Artificial Intelligence

• Partnership: As a service provider and thought partner, IT will work in tandem with departments and disciplines to explore AI technology as it evolves to support teaching, learning, and university operations. IT will provide leadership, guidance, and expertise in connection with others’ expertise to explore and adopt AI in consideration of the desired pace and resources of the institution.
• Innovation: IT is committed to exploring the possibilities that AI holds to serve our university. We will partner with university departments to explore how AI may support and advance their work (academic and university operations). We want university employees to be empowered to explore AI on their own, curious about the impact of AI in their field, and open to innovation that advances work.
• Information Security: IT will faithfully steward university data and technology systems, being attentive and cautious to protect users’ privacy and ensure the security of university data.
• Stewardship of University Resources: We are attentive to the return on investment of implementing AI technologies, especially as companies unveil new platforms and add-ons to existing systems. We are committed to strategically adopting AI technologies with the greatest impact and prioritizing investments in those areas.

Information Technology is dedicated to upholding the principles of fairness, transparency, and responsible use of AI technologies. By adhering to these principles, we strive to ensure that our use of AI is ethical and just. We are committed to fostering an environment that promotes the responsible use of technology for the betterment of our community.

Information Technology faithfully stewards university data and technology systems, being attentive and cautious to protect users’ privacy and ensure the security of university data.

As you engage with AI tools, you must remain attentive to the kinds of data you are using, who owns that data, and the ethical responsibilities you have. With all the power of AI, this technology is immature, and it comes with increased usage risks.

Elon University categorizes data into two sensitivity levels:

• Confidential: Sensitive information or Elon Data can only be shared when permission is given by the data owner. Elon Data includes the following, whether or recorded in any form or medium:
  • All Elon Data, including demographic data or other personally identifiable information that permits identification of the individual or could reasonably be used to identify the individual or which is otherwise regulated by applicable privacy, breach and data security laws.
  • Data or information that if breached, could have a major impact on the University and/or its reputation. Examples include Elon Data pertaining to personnel, faculty or students; key financial information; donor lists; proprietary information; protected health information regulated by HIPAA; credit card information; passwords and file encryption keys.
  • Data or information which, if subject to unauthorized or improper disclosure, modification, or destruction, could trigger federal or state breach laws, result in civil or criminal penalties, or cause damage to Elon University or its reputation.
  • Confidential information includes any proprietary business information, trade secrets, intellectual property or similar internal University information not publicly available. and which should be managed and secured to prevent unauthorized or public access.

• Public: Public information is intended for use within Elon University and approved for public release. In some cases, this information can be shared with Elon business partners. This type of information is already, or can be, widely distributed within the University. Any information that is not explicitly classified as CONFIDENTIAL, can be distributed publicly.

Unless approved by Information Technology, no “Confidential data” should be used in AI applications.

When Information Technology reviews user agreements, terms and conditions, and contracts for technology-based tools, they are looking to protect the institution, university data, and the privacy of our students, faculty, and staff. When reviewing AI-specific tools, they are looking for vendors to meet key characteristics. Below are a few examples of of those key characteristics:

• Elon-owned data must remain singular and encrypted at all times. No Elon data should be combined with any other organization’s data without being anonymized and de-aggregated.

• Elon data must not be used to train Large Language Models (LLMs), nor should prompts by users.

• Elon data must be contained within the continental United States.

If you are considering the use of an AI tool, include IT in the review process. IT wants to be a helpful partner and works to ensure the privacy and protection of all university data. Contact IT.

When using AI technologies, some university policies are particularly relevant. Users should be familiar with these policies.

• Acceptable Use Policy: Details the acceptable use of university information technology resources, such as software, systems, data, intellectual property, and other resources. View policy.
• Information Security Policy: Details the practices regarding the use and safeguarding of Elon’s information and technology resources. Protects the privacy, confidentiality, and integrity of personally identifiable (PII) and other regulated information and data stored, processed, and transmitted by members of the Elon Community. View policy.
• Electronic Communication Policy: Ensuring Elon’s communication services are used for purposes appropriate to the University’s mission. View policy.
• Supported & Non-Supported Information-based Technology Standard: Defines the responsibilities of IT for maintaining and supporting only technology that has been pre-approved through an authorized IT representative. View standard.

Other resources:

• The Elon University Policy Database is a central repository for policies and guidelines. Visit the database to search for particular policies, view by topic, or view by audience.
• Technology policies can be found on the IT Forms & Policies page.
• Information Security policies can be found on the Information Security Policies page.

If you are considering the purchase of an AI application for use at Elon, the same processes and risk assessments used for any technology purchase must be followed. Software purchases, including web-based applications, enters an agreement with a third-party on behalf of the university. Only certain individuals at the University have the authority to sign a contract or enter into an agreement.

Information Technology provides guidance for and partners with departments on campus for contract review and negotiations that involve the procurement, deployment, or coordination of new and existing technology. Information Technology closely partners with the Office of Purchasing on these processes.

• Learn more about the Office of Purchasing, including purchasing basics and contract procedures.

• If your request includes any technology component that requires the significant use of IT resources and/or meets other “IT project” criteria (ex. implementing a new service, making a change to a business process, multiple areas of IT are needed, contract review), please submit an IT Project Request. Learn more about IT’s Strategic Portfolio and Project Management and submit a project request form.

If you are considering the purchase of an AI application for use with personal funds, keep the following in mind:

• Do not use any Elon data that is “Confidential.” Learn more by visiting the “Data Security and Privacy” section on this page.

• Abide by Elon’s Electronic Communication Policy which states that your Elon email should only be used for electronic communications related to official university business.
• Elon University’s Information Technology group is responsible for maintaining and supporting only information-based technology that has been pre-approved through an authorized Information Technology representative. View the Supported & Non-Supported Information-based Technology Standard.

Microsoft 365 Copilot (different than Copilot) is an AI assistant designed to enhance productivity and creativity within the Microsoft 365 suite of applications. It integrates with tools like Word, Excel, and Teams to provide real-time assistance, automate tasks, and offer intelligent suggestions. Licenses can be purchased with university funds through the Technology Service Desk. Learn more.

Other Tools: The university is conducting several pilots to test a variety of AI tools, such as ChatGPT Edu. If you would like to be considered for a pilot or want to learn more, contact Mustafa Akben, Director of AI Integration.