Employee guidance for using AI securely and responsibly

Across higher education, artificial intelligence (AI) tools can be utilized to support a broad range of work and teaching activities. As their usage continues to grow, all OHIO employees are encouraged to remain mindful of both the information they share with AI tools and how those tools intersect with their work and teaching.

Protecting sensitive University data

OHIO’s Secure Use of Artificial Intelligence (AI) Tools provides guidance for protecting institutional, personal and proprietary information when using AI.

Publicly available information, including published content available via www.ohio.edu, is generally permissible to be used within AI tools. 

However, employees should not enter sensitive University information into publicly available AI tools. Types of sensitive information include, but are not limited to:

• Student records protected by the Family Educational Rights and Privacy Act (FERPA)
• Data subject to HIPAA and other legal, regulatory, or policy-based restrictions
• Personal, confidential or proprietary information
• Other University information classified as medium- or high-impact data per University Policy 93.001

For work involving sensitive University data: Employees may use OHIO’s protected version of Microsoft Copilot, available through the University’s Microsoft 365 environment. In this protected environment, submitted data is not used to train the platform’s underlying large language models. Employees should sign in using their OHIO credentials and verify that the green shield indicating protected status appears before entering sensitive information. 

It is important to note that the University restricts AI usage, including within approved environments like Microsoft Copilot, for activities such as creating proprietary or unpublished research subject to contractual agreements with sponsors; legal analysis or advice; recruitment, personnel or disciplinary decision-making; completion of academic work in a manner not allowed by the instructor; creation of non-public instructional materials and grading.

Brand Considerations and Social Media Use

Generative AI (GenAI) is a type of AI tool that generates new content rather than just analyzing content. It is important to understand that GenAI should not be used to create photos or graphics for use as University marketing materials, promotional material for University events, on University-branded social media accounts or on www.ohio.edu. While GenAI can serve as a tool in the creative process, it should not be used as the sole author of artwork representing the University brand externally. Use of GenAI in these instances can introduce brand inconsistency and, importantly, generate inaccurate information that might put the University at risk. If you are in need of photography, please utilize the Ohio University Photoshelter archive. Requests can also be made to UCM for graphic design and/or video support through the UCM Request Form.

GenAI resources, support available for OHIO faculty

OHIO’s Center for Teaching, Learning and Assessment (CTLA) offers a number of resources designed to support intentional, ethical and pedagogically sound decision-making for faculty considering how GenAI may or may not fit into their courses.

• Faculty who are new to GenAI in teaching and learning can begin with guidance on how to conceptualize their use of GenAI, including consideration of how GenAI aligns with course goals and instructional philosophy.
• Faculty interested in a deeper exploration can complete CTLA’s GenAI in Teaching and Learning faculty development certification. 
• Faculty may also review curated AI course policy and syllabus statements developed by OHIO instructors through course redesign efforts. 

All faculty are encouraged to explore these and the additional CTLA resources available via the Teaching and Learning with GenAI website.

Additional information security resources

The secure and responsible use of AI is an important part of protecting OHIO’s information, systems and digital environment. However, OHIO’s Information Security Office is also available to provide additional tools and resources for protecting and storing University data, secure computing and workspaces, recognizing malicious emails, information security standards, research data security and other security topics.

Taking a few moments to understand how University information should be handled, whether using an AI tool, sharing a file, or conducting everyday work online, will help protect both the individual members of our community and the broader University.