Generative AI in research funding

Principles for the use of generative AI in the writing phase of the grant proposal

These principles are based on the Amsterdam UMC Research Code; Basic Principles of Research Code Amsterdam UMC

1. Accountability and Factual Quality:

Applicants are ultimately responsible for the content of their applications. While GAI can be a supportive tool, it carries risks such as plagiarism, incorrect citations and inaccuracies. Applicants must verify the accuracy, bias, integrity and completeness of AI-generated content and ensure correct citations are added. Generative AI models are not considered authors or co-authors.

2. Data Protection and Confidentiality:

Grant proposals are confidential, and sharing sensitive information with GAI tools can lead to data leaks, potentially affecting future patent rights. Input data, including text and prompts, may be stored and reused by AI applications, risking exposure to other users. Applicants should avoid entering personal data or confidential information into GAI applications.

3. Transparency:

Applicants must be transparent about the use of GAI in their proposals. This includes documenting the use of AI and other language models, validating sources, and mentioning AI use in the references of the application. Funding bodies, such as Horizon Europe, may require explicit acknowledgment of AI use. For internal grants, such as the Amsterdam UMC Postdoc Career Bridging Grant, applicants will be asked to acknowledge the use of generative AI in the application form.

Applicants must respect (inter)national legislation, including the General Data Protection Regulation, and adhere to the Dutch code of conduct for scientific integrity. They should also follow any specific guidelines from their research institutions.

The application of generative AI is still in its infancy. It is important to experiment with possible applications, taking into account the associated risks. Another aspect to take into account is the amount of energy needed to work with AI due to the significant computing capacity required. Working with AI is not sustainable. So make sure you have a clear goal in mind when you experiment, and be conscientious.

Use of generative AI for the evaluation of research grant proposal
Amsterdam UMC follows general principles of the Amsterdam UMC research code: Peer review of research proposals and manuscripts Research Code Amsterdam UMC. Research Grant Support staff may make use of the Amsterdam UMC GenAI tool to provide enhanced services to researchers. Material written by researcher can be used and researchers are informed about how their data will be used before consent is obtained. The RGS AI tool has been developed through close collaboration between RGS experts and researchers in the Amsterdam AI environment. RGS staff members actively enhance their skills by exchanging case studies and sharing their expertise in prompt engineering. This ongoing training ensures that the RGS team remains at the forefront of effective and responsible use of generative AI in research funding support. Any GenAI-generated content is always reviewed and edited by a Research Grant Support expert to ensure the funding principles of GenAI policy - please see: Generative AI in research funding | Amsterdam UMC. The environment is strictly protected and not accessible for external use.
Consequences on using Gen AI in grant proposals writing

RVO has published a brief guide to advise applicants regarding the use of AI in proposal writing, containing amongst others do’s and don’ts, and practical tips.

Particular attention on consequences for patents. For more information, please visit:

Horizon Europe & Eureka - How to (not) use AI in grant proposal writing | RVO.nl

Funding bodies on the use of generative AI
Update Situation in 2025

Funding bodies have published guidance notes in the use of GenAI:

During the preparation of this memo, no GenAI guidelines have been found for charity foundations such as Hartstichting and KWF, but it is assumed that similar principles described in national funding bodies also apply for these funds.

  • Universities have published guidance notes:

- UvA focuses primarily on guidelines in education: AI tools and your studies - student.uva.nl

- VU documents a number of European Universities guidelines on GenAI in research:
Research and AI - More about - Vrije Universiteit Amsterdam (vu.nl)

- Amsterdam UMC: How can you use ChatGPT and AI in a good way? (amsterdamumc.org)

Generative AI in research funding

When utilizing Generative AI (GAI) in the writing phase of grant proposals, applicants must adhere to several principles to ensure responsible and ethical use. These principles are based on the Amsterdam UMC Research Code; Basic Principles of Research Code Amsterdam UMC; Amsterdam UMC Health Data Science core team rules and those of relevant funding bodies. By following these principles, applicants can responsibly integrate generative AI into their research funding applications, ensuring ethical standards and compliance with relevant guidelines.

European Artificial Intelligence act

Amsterdam UMC researchers developing or using AI based tools in their (healthcare) research projects should be aware of new regulations and preferably already comply in the early stages (e.g. grant proposal) of their project to prevent issues and delays later on.

The AI Act (Regulation (EU) 2024/1689) (link here) is the first-ever comprehensive legal framework on artificial intelligence worldwide. It aims to foster trustworthy AI in Europe and beyond by ensuring that AI systems respect fundamental rights, safety, and ethical principles while addressing risks associated with powerful AI models. To oversees enforcement and implementation of the AI Act with the member states, the Commission has established the European AI Office.

While the AI Act entered into force on 1 August 2024, its provisions will be implemented gradually over the following months and years, with different deadlines for various aspects of the regulation. A first important deadline 1 February 2025, after which 'Prohibited AI' (see below) can no longer be used.
A second important deadline is 1 August 2026, when oversight of high-risk AI begins, and significant fines can be imposed if an institution does not comply with the rules.

The EU is drafting a 'General-Purpose AI Code of Practice' for general-purpose AI systems, with input from over 1,000 experts through an iterative process. This document is designed to guide providers of general-purpose AI models, particularly those with systemic (high) risks. A first draft is now accessible, with the final version of the Code expected to be completed by 1 May 2025.

The AI Act introduces a risk-based approach to the regulation of AI systems in regards to its development, marketing and systems. It categorizes AI systems into four levels of risk and establishes different rules for AI systems based on their risk levels. In addition, it requires appropriate AI literacy for people using AI tools or those otherwise involved.

Further links and information
  • Cornell University - a report by the Cornell University task force, also discusses GenAI at different stages of research, with examples of its use: 'Generative AI in Academic Research'