Spring eLC Meeting - May 13th and 14th, 2025
Every college should have an AI Policy, guidelines, and support for Generative AI. Here is a resource on how to generate an institutional AI Policy.
An institutional AI Policy should include aspects of:
Governance
A group (or individual) that oversees AI initiatives to ensure compliance with the current best practices (Accountability)
Collaboration
A clear process for different departments on campus to have input and be involved in AI initiatives based on their areas of expertise and work at the college.
Procurement
A process of identifying, evaluating, and acquiring artificial intelligence tools, technologies, or services that are accessible to meet institutional needs.
Responsible and Ethical Use (Accountability)
Transparency
Full disclosure on governance, collaboration and procurement processes & any changes to those processes; staff and faculty expectations for AI use; expectations of students and how it fits with the student conduct process; data breaches
Citation of use of AI
Diversity, Equity, and Inclusion
Written recognition that in both use of and in response to AI, we are vulnerable to reinforcing discrimination and bias, and ensure that our work with AI tools proactively counter and mitigate the potential for harm in these systems.
Valuing Human Creativity and Labor
Data Security & Privacy
Environmental & Sustainability
Academic Integrity (Accountability)
Research
Innovation
Following existing institutional policies and state and federal laws
To Policy Group: Work on definitions of each of the above.
Is there a state level policy template that all college's use or does each college have their own? What is included?
Policy is fairly vague language or legal requirements
Guidelines should include:
d
Guidelines are ways to think about how to handle things in more detail - based on vague policy. Example: options for faculty to use/not use AI and having students use AI.
Support should include:
Training for staff, faculty, and students
Resources and support to students and employees from diverse backgrounds to access and engage with AI technologies, including identifying bias and discrimination present in AI systems and the results or products they generate.
SUMMARY/SCOPE
Edmonds College’s Use of AI policy is a customizable framework designed to integrate AI ethically and effectively into its educational and administrative systems. It aims to enhance student learning, support faculty and staff, ensure equitable AI access, and leverage data insights while upholding ethical standards. The policy covers all AI activities at the college, focusing on respecting intellectual property, promoting transparency, avoiding bias, and protecting personal data.
DESCRIPTION
Objectives include educational enhancement, ethical compliance, workload efficiencies, fostering innovation, and increasing AI literacy with a phased implementation to align AI with educational goals, Edmonds College’s existing policies and principles, and the strategic goals of Edmonds College.
Curriculum Integration
Alignment with Curriculum
When used, AI tools must be aligned with the college’s educational goals, enhancing student learning outcomes.
Example: Incorporating AI-based lessons in course curricula that align these tools with the educational goals of these courses.
Enhancing Learning
If used, AI tools should enrich the academic journey, offering diverse and interactive learning modalities.
Communicating Expectations for AI Use
Faculty will provide information clarifying how students may or may not use AI in the course.
AI Syllabus Statement Recommendations
Increased Efficiency
When appropriate, and in accordance with Edmonds College policies, responsible and ethical use of AI may be used in research and teaching to foster innovation in curriculum development and class instruction, as well as to improve efficiency in college operations.
Responsible and Ethical Use
When an AI tool is used, the following standards must be upheld:
Accurate, verifiable, and transparent: Accuracy and fact-checking of AI-generated content, compliance with laws and regulations. Transparency about how AI is involved in the work builds trust and fosters collective learning
Safe, secure, and resilient: AI must be used with safety and security in mind, minimizing potential harm and ensuring that systems are reliable, resilient, and controllable by humans. AI systems used must not endanger human life, health, property, or the environment.
Accountability and responsibility: As public stewards, employees must use generative AI responsibly and ethically.
Security/Data Management
Any use of AI tools must comply with the Family Educational Rights and Privacy Act (FERPA) and Washington state standard 141.10 (Securing Information Technology Assets), certain student data must be kept private, secure, and confidential. The Washington Technology Solutions agency provides guidance on the categories of data.
GLOSSARY TERMS
RELATED POLICIES AND PROCEDURES
Guidelines/FAQs
SOURCE INFORMATION
Guiding Principles and Intentions - AI Workgroup
Ethical Use of AI - AI Workgroup
Implementation Plan - AI Workgroup
Interim Guidelines for Purposeful and Responsible Use of Generative AI
Artificial Intelligence Risk Management Framework (AI RMF 1.0)
(AI Syllabus Statement Recommendations, Edmonds College Center for Innovative Teaching & Learning)
CONTENT OWNER. The primary responsibility for this policy belongs to:
Chief Information Officer
PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
Director of Edmonds College Center for AI and Data Science
REVIEW PERIOD
Annually, or sooner if needed. Requires President’s Leadership Team approval.
REVIEW HISTORY
2024-Sept 09 Approved by President’s Leadership Team
Citation
Edmonds College. (2024). AI 1.0 - Use of Artificial Intelligence (AI) :. Retrieved from https://catalog.edmonds.edu/preview_course_nopop.php?catoid=27&coid=146634
Policy Purpose
The purpose of this policy is to support the infusion of AI technologies into academic endeavors while upholding our values of academic freedom and fostering innovation while ensuring AI technologies are used in a manner that complies with legal obligations and best practices. Further, this policy outlines the principles and guidelines for the ethical and responsible use of Artificial Intelligence (AI) within Pierce College. By adhering to this policy, we aim to promote fairness, transparency, and accountability in our AI initiatives.
