Artificial Intelligence (AI) Use Policy for Rockhurst University

This artificial intelligence (AI) Use Policy is designed to ensure the ethical, responsible, and secure use of artificial intelligence (AI) technologies at Rockhurst University. The purpose of this policy is to provide guidelines for the development, deployment, and utilization of AI systems while safeguarding the privacy and security of data involved.

Summary:

At Rockhurst University, it's important to use AI tools like ChatGPT responsibly and in line with our data protection standards. When submitting queries, faculty and staff should avoid including any sensitive or confidential information.

This includes student or employee names, ID numbers, contact details, academic records, financial data, health information, or internal planning documents. Information protected under FERPA, HIPAA, or other regulatory frameworks should never be shared. Instead, summarize issues when possible and remove any identifying details. If the information isn’t appropriate to share publicly, it should not be submitted to an AI tool unless it’s through a secure, university-approved platform with proper safeguards. This helps protect our community and ensures compliance with university policies.

Principles:

Ethical Use: All AI applications developed or used by Rockhurst University must adhere to ethical standards, respecting human rights and promoting fairness, transparency, and accountability.
Transparency and Accountability: Transparency in AI processes is crucial. Any AI system used by the university should provide clear explanations of its decision-making processes. Responsible parties should be identified and held accountable for the AI's outcomes.
Data Privacy: All data fed into AI systems must be handled with the utmost care to protect individuals' privacy. The university should follow relevant data protection laws and industry best practices, ensuring that data is collected, processed, and stored securely.
Informed Consent: When collecting personal data for AI applications, the university should seek informed consent from individuals. Clear information about the purpose of data collection, how it will be used, and the option to opt-out should be provided.
Bias Mitigation: Efforts should be made to identify and mitigate biases in AI algorithms, ensuring that the technology does not perpetuate discrimination or inequality. Regular audits of AI systems should be conducted to assess and address biases.
Security: Robust security measures must be in place to protect AI systems from unauthorized access, data breaches, and other cybersecurity threats. Regular security audits and updates should be conducted to ensure the integrity of AI applications.
Interdisciplinary Collaboration: AI development and deployment should involve collaboration between experts from various disciplines, including computer science, ethics, law, and social sciences. This interdisciplinary approach helps ensure a well-rounded understanding of the implications and potential impacts of AI.

Guidelines for AI Use:

Educational Purposes: AI systems used for educational purposes should enhance the learning experience, fostering innovation and critical thinking among students.
Research: AI can be used in research endeavors, but researchers must follow ethical guidelines and obtain necessary approvals, especially when dealing with sensitive data.
Administrative Efficiency: AI may be used to enhance administrative processes, such as admissions, resource allocation, and student services, with a focus on efficiency, accuracy, and fairness.
Continuous Monitoring: Regular monitoring and evaluation of AI systems should be conducted to assess their performance, identify issues, and make necessary improvements.

Review and Compliance:

This policy will be reviewed periodically to ensure its relevance and effectiveness. Non-compliance with this policy may result in disciplinary action, including but not limited to revoking access to AI systems and related privileges.

Conclusion:

Rockhurst University is committed to leveraging AI technologies responsibly and ethically. This policy aims to provide a framework that fosters innovation while prioritizing privacy, security, and fairness in AI development and use. It is the responsibility of all stakeholders to uphold these principles and contribute to a positive and responsible AI environment at Rockhurst University.

Last Review Date:

07/24/2025