Teaching & Learning
- For student academic work, AI use is allowed only within limits and with disclosure; it must not be used to bypass learning goals or misrepresent authorship
- Faculty who integrate AI into courses must state permitted and prohibited uses in the syllabus, so course-level rules may further restrict or define acceptable use
3. Students using AI for study group sessions, tutoring, or academic work.
AI must not be used to circumvent learning objectives, misrepresent authorship, or engage in dishonest conduct.
All uses of AI regardless of format, including text, images, voice, audio or
video be reviewed and clearly disclosed in academic, research, and
communications outputs.
b. Faculty integrating AI into courses must include approved syllabus statements outlining permitted and prohibited uses.
Therefore, students who use generative AI or other machine learning tools to create submitted work do so at their own risk. While students are free to use AI tools for initial information gathering, generating ideas, or checking grammar, any submitted work, including projects, theses and dissertations, will be subject to the plagiarism policy.
- Course-level syllabus statements are required when faculty integrate AI into courses, so assessment rules may be set by instructors
- The university does not set a specific exam-only AI rule in the provided sources, but it does require faculty and staff to design assessments to reduce AI misuse
b. Faculty and staff should design tasks and assessments that minimize risk of AI
misuse.
b. Faculty integrating AI into courses must include approved syllabus statements outlining permitted and prohibited uses.
- The broader policy still requires disclosure of AI use in academic outputs and prohibits using AI to circumvent learning objectives
- AI is permitted for learning support such as study groups, tutoring, initial information gathering, idea generation, and grammar checking
3. Students using AI for study group sessions, tutoring, or academic work.
While students are free to use AI tools for initial information gathering, generating ideas, or checking grammar, any submitted work, including projects, theses and dissertations, will be subject to the plagiarism policy.
All uses of AI regardless of format, including text, images, voice, audio or
video be reviewed and clearly disclosed in academic, research, and
communications outputs.
AI must not be used to circumvent learning objectives, misrepresent authorship, or engage in dishonest conduct.
- AI coding assistance is permitted only for non-confidential projects and with human oversight
- The provided sources do not give a separate rule specifically for student programming assignments beyond the general academic-use and syllabus-based controls
AI may be used with appropriate human oversight for:
iii. Coding assistance for non-confidential projects.
All AI outputs must be reviewed by a human before final use in decision-making,
publishing, or student evaluation.
b. Faculty integrating AI into courses must include approved syllabus statements outlining permitted and prohibited uses.
Research
- If AI is used to create any portion of submitted work, acknowledgment under APA rules is required, and undisclosed AI-created content presented as the student's own work is treated as unauthorized assistance
- For research writing, including projects, theses, and dissertations, students may use AI for early-stage support such as information gathering, idea generation, and grammar checking, but submitted work remains subject to plagiarism rules
While students are free to use AI tools for initial information gathering, generating ideas, or checking grammar, any submitted work, including projects, theses and dissertations, will be subject to the plagiarism policy.
Specifically, if you submit AI created content as your own work, you should expect the plagiarism policy to apply, with AI tool usage considered as unauthorized assistance from others.
Just as you would cite sources, if you do use AI to create any portion of your submitted work, you are required to acknowledge the AI source per APA formatting rules in both the in-text citation and in the reference list.
All uses of AI regardless of format, including text, images, voice, audio or
video be reviewed and clearly disclosed in academic, research, and
communications outputs.
- AI may be used for research support and data analysis, but research uses are subject to approval and review requirements
- Research involving human subjects must follow IRB protocols, research use may require IRB or Office of Research & Sponsored Programs approval, proprietary university data or external datasets must undergo data governance and ethics review, and sensitive or unpublished research data cannot be entered into AI systems without safeguards and approval
2. Research teams using AI for interviews, focus groups, analysis involving
institutional or third-party data or any source of data collection.
vii. Data analysis for operational or academic insights.
viii. Research, subject to Institutional Review Board (IRB) or Office of
Research & Sponsored Programs approval.
v. Support research, with IRB approval when applicable
a. Researchers must follow IRB protocols when AI tools are used in studies
involving human subjects.
b. Any AI that uses proprietary Grambling State University data or external
datasets must undergo a data governance and ethics review.
iii. Research involving unpublished data or intellectual property
Sensitive information must not be entered into any
AI system unless protected under contract or institutional approval.
