Guidelines for Generative AI Use - an ITS Guide

1️⃣ Use F&M-protected AI tools when handling institutional data: Franklin & Marshall College has a contractual agreement with Google that protects information entered into Gemini and NotebookLM when signed in with F&M institutional accounts (@fandm.edu). When working with College-related information, including coursework, research data, or administrative materials, use these protected institutional tools rather than personal accounts or other publicly available AI services.

2️⃣ Protect confidential data with public AI tools: When using AI tools outside of F&M's protected institutional agreements, never enter private, sensitive, or confidential data (defined by F&M's Data Classification Policy). Information shared with publicly available generative AI tools using default settings is not private and will likely be used to train future models. Even with paid personal accounts, your data may be retained and used by these services unless explicitly protected by institutional agreements like F&M's Google contract.

3️⃣ Review AI content carefully before publication: AI-generated content can be inaccurate, misleading, or entirely fabricated (sometimes called "hallucinations"). Always verify factual claims and critically evaluate outputs before relying on or sharing them. Remember that you are ultimately responsible for the content your coursework and work products.

4️⃣ Consider how AI impacts teaching and learning: Faculty should thoughtfully consider how generative AI tools align with course learning objectives and F&M's commitment to teaching students to read, write, and think critically. Click here to find more faculty resources on AI.

5️⃣ Adhere to College policies, including those on academic integrity: Review the Academic Honesty Policy for details. Faculty should be clear about their policies on permitted uses, if any, of generative AI with the students they are teaching and advising. Students are encouraged to ask their instructors for clarification about these policies as needed.

6️⃣ Follow established data governance practices: Sensitive data should be used with appropriate caution. Restricted or confidential data should only be used with institutionally-approved and contractually-protected AI tools. Consult with Information Technology Services if you have questions about data classification or which AI tools are appropriate for specific types of information.

7️⃣ Be alert for AI-enabled phishing: Generative AI has made it easier for malicious actors to create sophisticated scams at far greater scale. Continue to use safe computing best practices and report suspicious messages to Information Technology Services through established reporting channels.

8️⃣ Recognize the broader implications: Consider the environmental impact of AI systems, potential biases in training data and outputs, questions of intellectual property, and how these tools might affect equity and access within our community and beyond.

9️⃣ Foster independent and collaborative action: In keeping with F&M's mission, use AI tools in ways that enhance rather than replace critical thinking, creativity, and genuine intellectual engagement. Consider how these tools can support collaborative learning and problem-solving while maintaining individual accountability.

🔟 Purchasing and Procurement: F&M's Technology Purchasing Policy requires ITS approval for purchasing software, including software subscriptions. Please reach out before purchasing a subscription to an AI platform.