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Templates AI disclosure and activity-file log

AI disclosure and activity-file log

A fill-in disclosure paragraph (tool, version, purpose, named reviewer, storage) and a table for the activity file so a surveyor can see who checked what, and when.

ACCME guidance from January 2026 recommends disclosing substantive AI use in educational content. Grammar tools do not count. The log is how "you are author of record" becomes visible in the file.

Who it is for

  • Coordinators putting AI-assisted slides, items, or handouts in front of learners
  • Managers who want a named reviewer on the file
  • Anyone asked "did you disclose the AI?" and wanting a sentence that is not invented on the day

What is inside

  • When disclosure is not needed (grammar tools, internal drafts)
  • A copyable disclosure paragraph with brackets to fill
  • A five-column log: what was generated, tool, purpose, reviewer, storage
  • A reviewer sign-off: facts, commercial bias, identifiers, learner disclosure

How to use it

  1. Decide whether this use is substantive. If AI generated, modified, or analyzed educational materials, log it. Spelling and grammar alone do not count.
  2. Fill the sentence before materials go out. Tool, purpose, named human, date. Confirm current ACCME wording if your counsel wants a specific phrase.
  3. Complete the log row. One row per use that touched learner-facing content or a document of record.
  4. Sign it. A log nobody signed is a draft. The reviewer is the author of record.
Time to fill in
10 minutes per activity
Used by
Any activity whose materials were drafted or analyzed with AI
Format
Microsoft Word (.docx), editable
Last reviewed
August 2026

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Or see every template, or read the 60-minute session plan for running this with your team.