Scope
This policy applies to all employees, contractors, and third parties who have access to, or use AI systems for use within the college environment. This policy is not intended to apply to students and student use of AI.
Definitions
Artificial Intelligence (AI): Intelligence perceiving, synthesizing, and inferring information demonstrated by machines.
Generative AI: A form of AI that can generate various forms of content such as text, images, audio, and synthetic data by receiving an input prompt that systems can process, and various algorithms generate content in response. Response types vary but are all based on vast pre-existing data sets, including responses from the system to prior prompts, to aggregate a response.
Integrated AI systems: Software or systems contracted by the college for the sole purpose of using, or integrated within the software solution that contains, AI technologies. These systems may use data from other college systems and data sources to provide additional functionality.
AI Advisory Committee: A sub-committee of the Data Stewardship committee whose purpose is to support faculty and staff AI initiatives by providing guidance, advice, and best practices. The committee also reviews usage requests to ensure data and security compliance.
Policy Statement
The use of AI throughout the college in the different divisions and departments are to be defined locally within those groups as part of their department policies, procedures, and standards. Below is the framework in which those operational policies must adhere to as they define the overarching themes to ensure a safe, inclusive, and equitable use of AI within the environment.
Core Principles of Policy Framework
Transparency: Transparency in the use of and response to AI systems is essential.
Diversity, Equity, and Inclusion: It is essential we recognize that in both our use of and in our response to AI, that we are vulnerable to reinforcing discrimination and bias, and ensure that our work with AI tools proactively counter and mitigate the potential for harm in these systems.
Experimentation, Learning and Innovation: As a community we should anticipate that Pierce College employees and students will in both predictable and unexpected ways learn from and find value in both the use of and engagement with AI.
Data Security and Privacy: Protecting the data and privacy of students and employees is paramount.
Collaboration, Accountability, and Governance: Artificial Intelligence is a rapidly evolving technology that requires culture of collaboration, accountability, and shared governance in ensuring the principles of responsible use outlined in this policy.
Valuing Human Creativity and Labor: We acknowledge that routine tasks will increasingly be within the realm of what AI can do. Our responsibility is to design and implement processes that use and engage AI in ways that center human creativity and labor.
Transparency
Open and Documented Use: Contributions made by AI to final products must be attributed and cited. This has long been a common practice in academia, and particularly important when working with AI as the source of AI’s ideas are often hard to identify and are often incorrect.
Validation of Results: Users must review generative AI content for accuracy before being relied on for work purposes as it may produce content that is from unknown sources and plagiarized from its knowledge base, including copyrighted works and intellectual property. Any facts, data, or insights derived from AI generated content must be verified as accurate and true.
Diversity, Equity, and Inclusion
Universal Design: AI technologies should be designed with accessibility and use in mind, ensuring that all students and employees, regardless of abilities, can fully participate in AI-infused learning experiences.
Inclusive AI Education: Promote inclusive education by providing resources and support to students and employees from diverse backgrounds to access and engage with AI technologies, including identifying bias and discrimination present in AI systems and the results or products they generate.
Experimentation, Learning, and Innovation
Innovation and Experimentation: Academic freedom for both faculty and staff is fundamental. All employees are encouraged to explore and experiment with AI technologies in their teaching, research, and daily work, fostering a culture of innovation and intellectual curiosity. Connecting with the AI Advisory committee to help support the use of AI and ensure policy compliance, data security, and interoperability within the college’s technological environment is required.
Curriculum Development: AI integration should be a collaborative effort involving faculty and support teams (i.e. AI Advisory committee, Employee Learning and Development Department, and peers) to enrich educational experiences. The incorporation of AI in curricula is within faculty’s purview and academic freedom, and aligns with department, course, and program and degree outcomes.
Data Security and Privacy
Data Use: Employees are limited in their use of college data while interacting with publicly available or open generative AI systems. The use of college specific information (category 1) while interacting with generative AI systems should be avoided and instead use generic information. Information deemed sensitive (category 2), classified (category 3), or classified special handling (category 4) are strictly prohibited from being used. Data used within integrated AI systems by the college may contain various categories of data classifications and Data Sharing Agreements with the third-party vendors are required.
Data Quality and Security Compliance: Adhere to current industry best practices on data quality and security. Implement robust data management practices to ensure the integrity, confidentiality, and availability of data used in AI applications.
Privacy: Protecting the privacy of students and employees is paramount. AI systems will adhere to established college and regulatory data protection requirements and ethical guidelines, ensuring the responsible handling of sensitive information.
1. Training and Awareness: All employees and managers of those using AI in the workplace must attend yearly training on proper use of AI technologies.
2. Governance and Risk Management: Establish clear governance structures to oversee AI initiatives, ensuring compliance with the current best practices. Risk assessments will be conducted to identify and mitigate potential risks associated with AI use on a case-by-case basis.
3. Compliance with Laws and Regulations: Users must comply with all applicable laws, regulations, industry standards, and college policies regarding the use of AI systems. This includes, but is not limited to, privacy laws, data protection regulations, and intellectual property rights.
4. Oversight: Use of any AI throughout the college needs approval from management structures and the AI Advisory committee, which may be through an online form or consultation depending on the nature of the project and anticipated use.
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· OCIO 141.10 - Data Classification Standards
· OCIO 141.10 - Securing Information Technology Assets Standards
· Pierce College - Computer Information Systems Resources Acceptable Use
· Pierce College - Computer Information Systems Resources (CISR) Acceptable Use Procedure