Sent to the Trinity Community by the Vice President for Finance and Administration, Provost and Vice President for Academic Affairs, and Chief Information Officer on August 2023:
We write today with initial guidelines on using and procuring generative artificial intelligence (AI) tools, such as OpenAI’s ChatGPT and Google Bard. The University supports responsible experimentation with generative AI tools. Still, there are important considerations to keep in mind when using these tools, including information security and data privacy, compliance, copyright, and academic integrity.
Generative AI is a rapidly evolving technology, and the University will continue to monitor developments and incorporate feedback from the university community to update our guidelines accordingly.
Initial guidelines for the use of generative AI tools:
Protect confidential data: You should not enter data confidential information such as Personally Identifiable Information, FERPA, HIPAA, GLBA, Financial, etc., including non-public research data, into publicly-available generative AI tools, in accordance with the University’s Information Security Policy and Policy on Ethical Use of Data. Information shared with generative AI tools using default settings is not private and could expose proprietary or sensitive information to unauthorized parties.
You are responsible for any content you produce or publish that includes AI-generated material: AI-generated content can be inaccurate, misleading, or entirely fabricated (sometimes called “hallucinations”) or may contain copyrighted material. Review your AI-generated content before publication.
Adhere to current policies on academic integrity: Trinity’s faculty will develop and update our guidelines as we better understand the implications of generative AI tools. In the meantime, faculty members should be clear with students about their policies on permitted uses of generative AI in classes and on academic work. Students are encouraged to ask their instructors to clarify these policies as needed.
Be alert for AI-enabled phishing: Generative AI has made it easier for malicious actors to create sophisticated scams at a far greater scale. Continue to read and follow security best practices and policies and report suspicious messages to ITSupport@trinity.edu.
Connect with ITS before procuring generative AI tools: The University is working to ensure that tools procured on behalf of the University have the appropriate privacy and security protections and provide the best use of University funds.
Be aware that terms and conditions for software often include extensive access rights for the vendor to access data. The user is responsible for reading and understanding these terms and conditions to ensure compliance with University policy. ITS can assist in this critical review through its procurement support processes. If you have procured or are considering procuring generative AI tools or have questions, contact ITS at ITSupport@trinity.edu.
Vendor generative AI tools must be assessed for risk through Trinity’s Risk Management Office before use.
It is important to note that these guidelines are not new University policy; they underscore and comport with existing University policies.