UNR’s New AI Usage Policy: Balancing Innovation and Responsibility

The University of Nevada, Reno (UNR) recognizes the transformative potential of emerging generative Artificial Intelligence (AI) tools such as ChatGPT, OpenAI, and Microsoft Copilot. These technologies have revolutionized daily tasks across personal, educational, and professional domains. As AI tools continue to surge in popularity, the full extent of their impacts remains uncertain. To address this, UNR has developed a comprehensive policy to foster curiosity and responsible AI usage within the University community, aligning with existing policies to maintain safety, security, and academic integrity.

The primary goal of this policy is to establish clear guidelines and requirements for the use of AI tools at UNR. These guidelines apply to all students, employees, contractors, and third parties using AI platforms on behalf of the University. The policy aims to ensure responsible and ethical AI usage, with a focus on information security, data privacy, copyright, and academic integrity.

Key Considerations for AI Usage

• Absence of Formal Campus Vendor:** The University does not maintain explicit contracts with individual AI vendors. Therefore, any use of AI software is at the user's discretion and risk. While the University allows access to certain AI tools, it does not endorse or guarantee their performance, reliability, or outcomes. Microsoft Copilot is currently recommended for campus use.

• Data Protection Imperatives:** Users must adhere to data protection protocols, ensuring compliance with privacy laws and safeguarding sensitive information. Encryption and other security measures should be employed to mitigate risks associated with data breaches or unauthorized access. For questions about data classifications and policies, contact IT Compliance at [email protected].

• Potential for Inaccuracy and Bias:** AI tools can produce responses that may be incomplete, erroneous, or biased. Users must exercise diligence and critical judgment when interpreting AI-generated outputs. Human oversight and review are essential to identify and rectify any inaccuracies or biases.

Scope

This policy applies to all users engaging with AI tools on computing resources owned or managed by UNR. It covers a diverse user base, including employees, students, contractors, vendors, third parties, and guests accessing services through UNR’s resources. The policy provides guidelines for the responsible and ethical utilization of AI technologies at UNR.

Policy

1. **Confidential Data Protection:** Safeguarding UNR’s data and individual user information is paramount. Users are advised not to share sensitive, confidential, or regulated data on AI tools. Refer to the Information Security Policies and Procedures for UNR’s data policy.

1. **Responsibility in Content Generation:** Users must review AI-generated content to ensure accuracy and prevent the dissemination of misleading, inaccurate, biased, or copyrighted material. A thorough review process is essential to uphold content quality standards.

1. **Risk Assessment Protocol:** Before integrating an AI tool into daily tasks, users should initiate a vendor risk management assessment through the Office of Information Technology’s (OIT) Compliance team. This step ensures an evaluation of potential risks associated with the AI tool.

1. **Academic Integrity/Standards Compliance:** Adherence to academic standards policies is crucial. Users are encouraged to familiarize themselves with relevant policies and disclose the use of AI in academic settings as appropriate.

1. **Security Awareness:** Exercise caution when using AI tools, particularly with personal information. Be vigilant against potential phishing schemes that may exploit passwords, emails, and other sensitive information. Maintain a heightened awareness of security risks.

1. **Authentic Recommendations:** Choose reputable and well-established AI tool providers to mitigate potential risks. Third-party access to AI tools, especially those widely used online, may pose increased data security threats. Exercise discretion in choosing providers to safeguard data integrity and security.

Responsibilities

• Users:** Adhere to this policy and conduct themselves ethically and responsibly when utilizing AI tools on UNR's computing resources.

• Department Heads and Supervisors:** Ensure teams are aware of and compliant with this policy. Facilitate access to training and educational resources as needed.

• OIT:** Oversee the implementation and enforcement of this policy. Provide guidance, support, and resources to assist users in understanding and complying with policy requirements.

Security

Users with access to data classified as Confidential or Regulated must take all necessary precautions to prevent unauthorized access. Examples include FERPA, GLBA, HIPAA, PCI, and confidential research data. Employees must use extreme caution when opening email attachments from unknown senders, which may contain viruses, email bombs, or Trojan horse code and/or may be considered “phishing.”

Privacy

The University desires to provide a reasonable level of privacy and does not generally monitor or limit content transmitted on the campus network. However, it reserves the right to access and review such information under certain conditions, such as investigating performance deviations, system problems, or violations of this policy. UNR is subject to Public Records requests, and users are responsible for furnishing information when requested under these laws.

Review and Revision

This policy will be periodically reviewed and revised to ensure its effectiveness and relevance in the rapidly evolving landscape of Artificial Intelligence technology. Feedback from stakeholders, advancements in AI research, changes in regulatory requirements, and emerging best practices will inform the review process. Any proposed revisions will undergo thorough evaluation and approval before implementation.