Generative AI (GEN-AI) Acceptable Use Policy

PURPOSE / SCOPE:

The Generative AI Acceptable Use Policy at ICOM permits and encourages the use of Generative AI (GEN-AI) tools by staff, faculty, and students for work/study-related purposes to enhance research, analysis, user support, and overall efficiency. This policy outlines the responsible and compliant use of GEN-AI in alignment with existing contractual agreements, policies, and applicable laws, ensuring a secure environment for all users.

The policy aims to foster innovation and effectiveness while upholding standards for conduct and data privacy

DEFINITIONS:

• Prompt - input that's given to a model to get a specific response. Prompts can be questions, keywords, instructions, code snippets, or creative writing samples. The goal is to interact with the AI system to get a desired outcome.
• Output - new data a generative artificial intelligence (GEN-AI) creates or synthesizes based on Prompt data and the GEN-AI's algorithm

POLICY:

Three main principles guide ICOM’s approach to GEN-AI, and the entirety of this policy centers on these ideas:

1. Data Security: No Restricted or Confidential data should be shared with any GEN-AI system or application. Extreme caution should be exercised when sharing Internal data with any GEN-AI system or application. Employees and students utilizing GEN-AI tools should be familiar with the classification of information according to ICOM’s Data Classification policy and limit the level of data shared with AI to Public and, in some cases, Internal. The uploading of any copyrighted material into any GEN-AI model is strictly prohibited without express permission to ensure compliance with College policy, intellectual property laws and protect proprietary information.

2. Assistance, Not Replacement: GEN-AI should be used to assist users in their tasks, not perform their tasks. Users must meticulously review any output received through GEN-AI for content validity and other concerns. Effective use of GEN-AI includes writing prompts with care, reviewing output, verifying output, editing output, and providing feedback to the tool if the output is wrong, misleading, or biased.

3. Adherence to Existing Policies: All existing college policies apply to the utilization of GEN-AI. This includes, but is not limited to, the Information Security policy and all policies related to confidential information, intellectual property, bias, copyright, harassment, discrimination, fraud, and other illegal activities.

Responsibilities:

All Users:

• • Are responsible for understanding this policy, any associated guidelines, and for using AI tools ethically.
  • Must disclose the use of AI tools when applicable, following guidance on citation and attribution.
  • Should be mindful of limitations and potential biases in AI-generated content and exercise critical thinking skills and independent learning.

Students:

• • Should refer to the statement of AI use as part of the curriculum at ICOM: “Use of AI
  • Technologies,” which is found within the College Catalog

Faculty:

• • May provide specific guidelines on the appropriate use of AI tools in their courses.

Consequences for Violations:

Violations of this policy may result in disciplinary action, including failing assignments, failing courses, or more severe sanctions depending on the severity of the offense.

PRIMARY POLICY OWNER:

Chief Information Officer

CROSS REFERENCE AND SUPPORTING DOCUMENTS:

Information and links to other policies or supporting documents referenced within this policy.

BOARD APPROVAL:

Effective: 11/19/24

Last Reviewed: 11/19/24

Review Requirement: Annually