Summary

Using generative AI tools as part of our teaching, learning, and work at the University requires a strong commitment to data privacy. Below are some essential guidelines for using the University's supported tools securely and safely as part of your work.

Use Approved AI Tools Only

Public AI platforms should be treated like any other open digital service: inappropriate for anything private, sensitive, or institutionally protected. To be clear, even "closed" AI platforms that do not use your content to train the public models should not be used for sensitive or confidential data. Presently, the University provides access to two of these types of AI platforms: Microsoft Copilot (copilot.microsoft.com) and Google Gemini (gemini.google.com). Both platforms can be accessed with your University single-sign on credentials below:

All other AI tools are considered public and should not be used for University work. These other platforms may include (but are not limited to):

  • OpenAI / Chat GPT
  • Anthropic / Claude
  • Adobe
  • Amazon
  • Broadcom
  • Meta
  • IBM
  • Intel
  • NVIDIA

Avoid Sharing Sensitive Data

As stated in the LITS guidelines for using these tools, "users should avoid inputting sensitive, personal, or confidential information into public AI systems unless explicitly permitted by institutional policies. Any information you provide to public generative AI tools may be stored and used by anyone else." Because of the way the technology works, AI can learn a great deal about all of us at Sewanee, both as people and professionals, by processing any data you submit. Even using the University-supported tools above, you should also be guided by the following three principles when inputting any prompt into either Copilot or Gemini:

  1. Do not prompt AI with Identifying Information: Do not include individual names, physical or email addresses, institution identification numbers, specific medical, HR, or financial records, as well as propriety University details and any research or other information that is not publicly available.
  2. Ensure all prompts are FERPA compliant: The Family Educational Rights and Privacy Act is a federal law which mandates the protection of students' educational records. Ensure that you any prompts you provide to AI do not contain any sensitive student educational records.
  3. When in doubt, ask: If you are ever unsure about whether or not your use of AI is appropriate and/or private, contact the University help desk. 

Customize your settings / clear your history

Many AI platforms, including the ones supported by the University, have customizable privacy settings that can be controlled by you, the user. It is a good practice to review these settings and/or regularly clear your history when using any generative AI tool.

To manually clear your prompt history in Gemini, use the Activity tool in settings:

To manually clear your prompt history in Copilot, you may visit the your Microsoft Account Privacy Dashboard and clear all history:

Conclusion

While generative AI tools have lots of potential benefits for enhancing the teaching, learning, and administrative work at the University, its critical all of us in the Sewanee community approach this technology thoughtfully and carefully, with a paramount concern for the privacy and safety of all.

Questions about using Artificial Intelligence?
helpdesk@sewanee.edu
931-598-1369