Generative AI (Artificial Intelligence) tools, such as chatbots, software, and plugins, can produce various outputs based on the information received. However, entering sensitive data into these tools poses a risk, as such information could be stored and potentially exposed.
The Information Technology and Analytics department advises the campus community to avoid entering personal, confidential, or proprietary data into Generative AI tools unless adequate data protection measures are in place. Sharing such information could result in unintended access by third parties.
Examples of sensitive or internal information include:
- Personally Identifiable Information (PII): Full names, addresses, social security numbers
- Student Academic Information: Grades, evaluations, or records affecting student privacy and academic integrity
- Financial Details: Bank accounts, credit card numbers, transaction data
- Health Records: Personal medical information, health records
- Login Credentials: Usernames, passwords, PINs, security questions
- Confidential Academic Work: Unpublished research, patents
Data Protection Guidance
When using Generative AI models for academic or professional purposes, follow these data protection best practices:
- Use Authorized Tools: Faculty, staff, and students should use Microsoft Copilot with College credentials. This enterprise tool offers enhanced data protection. Refer to the Microsoft Copilot Knowledge Base article for more information.
- Use Anonymized Data: When possible, use anonymized, synthetic, or dummy data instead of real data to protect sensitive information.
- Limit Data Sharing: Provide only the minimum amount of data required for the tool to function effectively. For example, replace names with numbers.
- Review Privacy Policies: Before using any tool, review its privacy policy and terms of service to understand how your data will be used, stored, and protected. Prefer tools that delete data after processing.
- Manage Data Settings: Understand and adjust data usage and retention settings if available. For example, ChatGPT allows users to turn off chat history and disable its use for training the model (though data is still retained for 30 days). More information can be found at New ways to manage your data in ChatGPT (openai.com).
Guidance on Specific Tools
Covered By College Contracts
These tools have undergone contract reviews and include specific data protections, making them safe for use with internal and sensitive college data.
- Microsoft Copilot (when logged in with College credentials): Provides AI assistance across Microsoft 365 applications.
- Zoom AI Companion: Enhances meeting productivity through AI-powered features integrated into Zoom.
- Adobe Firefly: Generates images from text prompts, integrated into Creative Cloud apps like Photoshop and Illustrator.
- LinkedIn Learning: Provides personalized learning recommendations and tailored advice based on a user's profile and career goals.
Tools Not Covered by College Contracts
These tools may be useful for some tasks. Still, they should not be used with sensitive or internal IC data, including personally identifiable information (PII), personal health information (PHI), or student education records protected by FERPA. Users should exercise caution and understand the potential risks before using these tools.
- OpenAI ChatGPT: Popular AI chatbot providing conversational AI capabilities.
- Google Gemini: AI tools and models from Google.
- Anthropic Claude: AI chatbot developed by Anthropic.
- Meta Llama: AI models developed by Meta (formerly Facebook).
- Grammarly: Widely used for writing assistance.
- Jasper AI: AI writing tool for generating content.
- Canva AI Tools: Design platform with AI-powered features.
- Teaching.tools: Educational resources and tools for lesson planning and activities.
Prohibited Tools
The College has reviewed the following tools and determined that they do not meet its privacy standards or other institutional requirements. Their use with College systems or data is prohibited.
- Otter AI: Transcription and note-taking tool that does not meet the College's privacy standards.
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