IT Generative AI Usage Guidelines for Employees

This guideline outlines the expectations for appropriate use of Generative AI for our faculty and staff. Please review the detailed guideline here.

Purpose  

These guidelines outline the use and procurement of Generative Artificial Intelligence (AI) tools. 

Generative AI is an assistant tool, not a replacement for individual thought and creation. While convenient, Generative AI may not be a reliable nor accurate source of information. As the technology continues to develop, the college will continue to update these guidelines as needed. 

The college understands the curiosity to experiment with Generative AI tools. Keep in mind the following considerations prior to usage, security and data, proofreading and verification, awareness of AI security risks, biases in responses, copyright and academic integrity. 

Definitions 

Definition of Generative AI  
Generative AI is any tool or service used to help generate content in different mediums such as text, images, audio or video. 

• Examples of AI: ChatGPT, Midjourney, Dall-E, Gemini, Copilot, etc. 

• A tool that alters your writing to take a more formal tone would be Generative AI. A tool that corrects spelling errors and grammar mistakes would not be.  

Initial Guidelines 

Content Responsibility  

• AI is a tool and should help you think, not think for you.  

• Consider reflecting on how AI contributed to your work and learning process. 

• You are accountable for the verification of the factual content of your work. 

Security & Data 
SMC data is considered confidential/sensitive, unless it is public as defined in Data Security Policy. Use and/or input of SMC data into Generative AI is strictly prohibited. 

Given the obscurity of how Generative AI companies like OpenAI utilize the data from your prompts, any information you share will become public, which violates the Information Security Acceptable Use Policy (ISAUP). Violating any of the constraints of ISAUP policy or its procedures may be subject to discipline as outlined in the employee and student handbooks. 

These guidelines are aligned with SMC’s current Data Security Policy and Information Security Acceptable Use Policy. 

Proofreading and Verification  
When using Generative AI tools keep in mind that many are language models, not research models. Generative AI tools may state information that is misleading or outright false. Make sure to verify any information given with another reliable source. 

Bias in Responses  
Consider the source material where bias may be present. Generative AI tools gather data from a vast amount of online resources. 

Awareness of AI Security Risks  
Due to the increasing threat of scams, phishing, etc., users will need to stay alert to the changing landscape of AI technology. Please email ithelp@smcvt.edu with any questions regarding this or to report any suspicious activity. 

Academic Integrity Policy 
The SMC Academic Integrity Policy includes information on the use of AI and clearly states “one’s work must be one’s own.” Click here to read the full SMC Academic Integrity Policy 

Procurement 
For any Generative AI tool procurement, submit a ticket to the helpdesk at ithelp@smcvt.edu for the appropriate approval process. 

These guidelines are meant to serve as a supplement to the college's existing policies. If you have any questions, please contact the Office of Educational Technology at officeofedtech@smcvt.edu.