more information about CoPilot Chat - refer to Copilot Chat and this BLOG.

Why do I need to acknowledge the use of GenAI in my thesis?

To uphold the integrity of your research and investment of your time, it is important that your research is recognised as your own and to remove any doubt for the readers. For further information please refer to a 2024 BLOG entitled Artificial Intelligence (AI) in Research.

What are the penalties for students who do not declare they have used GenAI in their thesis?

It is a requirement via the HDR Policy and supporting procedures that students declare whether and how they have used GenAI in their research and thesis writing. HDR students must also abide by the Research Integrity Policy. If there is a research integrity breach, the Breach of Research Integrity Procedures will be enacted.

Can I use GenAI in my thesis?

You can use GenAI in your thesis. In line with the Charter for HDR Student and Supervisor Responsibilities it is important for you to understand and discuss the University’s statement on AI in research with your supervisor(s), to understand what GenAI is, and how it can be used in research for your specific discipline. The use of GenAI must be responsible, ethical, and consistent with the core principles of research integrity that appear in the Australian Code for the Responsible Conduct of Research.

It is important to have an agreement, and open, transparent and ongoing discussions about the use of GenAI and how to declare or acknowledge it with your supervisor(s). You will be asked at each Milestone to record details of your GenAI use and discussions.

How do I acknowledge the use of GenAI in my thesis?

It is important to acknowledge the use of GenAI in your thesis submitted to external examiners to allay any concerns. When you use GenAI in your research or thesis, clearly acknowledge the use of the tools in the relevant chapter. If you have not used GenAI in your research or thesis, to remove any doubt, clearly state that no GenAI has been utilised in the thesis. This can be achieved through a sentence in the introduction.

If you have used GenAI, you can easily acknowledge this with footnotes, for example: "Microsoft Copilot Chat was used to assist in the [for example: editing process and to identify improvements in writing style], in accordance with the current guidance at Flinders University."

You will be required to make a declaration about your use of GenAI in your final thesis for examination in accordance with the HDR Thesis Rules declaration.

For more information refer to Using AI tools in research website and the University’s statement on AI in research.

Take care when using GenAI with respect to Indigenous Knowledges and perspectives and GenAI.

Student literacy is important when using GenAI. Flinders University has an active Reconciliation Action Plan and Indigenous Research Strategy, and significant work has been undertaken to ensure respect in relation to Indigenous Knowledges. As GenAI tools are machine learners, the technology does not have the same capability. Take care when using GenAI for your research in relation to Indigenous Knowledges. If in doubt, check with your HDR supervisor.

Can I / should I use an AI detector? What about the AI features of software (e.g., for systematic reviews) - not in 'writing' per se?

At Flinders University all HDR students must submit an iThenticate report with their written work for Milestones and thesis for examination. iThenticate is a plagiarism-detection software from Turnitin, and includes AI writing detection capabilities in helping identify potential AI-generated content in submitted work.

HDR supervisors should have regular and ongoing open conversations with their students throughout candidature about the appropriate use and acknowledgement of GenAI.

Can students use GenAI to write/edit code and analyse data and trends?

Where appropriate, students can use GenAI to write/edit code and analyse data, provided this is explicitly recognised and acknowledged in the thesis, and discussed with their HDR supervisor(s).

How can I stop my thesis being ingested into GenAI models in the future?

Using only the University-approved and recommended Microsoft Copilot Chat will ensure your data are protected.

At the time of the award of your degree, if you have concerns about the content of your thesis being available via Open Access, you can apply for an embargo to your thesis in accordance with the HDR Examination Procedures.

FAQs for HDR Supervisors

What are the penalties for supervisors if they miss that their student has used GenAI in their thesis?

HDR supervisors have a responsibility, to the best of their ability, to monitor students’ research integrity for their research, outputs and thesis, via the HDR Policy and supporting procedures. HDR supervisors must also abide by the Research Integrity Policy. If there is a suspected research integrity breach, the Breach of Research integrity Procedures will be enacted.

Can supervisors use AI to review their student’s thesis?

No. HDR supervisors should not use GenAI tools to review their students’ theses, to ensure the integrity and confidentiality of students’ research is maintained. GenAI is also not a substitute for good supervision and feedback.