- The university requires research-related AI use to comply with ethical and integrity controls
- AI use that deceives, fabricates information, manipulates media, misrepresents identity, or compromises research integrity is prohibited, and research applications involving human subjects or protected datasets must go through IRB and governance review
5. Integrity and Avoidance of Misuse: AI must not be used to deceive,
impersonate, or manipulate in ways that could compromise academic, research,
or institutional integrity. Use of AI to fabricate content, generate false
information, or misrepresent identity is strictly prohibited.
a. Researchers must follow IRB protocols when AI tools are used in studies
involving human subjects.
b. Any AI that uses proprietary Grambling State University data or external
datasets must undergo a data governance and ethics review.
viii. Research, subject to Institutional Review Board (IRB) or Office of
Research & Sponsored Programs approval.
Academic Integrity
- Disclosure of AI use is required across academic, research, and communications outputs
- AI-generated content must not be presented as solely human-authored without attribution, and students using AI in submitted work must acknowledge the AI source using APA in-text citations and reference-list entries
1. Transparency: Users must clearly disclose when and how AI is being used,
particularly when its output contributes to academic, operational, or decision-making processes designed to enhance the student or employee experience. AI-generated content should not be presented as solely human-authored without
appropriate attribution.
All uses of AI regardless of format, including text, images, voice, audio or
video be reviewed and clearly disclosed in academic, research, and
communications outputs.
Just as you would cite sources, if you do use AI to create any portion of your submitted work, you are required to acknowledge the AI source per APA formatting rules in both the in-text citation and in the reference list.
- The university warns that AI detection tools should be used cautiously and not as the sole basis for discipline
- Violations of the AI policy may trigger student or employee disciplinary action, loss of system access, sanctions, legal consequences for privacy breaches, and potential personal liability; plagiarism procedures also apply when AI-created content is submitted as one's own
c. Reliance on AI detection tools (e.g., for plagiarism) should be cautious and
not used as sole evidence for disciplinary action.
Violations of Grambling State University’s artificial intelligence policy may result in:
a. Disciplinary action under the student or employee code of conduct
b. Revocation of access to university systems or platforms
c. University sanctions including but not limited to termination and/or legal
consequences if data privacy laws are breached
d. Individual personal liability and damages
Using AI tools with similar prompts often produces similar results, and any similarity with another student’s submitted work could result in a plagiarism inquiry.
Specifically, if you submit AI created content as your own work, you should expect the plagiarism policy to apply, with AI tool usage considered as unauthorized assistance from others.
Institutional & Administrative
- Human review is required before final use in decision-making, publishing, or student evaluation, and faculty using AI in courses must include approved syllabus statements
- Faculty and staff may use AI for certain operational and educational purposes, but they remain accountable for decisions and may not use AI to replace human judgment in significant matters such as grading, personnel decisions, or public communications
1. University staff or faculty using AI for meeting documentation.
2. Accountability: Responsibility for decisions made with the assistance of AI
rests with the individual or department using the tool. AI must not be used to
delegate or avoid human judgment in matters of significance, including grading,
personnel decisions, or public communication.
AI may be used with appropriate human oversight for:
i. Drafting communications (voice or audio), outlines, or marketing
content (with human revision).
iv. Accessibility enhancements such as transcription and summarization
(with disclosure).
v. Automating repetitive administrative tasks.
vi. Enhancing student engagement through approved tools.
