Acceptable Use of Artificial Intelligence Policy

This policy sets the rules for using AI tools for University work and with University data. It keeps student records, financial data, and other protected information out of tools the University has not checked. This policy supports BCU Rising 2025-2028 Strategic Priority Goal 3: Sustainable Operational Infrastructure.

This policy applies to all faculty, staff, student employees acting in the course of University employment, contractors, and authorized affiliates who use an AI tool for a University purpose or with University data. It applies whether the University bought the tool, a person licensed it, or it is free. It also applies whether the tool stands alone or is built into another product.

AI tools used solely for personal purposes that involve no University data fall outside this policy. This policy does not govern academic integrity, course-level expectations for student use of AI, or the instructional application of AI.

Artificial intelligence tool. Any software application or software feature that uses machine learning, large language models, or algorithmic methods to generate, summarize, analyze, classify, or transform text, images, code, audio, or other content in response to user input.

Approved AI tool. An AI tool that the Center for Information Technology has evaluated, placed on the CIT Approved AI Tool list, and authorized for use with University data at one or more stated data classification levels. The list, including each tool's authorized classification levels, is published and maintained on the CIT website.

Public data. Data the University has intentionally made available to the general public without access restriction, including published research, marketing and communications materials, and content posted on public-facing University websites, as defined in the University Information Classification Policy.

Education record. Records that are directly related to a student and maintained by the University or by a party acting for the University, as defined at 34 CFR 99.3.

Controlled Unclassified Information (CUI). Information the federal government requires to be safeguarded or disseminated under controls, in accordance with Executive Order 13556 and 32 CFR Part 2002. CUI includes information created or received under a federal contract, grant, or cooperative agreement where the sponsoring agency has applied CUI markings.

Faculty, staff, and others acting for the University may use an AI tool for University work only when that tool is on the CIT Approved AI Tool list. Tools not on the list are not approved, even if they are free or widely used. Linking an AI tool, browser extension, or meeting assistant to a University account, mailbox, file store, or meeting is a use of that tool. It counts as use with all of the University data the tool can reach.

The list shows which data levels each tool is cleared for, using the levels in the Information Classification Policy. You may put University data into an approved tool only at a level the list clears it for. A tool cleared only for Public data may be used only with Public data. Check the list before you put University data into any tool.

The AI Security and Governance Policy sets the conditions a tool must meet to be approved and the process for asking that a tool be added to the list.

If you learn that non-public University data was put into a tool not cleared for it, report it to ITSecurity@cookman.edu within 24 hours.

Unacceptable Use

• Using an AI tool for a University purpose is prohibited when that tool is not on the CIT Approved AI Tool list. This applies whether the data involved is public.

• Using an approved tool at a classification level it is not authorized for is also prohibited. That covers student education records, employee personnel records, financial account data, proprietary University information, unpublished research data, privileged communications, and anything else federal or state law requires the University to keep confidential.

• Processing Controlled Unclassified Information in any AI tool, including a tool on the Approved AI Tool list, without first confirming that tool's authorization for CUI handling with CIT Security and Integration Services is prohibited.

• Using an AI tool to circumvent University security controls, to gain unauthorized access to University systems, or to automate activity prohibited by University policy is prohibited.

The Chief Information Officer enforces this policy. Human Resources joins on matters involving employees, and the contracting office joins on matters involving contractors and affiliates. A violation may lead to loss of access to a specific AI tool for the person or department. It may also lead to discipline under University employment policies, up to and including termination, or to the end of a contractor's or affiliate's agreement.

A person who needs a tool not on the list may request a written exception from the Chief Information Officer under the AI Security and Governance Policy. No other exception exists.

Contact Information