HDR supervisors could use GenAI to synthesise separate feedback based on their own notes.

Can prospective applicants use GenAI for their applications for admission?

No. The nature of HDR study is that it is an independent study that has been written by the student. Therefore, the research project outline for their application should be written in their own words and prepared in accordance with information available here, under the ‘Research Project outline’ heading.

The Office of Graduate Research may put applicants’ research proposals through text-matching software as part of the admission assessment process.

Furthermore, the Office of Graduate Research recognises the importance of supervisors meeting with prospective students before they agree to supervise. This helps to ensure that the quality of the application maps to that person and that it has not been prepared by GenAI.

What is my responsibility as a HDR supervisor to ensure ethical use of GenAI by my students?

In line with the Charter for HDR Student and Supervisor Responsibilities it is important for you to understand and discuss the University’s statement on AI in research with your student(s). To understand what GenAI is and how it can be used in research for your specific discipline. The use of GenAI must be responsible, ethical, and consistent with the core principles of research integrity that appear in the Australian Code for the Responsible Conduct of Research.

The use of GenAI should be an ongoing discussion between you and your students. At each of your students’ Milestones you will be asked to confirm that, to the best of your knowledge, the student has acknowledged and declared their use of GenAI in accordance with the University’s statement on AI in research.

As a HDR supervisor, what actions can I take if I have concerns about the use GenAI by my students at any time during the candidature?

In the first instance, it is important to have a local level discussion with your College HDR Coordinator or Dean (Research). You can also consult a Research Integrity Advisor. The Research Integrity Policy applies to HDR students with respect to research misconduct.

The use of GenAI should be an ongoing discussion between you and your students. At each of your students’ Milestones you will be asked to confirm that to the best of your knowledge, the student has acknowledged and declared their use of GenAI in accordance with the University’s statement on AI in research.

Can my student use GenAI in their thesis?

Yes they can. In line with the Charter for HDR Student and Supervisor Responsibilities it is important for you to understand and discuss the University’s statement on AI in research with your student(s). To understand what GenAI is and how it can be used in research for your specific discipline. The use of GenAI must be responsible, ethical, and consistent with the core principles of research integrity that appear in the Australian Code for the Responsible Conduct of Research.

It is important to have an agreement and open, transparent and ongoing discussion about the use of GenAI and how to declare or acknowledge it with your student(s). Students will be asked at each Milestone to record details of their GenAI use and discussions.

How does my student acknowledge the use of Gen AI in their thesis?

It is important for your student to acknowledge the use of GenAI in their thesis submitted to external examiners to allay any concerns. When your student uses GenAI in their research or thesis, they clearly need to acknowledge the use of the tools in the relevant chapter. If your student has not used GenAI in their research or thesis, to remove any doubt, they can clearly state that no GenAI has been utilised in the thesis. This can be achieved through a sentence in the introduction of the thesis.

If students have used GenAI, they can easily acknowledge this with footnotes, for example: "Microsoft Copilot Chat was used to assist in the [for example: editing process and to identify improvements in writing style], in accordance with the current guidance at Flinders University."

Students will be required to make a declaration about their use of GenAI in their final thesis for examination in accordance with the HDR Thesis Rules declaration.

For more information refer to Using AI tools in research website and the University’s statement on AI in research.

FAQs for External Examiners

Can I use GenAI for examining a Flinders University HDR Thesis?

No. External examiners cannot use GenAI tools to assess our students’ theses. This is to ensure the integrity and confidentiality of our students’ research. The submitted thesis materials cannot be uploaded into any online tools. We acknowledge that an examiner may use GenAI to assist in the preparation of their report based on their own separate notes from the examination.

If you have any questions, please contact HDR.Exams@flinders.edu.au.

How will I know if a Flinders University student has used GenAI in their HDR Thesis?

Students are asked to make a declaration about their use of GenAI in their final thesis for examination in accordance with the HDR Thesis Rules. Students will also clearly acknowledge the use of GenAI tools in their research or thesis in the relevant chapter via footnotes. If students have not used GenAI in their research or thesis, to remove any doubt, they are asked to clearly state no GenAI has been utilised in the thesis through a sentence in the Introduction. HDR supervisors are also asked to confirm this over the course of the candidature.

If you have any questions, please contact HDR.Exams@flinders.edu.au.