The University recognizes the transformative potential of AI to improve productivity and streamline work. As with any new technology, it is critical that we advise our community to interact with AI safely and securely. To support those efforts, the Office of Information Technology’s (OIT) Data Classification Policy should inform decision-making when submitting information and/or queries to AI platforms.
We’ve provided a quick reference below on how to view both the Data Classification Policy and various AI tools together, along with acceptable practices for utilizing AI tools. In all cases, use of AI tools should be consistent with the University’s Access & Use Policy. Further guidance may follow as circumstances evolve.
Data Use in University Enterprise-Approved AI Tools
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SJU’s approved AI tools include privacy protections for you and University data, as outlined in the University’s contract with our vendors. Sensitive and unrestricted University data (as defined in the Data Classification Policy) can be used in University-approved AI tools. Please refer to the Data Classification Policy for more information on the classification of data.
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Confidential data (as defined in the Data Classification Policy) currently stored in University enterprise systems (e.g., Canvas, Workday, Banner, Starfish, Slate) may be processed only with AI features that the University has reviewed and enabled within those systems.
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Additionally, a pilot program for Gemini Pro (gemini.google.com) is being developed. This pilot program will begin at the end of May, with planning underway for a larger rollout upon successful completion.
Data Restricted from Use in AI Tools
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Protected Health Information (PHI) may not be used with AI tools except where approved in our Electronic Medical Records (EMR) system.
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Free or personal subscriptions to AI tools often require an End User License Agreement (EULA) and Terms of Use (ToU) that do not adequately protect you or University data.
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Confidential and sensitive data are not approved for use in any free, public AI tools.
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Confidential data are not approved for use in personal subscriptions to AI tools.
Exercise Caution
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If you are interested in using an AI feature in an existing tool or a new tool that has not yet been approved, please request a technology adoption review.
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As the University evaluates Gemini licensing, paid versions of AI tools can offer some protection for University data. If you are paying for an AI tool that has not been approved by the University for use, please review your privacy settings within the platform and exercise caution regarding data input and storage in that tool.
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If OIT determines that a misuse or unauthorized disclosure of data has occurred, the University will take appropriate steps to address that potential misuse and disclosure, including investigation, restriction of access to information resources, and other measures.