Policy 7:16 – Artificial Intelligence Acceptable Use

Policy Contact: Division of Information Technology

  1. Purpose

    This policy establishes responsible, secure, ethical, and legally compliant use of artificial intelligence (AI) in accordance with SDBOR Policies 7.8 and 7.9. This policy is intended to support appropriate innovation in teaching, learning, research, service, and administration operations by implementing a governance structure that protects data, personally identifiable information of students, staff, and faculty, institutional data privacy, technology systems, and ensures public trust.

  2. Definitions
    1. Artificial Intelligence (AI): technology that enables computers and machines to simulate learning, comprehension, problem solving, decision making, creativity and autonomy.
      1. Agentic Artificial Intelligence (Agentic AI): autonomous AI systems that can independently set goals, create step-by-step plans, and take actions using external tools (such as APIs, web browsers, or databases) to complete complex tasks with limited human intervention.
      2. Generative Artificial Intelligence (Generative AI): a machine-based tool designed to consider user questions, prompts, and other inputs (e.g., text, images, videos) to generate a human-like output (e.g., a response to a question, a written document, software code, or product design).
    2. The remaining definitions set forth in SDBOR Policy 7.9 are hereby acknowledged and fully incorporated herein by this reference.
  3. Policy
    1. The University recognizes AI as a powerful tool for complementing human capabilities, not replacing them. Employees may use AI tools while performing work for the University on a limited basis. Prior to use, the employee must obtain approval from their supervisor.
    2. This policy applies to all employees and students, as well as consultants, contractors, and agents (i.e. institutional representatives) utilizing the University-approved system software solution platform.
    3. Use of AI does not reduce, replace, or alter any employee's professional, legal, ethical, contractual, or policy-based obligations. Any employee using AI remains fully responsible for the final work product and for compliance with all duties relating to confidentiality, accuracy, candor, competence, supervision, and appropriate use.
    4. Approved AI tools may be used to aid in tasks including, but not limited to, the following:
      1. Drafting, summarizing, or refining written content for instructional, research, or administrative purposes using non-sensitive data.
      2. Supporting instructional planning, lesson development, and learning activities when aligned with course objectives and instructor expectations.
      3. Assisting with brainstorming, ideation, and exploratory research, with the understanding that AI-generated information must be reviewed and validated.
      4. Improving productivity through assistance with formatting, language clarity, accessibility, or workflow organization.
      5. Supporting innovation and experimentation in academic and operational contexts where risks are understood and managed.
    5. When using AI tools, all University employees are expected to:
      1. Exercise care when entering information into AI systems and avoid sharing Restricted or Internal Data, as defined in SDBOR Policy 7.9, unless explicitly approved.
      2. Review AI-generated outputs for accuracy, completeness, and appropriateness before use or distribution.
      3. Apply human review when relying on AI-assisted outputs for academic, professional, or operational decisions.
      4. Use only University-approved AI tools when working with Restricted or Internal Data.
      5. Seek guidance from their supervisor when uncertain about appropriate or responsible use.
      6. Fully disclose the use of AI and algorithms to ensure transparency.
    6. Employees are responsible for understanding data classifications and ensuring compliance before entering any information into AI platforms. Failure to follow these standards may result in unauthorized disclosure of Institutional Data or PII and potential violations of state or federal law.
    7. Employees must follow all applicable Data Classification policies and guidelines regarding the handling of data or PII, including SDBOR Policy 7.8.
    8. Employees must anonymize and minimize Institutional Data entered into AI tools whenever possible.
    9. No AI-assisted output may be relied upon, finalized, or shared externally without human review. Additionally, the employee is responsible for verifying any AI-assisted citation, quotation, factual assertion, summary, or record reference before use.
    10. Any new AI tools must undergo security, legal, and accessibility review prior to procurement or use within the University environment.
    11. Employees must use AI tools in accordance with all conduct and anti-discrimination policies set by the SDBOR or University. Employees must not use AI tools to create content with the intent to mislead, manipulate, or exploit individuals for personal, political, or financial advantage, or for the purposes that are inappropriate, discriminatory, or otherwise harmful to other individuals or the University. Such use will be considered a violation of this policy.
    12. Any suspected misuse of AI, unauthorized disclosure, inaccurate AI-generated content sent externally, or other AI-related issues must be reported to the employee's supervisor or to Human Resources.
    13. Violations of this policy may result in disciplinary action, up to and including termination, and may lead to revocation of access to AI tools at the University.

  4. Responsible Administrator

    The Vice President for Information Technology and CIO, successor, or designee is responsible for the annual and ad hoc review of this policy and its procedures. The University President is responsible for the approval of this policy.

Approved by President on 09/26/2026.

Sources: SDBOR Policies 7.8 and 7.9