As AI and other emerging technologies become more integrated into our daily lives, it's essential that we use them thoughtfully and responsibly. These guidelines are needed now to ensure that our adoption of AI at Western intentionally aligns with our mission and our values of ethical use, security, and equity. By establishing clear standards, we can harness the benefits of AI while safeguarding the integrity of our educational environment and the well-being of our community. As technology advances and our understanding deepens, these guidelines will continue to evolve to meet new challenges and opportunities.  

Purpose 

Western Technical College is committed to responsibly leveraging artificial intelligence (AI) and other emerging technologies to enhance the educational experience, improve operational efficiency, and drive innovation. These guidelines outline the framework and standards to ensure AI's ethical, secure, and equitable use within the Western community.  

What is Generative Artificial Intelligence (AI)? 

Generative AI is a type of Artificial Intelligence technology that can create new content, such as text, images, audio, and video, based on patterns learned from existing data. Instead of just following instructions, it can come up with original ideas and content on its own. This technology has the potential to enhance creativity, automate content creation, and assist with complex problem-solving, but it also raises important considerations around accuracy, ethics, and data privacy. 

Scope 

This guideline applies to all Western employees and encompasses the use of AI tools in all areas of the College, such as course delivery and student support, enrollment management, campus operations and facilities management, administrative processes, research and innovation, human resources, and employee management, and marketing communications. 

Guidelines for AI System Use  

• Do not share personally identifiable, confidential, or sensitive information with an AI system:  It is the policy of the College to ensure that the confidential information, operations, and affairs of the College, students, and employees are kept confidential to the greatest possible extent in compliance with federal and state statutory and regulatory requirements including Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA) as well as confidentiality agreements and practices. If, during employment, employees acquire confidential or proprietary information about the College and its employees, students, or customers, such information is to be handled in strict confidence and is not to be entered into an AI system. Information entered into an AI system may be subject to hacking or a data breach. Some examples would include: 
  • Student IDs, SSN, address, phone number, etc. 
  • Student name tied to grades or classes. 
  • Employee names tied to sensitive or confidential matters. 
• Avoid Copyright Infringement:  Confirm that the content does not infringe upon existing copyrights, trademarks, or patents. Examples may include using AI to generate a logo for branding that closely resembles a trademarked logo of another company or copying generated text that is pulled directly from copyrighted material, such as passages from books or articles. To avoid this, cite original sources when applicable and modify the AI-generated content to create your own work. 
• Disclosing the use of AI:  Western employees are not required to disclose if AI is used in the creation of their content. The college will inform how we use AI with the following statement on our website:  

Western Technical College is committed to using Artificial Intelligence (AI) responsibly to enhance our educational offerings, improve operational efficiency, and support innovative practices. AI technologies may be integrated into various aspects of our college to provide personalized learning experiences, streamline administrative processes, and foster a more engaging environment for our students, faculty, and staff. 

We ensure that all AI-generated content and tools are used in a manner that upholds our values of transparency, ethical integrity, and privacy. Our AI systems are designed to support, not replace, the human expertise and judgment that are central to our educational mission. All data used and processed by AI systems are handled in compliance with applicable privacy regulations, and we actively work to mitigate biases and inaccuracies in AI outputs. 

We continuously review and update our AI practices to align with emerging standards and to reflect our commitment to ethical AI use. If you have any questions or concerns about our use of AI, please feel free to contact us at AI@westerntc.edu.

• Verify the output for accuracy and bias:  AI systems generate responses based on patterns and examples from the language model they create from a database(s) and training data. As a result, the information it generates may be outdated, incorrect, or biased. It is important that employees verify the information's accuracy and evaluate the content, making necessary updates so it is accurate and equitable. This will support Western’s efforts to close institutional equity gaps for our students.
• Collaborate with AI:  Rather than using AI’s initial suggestions verbatim, prompt the system for revisions. Make your own modifications to the final output to add a human touch and align with Western values and brand. 
• Use of AI-generated images:  When creating content that includes images, prioritize real images of Western campuses and programs before leveraging AI or stock images.
• Department-specific Guidance: Departments and units may develop tailored AI guidelines that address their unique needs while ensuring alignment with college-wide AI standards. The AI Strategy Team will periodically review these guidelines to ensure consistency and adherence to ethical and privacy standards. 
• Adhere to Western Policies and Procedures:  Use of AI systems should adhere to Western’s published policies and procedures, including B0408 Computer and Telecommunications Usage and C0206 Code of Ethics, along with those listed in the Employee Handbook. Please note that Western reserves the right to review any AI-created content if the College believes, in its sole judgment, that it has a business need to do so. 

Examples of Acceptable Uses 

• Drafting Communications: AI can be used to draft emails, newsletters, or other written content. Employees should ensure that no sensitive or personally identifiable information is included when using AI tools for this purpose. 
• Content Review and Editing: AI can assist in reviewing and editing documents by providing suggestions for improving grammar, style, and clarity. 
• Brainstorming Ideas: AI tools can help employees brainstorm new ideas for projects, campaigns, or initiatives by generating creative suggestions or offering different perspectives. 
• Summarizing Information: AI can quickly summarize lengthy documents, reports, or articles, allowing employees to grasp key points without needing to read the entire text. 
• Explaining concepts outside of your expertise in a way you can understand:  AI is great at explaining complex concepts in an easier-to-understand way and can even use relevant analogies. It can also offer you online sources for doing more research if needed. 

These are just a few examples to illustrate how AI can be used as a supportive tool across the College. Employees are encouraged to find more ways to use AI while following the guidelines above. 

Questions regarding these guidelines should be directed to the College’s AI Strategy Team at AI@westerntc.edu. Specific concerns may also be reported anonymously via Western’s Ethics Hotline. 

Reviewed by SLT: 8/12/24