If you’ve been wondering how to navigate the growing array of generative AI tools on campus, a new resource is here to help. A comprehensive generative AI policy has been launched, alongside an AI Hub website designed to guide faculty, staff, and students toward confident, responsible, and secure use of these technologies. This initiative provides clear campus AI guidelines, encouraging experimentation with AI while emphasizing ethical practices, academic integrity, and data privacy.
The policy was shaped by a campuswide committee that aims to balance innovation with compliance. By focusing on responsible AI use, the hub offers practical steps for integrating AI into your work and studies without compromising security or ethical standards. Whether you are new to AI or already using it, these resources can help you understand the boundaries and opportunities.
Understanding the New Generative AI Policy and AI Hub
Now that you know where to find help, let’s look at what the generative AI policy actually says. It is designed as guardrails, not roadblocks. The goal is to allow innovation while keeping university data safe. You can still experiment with AI tools, but the policy sets clear expectations around data privacy, contractual obligations, and system integrations. This balance helps you use AI effectively without putting sensitive information at risk.
Why the Policy Was Created
Many generative AI tools transmit whatever you type to outside servers. That data may be stored or even used to train the tool further. Without proper oversight, a student’s research notes or a faculty member’s unpublished work could end up in a training set. The university created this policy to review tools before they are widely used, protecting both personal and institutional information. It is a practical step toward responsible AI governance that keeps pace with fast‑changing technology.
What the Policy Covers
The university AI policy focuses on three main areas: data privacy, contractual obligations, and system integrations. First, it requires that any tool you use respects your privacy and that of the university. Second, it checks that vendor contracts include proper data handling clauses. Third, it ensures the tool connects safely with existing university systems. This avoids accidental data leaks or security gaps. The policy also provides audience‑specific guidance — separate recommendations for students, faculty, and staff — so everyone knows what applies to their role.
Approved AI Tools and Your Responsibilities
Knowing which AI tools are approved and how to protect university data is essential for compliance with the generative ai policy. The policy directs the campus community to use only approved platforms when working with University information. Free or public AI tools may seem convenient, but they often don’t align with the institution’s data protection requirements. Approved platforms, on the other hand, meet institutional privacy, security, and compliance standards.
How to Identify Approved Platforms
Your first step is to check the AI Hub. This central resource lists all approved AI platforms and outlines the security standards each tool must meet. The campus community must only use tools reviewed and approved by GenAI working groups. Why the caution? Many AI tools transmit user inputs to outside systems and may store or use that data for training. The University reviews each tool to protect sensitive information, so sticking with the approved list keeps you safe.
Your Duty to Protect Data
Beyond picking the right tool, you have a clear responsibility for data protection and cybersecurity for AI. Keep sensitive data out of unapproved platforms entirely. Apply standard cybersecurity practices: use strong passwords, avoid sharing login credentials, and be mindful of what you paste into any AI interface. Even on approved platforms, treat University data with care. By following these steps, you help maintain the integrity of campus systems and ensure your work aligns with the generative ai policy.
What to Do If You Need an Unapproved AI Tool
Sometimes, the tool you need for a specific project isn’t on the approved list. This doesn’t mean you have to abandon your workflow. Instead, a clear process is available to get that new tool reviewed and potentially added to the campus ecosystem.
Requesting a Tool Review
If a required AI tool isn’t yet approved, the first step is simple. You submit that tool to OIT for review and approval before using it with any University systems or data. Do not start using the tool on your own. Using an unapproved platform, even for a minor task, could put sensitive information at risk. The request form is straightforward — you typically describe the tool, explain why you need it, and outline exactly how you plan to use it. This is known as an AI tool review request, and it’s built into the exception process to keep things organized.
What to Expect from the Review
Once you submit the request, the review process kicks off. It’s important to know that compliance with the generative ai policy is required, and the team doesn’t test every possible feature. Their focus is on the initial acquisition and any higher risk uses. That means they pay close attention to whether the tool will handle sensitive data, whether it involves a contract, or whether it needs to integrate with other campus systems. The exception process is designed to be efficient, but it may take some time. Be patient — this step protects both your work and the broader University community. If the tool passes the review, you get the green light to use it securely. If not, OIT may suggest an alternative that already meets the required standards. Either way, you never have to guess whether the tool is safe.
