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AI Acceptable Use Policy

Acceptable Use Policy for use of Artificial Intelligence at Marian University.

Protection of University Data

All users of AI tools must adhere to university policies on data security and privacy.

 

Data Classification Considerations

When using generative AI tools, only data classified as Public should be used without concern. Use of Private data may be appropriate in some cases if it aligns with university policies and does not involve sensitive or identifiable information. However, Confidential and Highly Confidential data should not be entered into generative AI tools, as doing so may violate privacy, legal, or security requirements. View the data classifications guidelines here.

 

Prohibited Data Sharing

Do not input sensitive, proprietary, or personal university data into AI tools unless formally approved by the university through designated channels. Examples of restricted data include:

  • Research data not yet published.
  • Any data that may be considered student, faculty, or staff intellectual property, unless the individual submitting that intellectual property created it, or unless explicitly given permission by the creator.
  • Administrative records, including employee or student information.
  • Data protected under the Family Educational Rights and Privacy Act (FERPA), such as grades, class schedules, and other educational records.
  • Other personally identifiable information or sensitive data that could identify an individual, such as names, email addresses, Social Security numbers, student IDs, or contact details, as well as sensitive information like health records or financial data.
  • Teaching candidates, nursing, medical students, and others in professional programs must follow FERPA, HIPAA and ethical guidelines when handling artifacts from fieldwork, treating them with the same caution as official institutional records.

 

Secure Practices

Ensure the AI tools used comply with university-approved security protocols. Avoid tools that lack transparent data storage or usage policies.

 

Protection of Personal Data

The same precautions for protecting university data also apply to personal data when using AI tools. Individuals should avoid uploading sensitive personal information (such as passwords, personally identifiable information, or financial details) to AI systems, as these tools may store or process data in ways that are beyond the user’s control. Users are responsible for safeguarding their personal data and ensuring it is not inadvertently shared with AI platforms.

 

Governance

As with all data, FERPA, HIPAA, and ethical guidelines should be followed and used to protect data privacy.

Enforcement: Violations of this policy will be addressed under existing university policies and procedures. For students, this includes the Code of Student Rights and Responsibilities. For faculty and staff, applicable procedures are outlined in the Faculty Handbook and the Employee Handbook, including the Technology Policy and Data Stewardship provisions.