Writing

Generative Artificial Intelligence (AI) Policy 

Version 1.0 

Purpose 

This policy aims to provide guidelines and expectations regarding the responsible and ethical use of Generative Artificial Intelligence (AI) technologies and to ensure that AI systems are utilized in a manner that aligns with the university’s values, legal requirements, and standards.  Further, this policy aims to support a culture of responsible use of AI and to mitigate risks while enhancing learning, productivity, and research.  

Scope 

This IT policy, along with any mentioned policies, applies to every individual within the University community, including faculty, students, administrative officials, staff, student-staff, alumni, authorized guests, delegates, and independent contractors (referred to as "Users" or "you"). Users are defined as those who utilize, access, or otherwise employ, locally or remotely, the University's IT Resources, whether individually controlled, shared, stand-alone, or networked.   

This policy does not address academic integrity and the use of generative AI in classroom teaching and learning.  Please refer to the appropriate student handbook for details on the acceptable use of generative AI with regard to coursework.

Policy Statement 

• Data Protection and Privacy. University users must not use generative AI tools to submit sensitive, proprietary, personally identifiable, or confidential data to a generative AI system. 

• Do not share sensitive or private information in any prompts.  Data included in prompts may be used by the companies that power the systems, and sharing of personally identifiable or sensitive information could inadvertently be shared with others.  Therefore, sharing sensitive, personal, or private information is strictly prohibited. 
• Examples of sensitive, personal, and private information include physical addresses, email addresses, birth dates, social security numbers, phone numbers, ADA status, etc.

• Transparency and Accountability.  All users must maintain transparency in the application of generative AI and are accountable for the outcomes. 

• Fact check and review all content that AI generates.  Generative AI technology is a tool that can enable work, but it does not excuse judgment or accountability.  Generative AI has been known to “hallucinate” information and should have content verified before its use. 
• Give proper acknowledgment that content was created or curated with the assistance of generative AI where applicable. 

• Intellectual Property.  Intellectual property rights must be respected as generative AI may produce content that could include copyrighted material.  Do not use generative AI to infringe on the copyrights or patents of others or to produce similar or derived works without the appropriate permissions.  

• Acquisition or Use.  The use of generative AI solutions must adhere to the above policies. If an employee desires to use generative AI systems to perform functions related to University business and it involves the use of any information that may be deemed sensitive or private as described above, they must submit a Service Request and specify the AI service, describe how it will be used, and obtain approval.  

• Policy Violations.  Employees who violate University policies will be subject to disciplinary action, up to and including dismissal from employment. 

Definitions 

Generative Artificial Intelligence (AI) refers to a class of artificial intelligence systems capable of generating content, such as text, images, code, video, or audio, based upon a set of input data rather than simply analyzing or acting on existing data.  Popular systems include GPT-3 and GPT-4/ChatGPT, and many others that currently exist or are in development. Generative AI technology is rapidly being embedded into common tools such as online search engines and other software solutions.  

Related Policies and Procedures 

• Acceptable Use Policy 

Additional Resources 

• Microsoft Principles for AI 
• Google Principles for AI 

Implementation Information 

Revision History