All AI outputs must be reviewed by a human before final use in decision-making,
publishing, or student evaluation.
b. Faculty integrating AI into courses must include approved syllabus statements outlining permitted and prohibited uses.
- The university prohibits entering personally identifiable, protected, confidential, or unpublished research data into AI tools unless safeguards and approvals are in place
- Use of sensitive data requires prior approval, vendor security agreements, and compliance with university data storage and security rules; the distance-learning page lists suggested AI tools, but the binding policy centers on approval, contracts, and protection requirements rather than a comprehensive approved-platform list
4. Privacy and Data Stewardship: The use of AI must comply with all applicable
data protection laws and university policies. Personally identifiable, sensitive, or
protected data or information may not be input into or processed by AI systems
without appropriate safeguards and prior approval.
Sensitive information must not be entered into any
AI system unless protected under contract or institutional approval.
AI may not be used for:
a. Entering or processing sensitive data, including:
i. Student records (FERPA-protected)
ii. Health information (HIPAA-protected)
iii. Research involving unpublished data or intellectual property
Users must not input personally identifiable information (PII), protected
student data, research data, or confidential internal materials into AI tools
without:
i. Division Vice President review/approval
ii. Signed agreements ensuring data security with the AI vendor
Grambling State University data storage and security policies apply to all AI
interactions.
Our team is dedicated to researching, reviewing, and ethically assessing A.I. tools that are available for use. Below you will find a detailed list of suggested tools, with descriptions and links for use.
- Grambling State University has a university-wide AI governance framework focused on responsible, ethical, and secure use across academics, research, administration, marketing, and communications
- The policy establishes an AI Oversight Committee as an advisory and standards-setting body, and the Information Technology Center and Office of University Compliance have implementation and review roles
This policy establishes requirements for the responsible, ethical, and secure use of artificial intelligence (AI) technologies across all areas of Grambling State University operations, including academics, research, administration, marketing, and external communications.
A. In furtherance of this policy, the AI Oversight Committee is established. The Committee shall serve as an advisory body on the use of artificial intelligence technologies and shall oversee aspects of the University’s AI governance framework. The purpose of the Committee is to educate, guide, and establish standards and practices that promote the responsible, ethical, and secure use of AI in support of University operations, academics, research, and administrative functions.
The Committee shall consider risks and opportunities associated with AI, including issues related to academic integrity, data privacy, information security, compliance, reputational impact, and institutional effectiveness.
1. To provide oversight and guidance regarding the use of artificial intelligence technologies across the University, including academic, research, administrative, marketing, and external communication functions;
a. The University’s Information Technology Center shall provide AI literacy and compliance training to faculty, staff, and students.
c. The Office of University Compliance will review and update this policy periodically to reflect changes in technology or regulations.
DocuMark: Responsible AI Use for Academic Integrity
Knowing your institution's AI policy is step one. DocuMark helps enforce it fairly by empowering universities to manage AI-generated content, prevent cheating, and support student writing through responsible AI use.
Common Questions About Grambling State University's AI Policies
Grambling State University has defined AI policies in 12 of 12 categories, with an overall coverage score of 100%.
Disclosure of AI use is required across academic, research, and communications outputs. AI-generated content must not be presented as solely human-authored without attribution, and students using AI in submitted work must acknowledge the AI source using APA in-text citations and reference-list entries.
The university warns that AI detection tools should be used cautiously and not as the sole basis for discipline. Violations of the AI policy may trigger student or employee disciplinary action, loss of system access, sanctions, legal consequences for privacy breaches, and potential personal liability; plagiarism procedures also apply when AI-created content is submitted as one's own.
The university prohibits entering personally identifiable, protected, confidential, or unpublished research data into AI tools unless safeguards and approvals are in place. Use of sensitive data requires prior approval, vendor security agreements, and compliance with university data storage and security rules; the distance-learning page lists suggested AI tools, but the binding policy centers on approval, contracts, and protection requirements rather than a comprehensive approved-platform list.