4.18 – Artificial Intelligence

C. Procedures

Acceptable Uses

AI tools may be used to support academic, administrative, and operational functions that advance the college’s mission. Acceptable uses include, but not limited to:

• Assisting with administrative or operational tasks such as scheduling, report drafting, or document preparation.
• Enhancing productivity and efficiency where the use of AI does not involve confidential data or regulated data.
• Supporting research and innovation consistent with ethical standards and legal requirements.
• Enhancing teaching and learning by supporting instructional design, formative feedback, individualized learning support, or other pedagogical applications that complement faculty instruction and student learning.

Additionally, individuals receiving support through the office of Access and Accommodation Resources may be allowed to use AI-assistive technologies for note-taking purposes if such tools are indicated by their documented accommodations and the individual’s use of the specific tool is approved by the chief technology officer.

Prohibited Uses

The following uses of AI are prohibited:

• Processing, transmission, or evaluation of confidential data with an AI tool that is not approved by the college.
• Employee use of AI meeting assistants that transcribe or otherwise record meetings is prohibited, including in all learning, research, and business contexts at the college. Rare exceptions may be granted with the written approval of the relevant executive vice chancellor. Employees are not responsible for the use of AI transcription and/or recording technologies by external entities in meetings with the college.
• Violations of academic integrity or misrepresentation of authorship, including the submission of AI-generated content as one’s own original work without proper attribution or instructor authorization.
• Automated decision-making without meaningful human review in cases affecting employment, grading, academic standing, admissions, or financial aid.
• Use of AI tools in a manner that results in unlawful discrimination or bias against any individual or group on the basis of race, color, national origin, sex, disability, age, or any other characteristic protected by applicable law.
• Use of AI tools to create deepfakes, engage in cyberbullying, or otherwise harass, intimidate, or defame any individual.
• Reliance on AI tools as definitive evidence of academic misconduct; such tools should be used only as advisory indicators.

Violations of this policy may result in disciplinary action, up to and including termination of employment for employees or expulsion for students.

Data Protection and Compliance

Any use of AI by a member of the college community must comply with all applicable federal and State of Missouri laws and regulations, including but not limited to:

• FERPA (Family Educational Rights and Privacy Act)
• HIPAA (Health Insurance Portability and Accountability Act)
• GLBA (Gramm-Leach-Bliley Act)

To ensure protection of college information, the college requires the use of institutionally approved AI tools integrated within the college’s secure environment. Publicly available AI tools are not approved for handling sensitive or confidential data. Prior to institutional adoption or approval, all AI tools shall undergo a security, privacy, and data governance assessment conducted by the information technology department in coordination with relevant stakeholders. AI tools used by the institution must comply with institutional data-retention, storage, and deletion standards. The college maintains a list of institutionally approved AI tools to ensure compliance with these standards.

Members of the college community shall not use any publicly available AI tools — that is, tools not institutionally approved and centrally supported by the information technology department — to process, store, or transmit confidential data or internal college data.

Any member of the college community who becomes aware of an AI-related security incident, data breach, or policy violation shall promptly report such incident to the information technology department and, where applicable, to the appropriate supervisory authority. Reports shall be handled in accordance with existing institutional incident response procedures.

Institutional Use

Employees are responsible for ensuring that AI-generated content is accurate, ethical, and compliant with all applicable institutional, legal, and professional standards. AI tools are intended to assist and should never replace human judgment and accountability. Individuals must disclose the use of AI tools, including generative AI, in the creation or substantial modification of work products where such disclosure is required by applicable institutional policies or professional obligations.

A list of approved AI tools is located on the Hub. Employee use of AI tools that have not previously been approved for institutional purposes requires written email approval from the chief technology officer prior to use in the performance of their functions for or on behalf of the college.

Instructional Use

Within the parameters established by their academic leadership, individual instructors retain discretion to determine the appropriate use of AI in their courses. Instructors may permit, limit, or prohibit student use of AI tools based on the learning objectives of each assignment or activity. Instructors must:

• Clearly communicate expectations for AI use within the course syllabus and provide assignment-specific guidance when expectations differ from or require clarification beyond the general course policy.
• Avoid requiring students to use AI tools except when such use is integral to achieving course learning outcomes.
• Ensure that any required AI tools are accessible to all students and do not compromise privacy, equity, or academic integrity.

Students are responsible for understanding their instructor’s expectations regarding the use of AI tools. If it is unclear whether AI tools are permitted in a particular course or for a specific assignment, it is the student’s responsibility to seek guidance and clarification from the instructor prior to use. Students shall refer to and comply with the college’s Academic Integrity Policy with respect to any issues arising from the use of AI tools.

Faculty shall comply with the college’s Intellectual Property Policy when using AI tools to create or modify course content. The use of an AI tool to generate content does not ensure that such content is appropriately licensed or free of third-party intellectual property claims. Faculty remain responsible for verifying that all AI-generated materials used in their courses comply with applicable intellectual property laws and college policy.

Faculty are encouraged to model ethical and transparent AI use, emphasizing how such tools can support rather than replace critical thinking and original work.