Acceptable Use of Generative AI Tools Policy

Purpose
Publicly available applications drive by generative artificial intelligence (GenAI), such as
chatbots (ChatGPT, Google’s Bard, Microsoft Bing) or image generators (DALL-E2,
Midjourney) are impressive and widely popular. While these content generating tools
may offer attractive opportunities to streamline work functions and increase efficiency,
they come with serious security, accuracy, and intellectual property risks. This policy
highlights the unique issues raised by GenAI, helps staff understand the guidelines for its
acceptable use, and protects the institution’s confidential or sensitive information. A well-
designed policy helps reduce legal liability, reputational damage, and data leaks by
guiding users towards compliant use cases. The intention of this policy is to protect the
interests of United, and its employees to provide guidance on acceptable and
unacceptable uses of AI.
Scope
This policy applies to the use of any third-party or publicly available GenAI tools,
including, but not limited to ChatGPT, Google Bard, EALL-E, Midjourney, and other
similar applications that can mimic human intelligence to generate answers, or perform
certain tasks.
Policy Statement
A good policy will guide users towards best practices, away from potential risks, and
ensure best practices are used. This policy aims to guide the responsible and ethical use
of AI within United, ensuring that it aligns with our core values, complies with applicable
laws and regulations, and prioritizes the well-being and interests of our staff and students.
Guidelines
AI shall be used in a professional, ethical, and lawful manner. Users shall respect the rights and
privacy of others and shall not use AI in any way that is illegal, harmful, or interferes with the
use of AI by others.
Do:
 Understand that GenAI tools my be useful but are not a substitute for human
judgment and creativity.
 Understand that many GenAI tools are prone to “hallucinations,” false answers or
information, or information that is stale, and therefore responses must always be
verified by a human.
 Treat every bit of information provided to a GenAI tool as if it will go viral on the
internet attributed to you or to United, regardless of the settings you have selected
within the tool (or the assurances made by its creators).
 Verify that any responses from a GenAI tool that you intend to rely on, or use is
accurate, appropriate, not biased, not a violation of any other individual’s
 intellectual property or privacy, and consistent with United’s policies and
applicable laws.
Do Not:
 Do not use GenAI tools to make or help you make employment decisions about
applicants or employees, including recruitment, hiring, retention, promotion,
performance monitoring, discipline, or terminations.
 Do not upload or input any confidential, proprietary, or sensitive information into
any GenAI tool. Examples include passwords, protected health information,
personnel material, information from documents marked confidential, sensitive,
or any other nonpublic institutional information.
 Do not upload or input any personal information (names, addresses, etc.) about
any person into any GenAI tool.
 Do not represent work generated by a GenAI tool as being your original work.
Content generated by AI is to be used as a starting point only. United employees must
review the output and revise as necessary before using it. Students must produce original
work unless otherwise noted by the faculty of the class. Likewise, faculty members must
not substitute AI-Generated content for original work unless they specify in the
publication that they are doing so.
Data Privacy and Security
AI shall not be used in a way the infringes upon individual’s privacy rights. The use of AI must
comply with all applicable privacy laws and regulations within United.
 United with handle personal data collected through software used in accordance with
applicable data protection laws and regulations.
 No Personally Identifiable Information (PII) should ever be entered into an AI
system.
 Measures will be implemented to ensure the security and confidentiality of data
collected, stored, or processed by AI systems, protecting it from unauthorized access,
loss, or misuse.
 Regular audits and assessments will be conducted by the IT department to identify
and mitigate privacy and security risks associated with AI technologies.
Transparency and Accountability
Where AI interacts with individuals either internally or externally, it must do so in a transparent
manner. Users must ensure that individuals are aware when they are interacting with AI and what
date the AI system is collecting, processing, or using.
Accountability and Governance
 United will establish clear lines of accountability.
 The use of AI systems will be subject to regular reviews and assessments to ensure
compliance with this policy, legal requirements, and evolving ethical standards.
  In the event of any concerns or complaints related to the use of AI technologies United
will provide accessible channels for reporting and addressing issues.
Employee Well-Being and Training
 United will provide appropriate training and support to employees involved in the uses of
AI systems to ensure their understanding of ethical considerations, potential biases, and
the responsible use of AI. This training will be provided by
_________________________________
 AI systems used at United can enhance employee productivity, job satisfaction, overall
well-being, and fostering a positive work environment.
Policy Compliance
Failure to comply with this policy may result in disciplinary action, including, but not limited to
retraining, suspension, or termination, depending on the severity and the nature of the violation.
Review and Update
This policy will be reviewed periodically to ensure its effectiveness and relevance considering
evolving AI technologies, ethical considerations, legal requirements, and societal expectations.
Any updates or revisions to this policy will be communicated to all relevant stakeholders.