Artificial Intelligence (AI) tools, such as ChatGPT, Gemini, Grammarly, Claude, and many more, use computer programs to generate text or images, answer questions, and help with tasks based on the information you provide. While AI is becoming more common in the world today, that does not mean that it is always entirely credible. With the popularity of these programs growing in the past few years, we wanted to touch on some common questions we receive regarding the use of AI tools on grant applications.

• Can I use AI tools to help with my grant application?
  • Yes, if you use them correctly! Artificial intelligence tools can help brainstorm ideas, draft sections, proofread text, or rephrase content to make your application clearer; however, you should always review and edit the AI-generated text to ensure its accurate, true to your voice, and meets the grant requirements.

• What types of tasks can AI tools help me with on a grant application?
  • Generating outlines to help get your point across
  • Summarizing background information
  • Polishing grammar and flow
  • Rewriting pre-written sections into simpler or more formal language
  • Checking for consistency and clarity

• What should I not use AI for?
  • Sharing sensitive personal or financial information (ex: SSNs, bank account information)
  • Drafting sections that contain confidential or proprietary business information
  • Making final budget calculations

• How can I keep my information safe when using AI?
  • Never enter confidential data.
  • Remove or replace names, addresses, and other personal identifiers before sharing text with an AI tool.
  • Use placeholders such as “[ORGANIZATION NAME]” or “[AMOUNT]” when drafting.
  • If you need to handle sensitive information, do it offline or with trusted human reviewers.

• Is the information I share with AI private?
  • Not always. Most AI tools store prompts to improve their performance. Read the privacy policy of any AI tool you use and assume that anything you enter will be stored and reviewed. For extra caution, only enter non-sensitive, general information.

• How can I make sure that the AI suggestions are accurate?
  • Double-check facts, figures, sources, and calculations.
  • Ensure the tone and language used match your goals.
  • Proofread carefully. AI tools can still make errors or sound too generic.
  • Keep your final application authentic and tailored to the RFP.

• What are the best practices for using AI responsibly?
  • Use AI to only assist, not replace, your judgement.
  • Always verify the final text.
  • Keep a record of what you wrote vs. what AI wrote.
  • When in doubt, ask a trusted technical support provider to review your draft.

Key Takeaway

AI can be a great helper for grant writing, but you are responsible for protecting your data, ensuring accuracy, and submitting a high-quality and truthful application.