We are currently working with the Executive Team to develop a comprehensive policy regarding the use of Artificial Intelligence (AI) in our work.

In the interim, please adhere to the following guidelines regarding free and paid AI products (e.g., ChatGPT, Gemini, Claude, Otter.ai, and AI features in MS Office/Zoom).

1. Protecting Student and Staff Data. Many AI products use the data you provide to train their models, which contravenes privacy laws.

• Student Data (FERPA): Do not enter Personally Identifiable Information (PII) regarding students into unapproved AI tools.

• Staff Data (HIPAA/ADA/Privacy): Health-related information and sensitive staff PII must also be protected. Restrict sharing to only what is strictly necessary for operations (e.g., demographics required by DCPCSB, OSSE).

2. Approved vs. Unapproved Tools

• Approved for PII: Our Google Workspace apps are secure and meet FERPA, HIPAA, etc requirements. This includes Google Gemini only when accessed through your school account, as it is covered by our data protection agreements.

• Not Approved for PII: Generally available AI tools (ChatGPT, Claude) and third-party transcription tools (standard Zoom AI, Otter.ai) do not currently meet our privacy standards. Please refrain from using them to record or process sensitive meetings or data.

3. Accuracy Check Be aware that AI applications can "hallucinate" (fabricate information). You are responsible for the quality of your work; always verify AI outputs for factual accuracy before using them.

We have attached a summary for AI Do's and Don'ts.