Alvernia College AI Policy

• use of ChatGPT or other generative Artificial Intelligence (AI) without explicit permission from the instructor.

Unauthorized use of Artificial Intelligence (AI), or failure to disclose when or how AI has been used when authorization is given, is a violation of the Honor Code. Students may only use AI generative writing, artistic, or translating tools (such as but not limited to ChatGPT or Bard) when and as specified by the instructor. If and when such AI use is permitted, students must follow all guidelines established by the professor regarding acknowledging or referencing such use. Under the Honor Code, students must give proper credit whenever such AI is used.

Everything submitted to an instructor for a grade / credit / assessment is subject to the Honor Code Policy.

Use of AI to answer questions on exams is prohibited unless the question specifies that you are to use it. If unauthorized use of AI is suspected, the professor may implement reasonable supplemental or replacement measures to evaluate student knowledge or understanding of the topic, and the professor can use the results of such measures to re-evaluate the grade and to support reporting the student for an Honor Code violation.

• cheating on an examination,

Students may only use AI generative writing, artistic, or translating tools (such as but not limited to ChatGPT or Bard) when and as specified by the instructor.

It is the student’s responsibility to clarify whether (s)he can receive help / collaborate and the kind of help / collaboration allowed.

Faculty Members are responsible for:

1. Carefully clarifying on each assignment or in the syllabus what types of things would be considered to violate the Honor Code

Unauthorized use of Artificial Intelligence (AI), or failure to disclose when or how AI has been used when authorization is given, is a violation of the Honor Code.

If and when such AI use is permitted, students must follow all guidelines established by the professor regarding acknowledging or referencing such use. Under the Honor Code, students must give proper credit whenever such AI is used.

If unauthorized use of AI is suspected, the professor may implement reasonable supplemental or replacement measures to evaluate student knowledge or understanding of the topic, and the professor can use the results of such measures to re-evaluate the grade and to support reporting the student for an Honor Code violation.

Violations of the Honor Code will not be tolerated, and such breaches of academic trust will be met with appropriate sanctions. Professors have the ability to sanction students accused of breaching the Honor Code and have the responsibility of adding the names of such students to a university list of Honor Code violations. Sanctions for violators will be determined by the professor alone except in egregious cases, when the university may also take action.

• In the class policy or grading section, each faculty member will state course-specific sanctions for violations.

The ‘Three Strikes’ rule—once a student who is on the list for two violations violates the Code a third time, in addition to the course-specific sanctions deemed appropriate by the professor, the student’s case will be assigned to the Academic Standards Committee, which will review the alleged incidences and determine an appropriate university penalty beyond the course grade.

1. Confidential Meetings, such as one-on-one meetings, personnel meetings, board, board committee, and administrative meetings identified as confidential, faculty council and faculty committee meetings including any confidential information or identified faculty or student information, etc... remain meetings where A.I. is prohibited

2. Meetings where the free flow of ideas, discussions and innovation may be negatively impacted by A.I. dictation, are meetings where A.I. is at the discretion of the members/participants of the meeting, and

3. Public meetings or meetings with external entities where the use of A.I. is allowed by attendees and don’t fall into category 1 or 2 above, are meetings where A.I. is permitted.

In the event a meeting falls in the second category of A.I. meetings (Meetings where the free flow of ideas, discussions and innovation may be negatively impacted by A.I. dictation) and an AI note-taker is available (in either a virtual meeting or an in-person meeting), the Alvernia meeting organizer or attendee is responsible for:

1. recommending whether an A.I. note-taker will be in use and obtaining verbal consent from the attendees/participants, and

2. understanding and adhering to legal requirements about use, consent, data retention, and disclosure when using AI notetaker/recording tools.

• When AI notetaking is used in a meeting, participants must be aware that AI notes may contain errors and should be reviewed for accuracy before widespread distribution.

o Notes must be reviewed by the Alvernia host or one of the most senior titled Alvernia attendees, verified by participants, and formally approved by the represented group.

ITAC Maintains and enforces this policy. Work with university senior leadership to establish and maintain a list of acceptable AI Notetakers.

Alvernia cannot control what data these tools collect and how that data is used, which include: i) all Alvernia-owned Zoom sessions, Microsoft Teams meetings, and other teleconferencing and meeting spaces and (ii) all Alvernia controlled in-person meetings. Alvernia cannot control what data these tools collect and how that data is used.

1. Confidential Meetings, such as one-on-one meetings, personnel meetings, board, board committee, and administrative meetings identified as confidential, faculty council and faculty committee meetings including any confidential information or identified faculty or student information, etc... remain meetings where A.I. is prohibited

• Sensitive data must be handled securely. Review university data protection policies regarding storage, access, and retention periods: Information Technology Policies | Alvernia University

• In the event an external provider uses AI notetaking, one of the most senior title Alvernia attendees must ensure AI notetaking is turned off for:

o sensitive meetings like performance evaluations, disciplinary matters, or discussions with students.

o breaks or when discussing confidential information. Ensure sensitive information is not recorded inadvertently.

This policy outlines the responsibility of end users of Alvernia University (“AU”) systems and network. It applies to all faculty, staff, student employees, trustees, contractors, business partners or volunteers who use AU networks, systems, and applications, or who access AU Internal or Confidential data.

ITAC Maintains and enforces this policy. Work with university senior leadership to establish and maintain a list of acceptable AI Notetakers. Receives exceptions to the policy.

Senior Leadership Team Serves as final approval for policy and assists with reviewing exceptions to the policy.