These guidelines provide an overview of key privacy and data security considerations for using AI in a way that safeguards institutional data and in accordance with SJU policies. Please note: AI tools and technology are rapidly evolving and these guidelines are subject to change.
Key Privacy and Data Security Parameters for Using AI
Key Privacy and Data Security Parameters To Consider
AI Tools and Services
Data Security Considerations
Exercise Caution
SJU Guidelines for Zoom AI Companion
Generative artificial intelligence (AI) presents an opportunity to create quick content based on data, complete certain tasks and projects, and to provide efficiencies in teaching, learning and the administration of the University. These guidelines provide an overview of key privacy and data security considerations for using AI in a way that safeguards institutional data and in accordance with SJU policies. Please note that AI tools and technology are rapidly evolving and these guidelines are subject to change.
The Office of Information Technology (OIT) evaluates all new technologies used by the University through a New Technology Review process. SJU does not currently support most AI tools or services. If you are interested in having the university acquire or support a particular new AI tools or services, please follow the Technology Acquisition and Adoption Policy.
As you explore the use of free AI tools in your own work and that of your students, it is important to consider several key data considerations, especially when using your university email accounts. These tools and services have not yet been approved by OIT and may not meet the University’s information security standards, practices, and controls for protecting data. If an AI tool or service requires the creation of an account, it is strongly recommended that a personal account be used rather than your SJU credentials (SJU username, password or email address). Using SJU credentials may put your personal information and SJU data at risk; therefore, always remain vigilant about potential phishing schemes.
In addition, if services are adopted in the future, use of your SJU credentials may cause the loss of data upon full adoption of the service. Use of AI tools and services must comply with all existing University policies.
Before using any free versions of AI tools, ensure that you review its data handling practices to safeguard your information appropriately. Considerations include 1) what personal data do these companies use in their training models, 2) can you opt out of the company using your prompts and results, and 3) how long do they store personal data?
Information classified as public can be used in a University approved AI tool. Examples of public information are: press releases, advertising, course catalog information, and external job postings. Additional information on data classification, the University’s Data Classification Policy provides detailed guidance.
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Please be mindful that any and all information entered into an AI tool or system may be collected and stored by the AI to generate an answer for other users. For instance, if you entered any personal information about yourself, that information may be retained and shared with (or sold to) other individuals. Further, entry of information related to inventions or trade secrets in an AI tool or system may constitute publication or disclosure of that information, and may compromise the ability to patent or otherwise protect such inventions or trade secrets.
Additionally, use of an AI tool or system will likely require your personal agreement to terms and conditions in the form of “click-through” or similar terms. These terms and conditions may be one-sided and heavily in favor of the company issuing the terms, and may require you to waive or limit certain rights and commit to providing legal protection for the company in connection with some disputes or claims.
Click here for a more detailed privacy tour of various platforms.
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Any information not classified as public should not be used in an AI tool and its use is governed by University policy. The chart below provides direction on a series of topics and the use of AI.
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Topic
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Prohibited Use, Precautions & Explanations
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Relevant University Policies
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Private, sensitive, confidential, and/or restricted information
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You may not enter, upload, or share any information classified as private, sensitive, confidential and/or restricted.
The University is obligated to protect data entrusted to it by its constituents in accordance with applicable state and federal laws and regulations.
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Access & Use Policy
Data Classification Policy
HIPAA Policy
Confidentiality of Student Records
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Harassment, discrimination, stalking, and sexual misconduct
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You may not use or direct AI tools or services to generate content that enables harassment, stalking, discrimination, or sexual misconduct.
The University is committed to providing a workplace and educational environment that are free from acts of bias, discrimination, harassment, and retaliation.
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Policy Prohibiting Acts of Bias, Discrimination, Harassment, and Sexual Misconduct
Access & Use Policy
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Intellectual property (copyright, trademarks, trade secrets, and/or patents)
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AI tools or services may not be used to violate copyright and/or other intellectual property laws (including, but not limited to infringement).
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Intellectual And Tangible Property Policies And Procedures
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Violation of federal, state, or local laws and regulations; institutional policies, procedures, or guidelines; and/or institutional agreements or contracts
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AI tools or services may not be used to violate laws, regulations, policies, or breach the terms of agreements or contracts (e.g. to commit acts of fraud; theft; harassment; or threaten the security of University systems and platforms).
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Access & Use Policy
IRB Standard Operating Policies & Procedures
Business Code of Conduct & Conflict of Interest Policy
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Voice and video recordings
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AI tools can be used and trained to create “deepfakes” (fake image, voice recordings, and videos). It could be used by malicious actors to impersonate you (creating a recorded message that sounds like your voice or a video of what appears to be you, but is not).
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The purpose of this standard is to establish requirements for faculty, staff, students, and other authorized users regarding the use of Zoom AI Companion in order to protect individual and University information resources. Adherence to this standard will help ensure that the University network and information systems are secure and available to all authorized users. To ensure responsible and effective use, please review the guidelines before using the tool.