Ensuring Compliance with the Generative AI Policy
Compliance with the generative AI policy is mandatory for everyone on campus. It’s not a suggestion—it’s a requirement to keep university data and systems secure. The review process is designed to catch risks early, and it focuses on two main areas: initial acquisition of new tools and higher-risk use cases. If you skip the process or use an unapproved tool, you could expose sensitive data. That’s why the policy insists you stick with approved platforms. The AI Hub is your go‑to resource for staying on track, offering up‑to‑date guidance and vetted tools.
Initial Acquisition Reviews
Before you start using any new generative AI tool, it must undergo a formal review. This isn’t just a formality—it’s how the university enforces AI compliance and ensures the tool meets data governance standards. The review looks at whether the tool handles data securely, respects privacy, and aligns with campus policies. Once approved, the tool gets added to the official list. If the review finds problems, you’ll be directed to an alternative that already passes muster. This upfront check prevents security gaps before they happen.
High-Risk Use Cases
Some uses of AI carry more risk than others. The generative AI policy specifically targets high-risk scenarios: working with sensitive data, signing contracts that involve AI, or integrating AI into existing campus systems. In these cases, the review is even more thorough. Using unapproved tools for these tasks can lead to data breaches or legal issues, so university policy enforcement is strict. Always check the AI Hub for the latest approved tools and security standards. It also provides audience‑specific resources and FAQs, so you can find clear guidance for your role. Compliance isn’t just a box to tick—it’s how you protect yourself and the university.
If you want to go deeper, it is also worth a look at Data Centre Power and Cooling: 5 Rethinks From AI Growth.
How the Policy Affects Teaching, Research, and Administration
The policy offers tailored guidance for different campus roles to integrate AI responsibly. Instead of a blanket rule, it recognizes that faculty, staff, and students each have specific responsibilities. Whether you are designing a syllabus, running a lab, or managing daily operations, the generative AI policy gives you a clear framework to work within.
Guidance for Faculty and Researchers
For those in AI in education, the policy helps you set boundaries for student use of tools in assignments. It also supports research AI tools by outlining security standards for data handling. Faculty can turn to the AI Hub for audience-specific resources, including tips on how to communicate expectations to students. The goal is to maintain academic AI use that is both honest and innovative, without sacrificing rigor.
Support for Students and Staff
Students get practical advice on how to cite AI outputs and avoid plagiarism. Staff handling administrative tasks can use approved tools for drafting emails, analyzing data, or organizing schedules—all while staying compliant. The AI Hub is your central source for approved tools, security standards, and FAQs. It explains what you can and cannot do with generative AI in your daily work. This approach makes the generative AI policy a practical guide, not a barrier.
By addressing the needs of each group separately, the policy ensures that everyone on campus can use AI with confidence. You get the freedom to experiment, but with clear guardrails that protect both your work and the university’s integrity.
Frequently Asked Questions
How do I know if an AI tool is approved for use with University data?
Check the University’s official AI Hub, which lists all tools that meet the generative AI policy requirements. Each approved tool will have a clear label and usage guidance. If a tool is not listed there, you should treat it as unapproved for any University data.
What are my specific responsibilities under this policy as a faculty member, student, or staff member?
Faculty members must verify that any AI tools used in teaching comply with the generative AI policy and disclose their use to students. Students are responsible for following course-specific guidelines and never submitting AI-generated work as their own without permission. Staff members should only use approved tools for administrative tasks and report any data-sharing concerns.
What happens if I use an unapproved AI tool?
Using an unapproved tool can result in data security violations and potential disciplinary actions. The policy may require you to stop using the tool immediately and report the incident to your department. You can avoid this by always confirming a tool’s approval status on the AI Hub before use.
