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GUIDELINES

These guidelines act as a walkthrough of the steps any individual should consider when ensuring current and evolving AI policies comply with university standards

Checklist

Look through the following categories of the checklist to see how closely you have been preparing to comply with AI policies along with university standards.

Policy Review & Familiarization

  1. Become familiar with the rules and regulations of generative AI resources at the university level 
     

  2. Become familiar with the rules and regulations of generative AI resources in a classroom setting 
     

  3. Become familiar with the rules and regulations of generative AI resources in the community setting
     

  4. Become familiar with generative AI resources, how they work, and how it uses the information you feed the resources 
     

  5. Regularly review rules and regulations and stay up to date with policies and how they alter with new AI advancements 

Checklist

Policy Integration into Work

  1. Integrate AI policy considerations into the early stages of work planning 
     

  2. Identify potential policy violations that may result as the work progresses
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Checklist

Ethical Impact & Potential Bias

  1. Consider how ethical concerns might be related to work with AI and how potential biases might be integrated into the information AI systems show.
     

  2. Evaluate the potential implications that the ethical concerns might have on others involved in the work, society, or even stakeholders that might be affected.
     

  3. Understand that there’s a potential for biases to be represented in the information AI resources give you, and be able to recognize when the bias is apparent 
     

  4. Incorporate measures to ensure the algorithm of AI resources is fair and eliminates as much bias as possible.
     

  5. Regularly assess biases in the AI algorithm and how to decrease this bias.

Checklist

User Transparency

  1. Implement features that provide users with the clear expectations of AI decisions
     

  2. Ensure transparency in AI systems and their functions
     

  3. If an individual were to use AI resources to supplement their work, it’s necessary to be transparent in how the individual got their information from AI

    1. State how the individual prompted the AI resource

    2. State which AI resource was used 

    3. State if there were any potential biases the AI system might have encountered

Checklist

Collaborative Training

  1. Have the opportunity for individuals to conduct and attend training sessions for university members on AI policies, AI expectations, and ethical considerations.
     

  2. Ensure an environment that encourages a clear understanding of AI resources and how to appropriately use them in a community and university setting

Checklist

Regular Compliance Checks:

  1. Regularly conduct internal checks to assess compliance with AI policies and regulations
     

  2. Address any gaps in regulations that should be considered for the future advancements of AI resources
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Checklist

Documentation 

  1. Maintain detailed documentation of AI technology advancements and how to adjust current policies and regulations. This will help to encourage smooth shifts in policies throughout the university.
     

Checklist

Feedback Opportunities

  1. Establish a feedback process for students, staff, and faculty to raise concerns or seek clarification when it comes to AI resources, policies, or change.
     

  2. Encourage an environment of open communication regarding policy related issues.
     

Checklist
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