In the evolving landscape of technology, West Virginia University (WVU) recognizes the transformative potential of generative AI tools like ChatGPT, Bard, DALL-E, and Otter.AI; however, it is of utmost importance to use these tools in a manner that is beneficial, ethical, and aligned with the core values and regulatory frameworks of WVU. Therefore, the Office of the Provost, General Counsel, and Information Technology Services provides the following guidance on how these tools may be used for administrative purposes at WVU.
These guidelines apply to WVU faculty, staff, and students when engaging in administrative activities and complement existing policies related to the use of technology at WVU. They represent WVU’s commitment to responsibly integrating generative AI into our administrative functions. They are dynamic and will evolve alongside technological advancements, ensuring that WVU remains at the forefront of ethical and effective AI application. If you are unsure about something in these guidelines or have suggested enhancements, please contact Information Security Services at infosec@mail.wvu.edu.
Core Principles
It is important to always keep these core principles in mind when using any technology at WVU, including generative AI. These core principles align AI use with the ethical standards and integrity values central to WVU and further supports the Acceptable Use of Data and Technology Resources Policy which identifies the acceptable and unacceptable uses of data and technology at WVU.
- Understand capabilities and limitations. Understanding the capabilities and limitations of the generative AI tool before using it is imperative. Generative AI tools use machine learning models trained on massive pools of information to learn patterns from data to create novel content like text, images, audio, or video in response to a prompt. Unlike internet search engines, generative AI tools do not use algorithms to locate and curate existing sources, and instead they create new content by predicting what word, sound, or pixel would come next in a pattern. AI-generated content can be inaccurate, misleading, entirely fabricated, or may contain copyrighted material. Review your AI-generated content for inaccuracies before use.
- Employ Trust and Transparency. Ensure clarity and openness when employing AI, particularly in areas affecting decision-making or policy development. Always ask yourself if a reasonable person would expect to know that you used generative AI to create the product and explain how you used AI.
- Be accurate and inclusive. Ensure that your use of AI systems will not harm another individual or WVU. Prioritize outputs that are universally accessible and inclusive checking all data generated for both inherent bias and accuracy before sharing any products.
- Ensure Data privacy and security. While there are many chances to experiment and innovate using these tools, at present WVU does not have an enterprise contract or agreement with any AI provider, meaning standardized WVU security and privacy provisions are not present for this technology. Never put personally identifiable information (PII), confidential, or other sensitive data into a generative AI tool unless you have been explicitly approved to do so through the IT Purchase Request process. The WVU Information Privacy Policy identifies that WVU will never distribute or share PII it has collected unless it has a contractual agreement that the data will be secured and destroyed when no longer required. Again, generative AI tools cannot guarantee these security requirements. Use the IT Purchase Request process to ensure the tool you want to use is secure, including “free” software. Report any AI-related security or privacy events to Information Security Services via the WVU Incident Report Form.
Be adaptable. Embrace continuous learning about AI advancements and adapt to adjustments to these guidelines as needed. Encourage open dialogue and suggestions for improvements. Regularly revisit and update these guidelines to stay current with AI developments and institutional needs.
Use of AI Tools
Integrating generative AI tools into your work can help you and your team be more efficient and effective in getting work done but always remember that AI should only be used as a tool to aid you and your team, not replace human expertise or judgement.
| Administrative Use of AI/ML: | Permitted uses: | Prohibited uses: |
|---|---|---|
| Communication Enhancement |
|
|
| Analytical and Reporting Tools |
|
|
| Document Management |
|
|
| Customer Service Automation |
|
|
| Predictive Maintenance |
|
|
| Personalized Marketing |
|
|
| Budget Data Handling |
|
|
| Meeting Transcription |
NOTE: You must inform everyone in the meeting that you will be using AI for these activities at the beginning of the meeting so that they can consent to its use and collection of their information. If someone does not agree with use of the tool, do not use it. |
|
| Audio and Video Creation |
|
|
| Coding Assistance/Generation |
|
|