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Policy No: 2129
Responsible Office: Computer Services Center
Last Review Date: 09/02/2025
Next Required Review: 09/02/2030
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Policy No: 2129
Responsible Office: Computer Services Center
Last Review Date: 09/02/2025
Next Required Review: 09/02/2030
Generative Artificial Intelligence Usage for Staff and Administrative Employees
1. Purpose
The growing presence of generative artificial intelligence (GenAI) in higher education, such as tools like Gemini, ChatGPT, and Copilot, necessitates a framework for their authorized use. This policy provides guidelines for leveraging GenAI in University workspaces while protecting institutional, personal, and proprietary data.
2. Applicability
This policy applies to staff and administrative employees of all University General Division departments conducting job-related duties. It does not apply to student use nor to academic and research activities conducted by appointed faculty, as these may be governed by separate, specific policies. University employees have access to University-sanctioned GenAI tools, including Google Gemini and other applications, through the University’s institutional Google licensed products.
3. Definitions
Artificial Intelligence (AI): The capability of computer systems or algorithms to imitate intelligent human behavior. Traditional AI is typically used for specific tasks like classification or prediction based on existing data.
Generative Artificial Intelligence (GenAI): A subfield of AI focused on creating new, original content, including, but not limited to, text, images, audio, video, and code.
4. Policy Guidelines
4.1 Allowable Use
While the University supports the responsible use of sanctioned GenAI tools, certain GenAI tools have notable limitations that must be taken into consideration, particularly that output generated by GenAI tools may be biased, misleading, or inaccurate. It is the responsibility of the user to verify the integrity of all data and craft his/her own work product.
Examples of Allowable Use:
- Automating tasks, drafting communications, scheduling, and organizing information;
- Idea generation, drafting assistance, translation, proofreading, and editing;
- Summarizing meeting minutes and identifying tasks.
Individual departments may develop and enforce stricter policies regarding the use of GenAI tools within their units, but are not permitted to establish more lenient policies than those outlined herein.
Most GenAI tools capture user input to incorporate into their large language models (LLMs) for increased future training accuracy. However, this creates potential for users to disclose sensitive data or intellectual property.
4.2 Limited to University-Licensed Tools
Only GenAI tools that have been licensed through the University’s procurement process may be utilized for job-related duties. This includes products licensed centrally by administration that are available to some or all employees and products that have been acquired by departments under contracts that have been approved by the University Office of General Counsel. The use of personally managed instances of Gemini, ChatGPT, and Copilot, or other GenAI tools for job-related duties that does not meet the aforementioned requirements is prohibited unless otherwise explicitly approved on a case-by-case basis.
4.3 Restricted Data
Restricted data should not be entered into any GenAI tool, regardless if the tool is University-sanctioned or not. Restricted data includes, but is not limited to:
- FERPA-protected student information;
- HIPAA-protected health information;
- Proprietary information of the University;
- Confidential or Controlled data;
- Other personal data as defined by the University Personal Data Protection Policy;
GenAI tools must not be used for any activities that are illegal, fraudulent, or violate any state or federal laws or University policies. Do not input any information to a GenAI tool that you would not transmit via your University email account.
4.4 Transparency
Acknowledging the use of a GenAI tool is more than just a good practice; it's a fundamental aspect of responsible and ethical engagement with AI. This practice helps to manage expectations, encourages critical evaluation of the content, and mitigates the risk of misrepresentation.
4.5 User Assistance
For questions regarding the appropriate use of GenAI tools, please contact the Office of Information Security or the Computer Services Center.
5. Procedures
The University’s Google-licensed products (e.g., Gemini, Gmail, NotebookLM) can be accessed in the Google Apps dropdown menu on the upper right side of the page, provided the employee is using a web browser that is logged into his/her University Google account. Alternatively, you can directly log-in to an approved Google GenAI tool by navigating to the tool via a web browser, and logging in using your University email and single sign-on password.
6. Enforcement
University staff and administrative employees are responsible for knowing and following the guidelines set in this policy. Failure to comply with this policy, including the use of GenAI in an unauthorized manner, could result in disciplinary action, up to and including termination of employment. In addition, financial consequences and liabilities incurred as a result of unauthorized GenAI usage may be the responsibility of the employee’s department.