Responsible Artificial Intelligence Usage Policy - Administrative Policy and Procedures

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  1. Purpose
    1. This policy establishes guidelines for the responsible use of Artificial Intelligence (AI) technologies at Davis Technical College (College). It ensures that AI tools, including Microsoft Copilot, are used ethically, securely, and in alignment with the College’s mission to support student success, innovation, academic integrity, curriculum development, and operational excellence.
  2. Scope
    1. This policy applies to all faculty, staff, contractors, affiliates, and other authorized users who access or use Artificial Intelligence tools in connection with College business or College-managed systems.
  3. References
    1. Utah Government Data Privacy Act (GDPA), Utah Code § 63A-19
    2. Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g
    3. Government Records Access and Management Act (GRAMA), Utah Code § 63G-2
    4. Americans with Disabilities Act (ADA), 42 U.S.C. § 12101
    5. Davis Technical College Data Classification and Encryption Policy
    6. Davis Technical College Responsible Use Policy
  4. Definitions
    1. Artificial Intelligence (AI) - Technology capable of generating content, analyzing information, recognizing patterns, making predictions or recommendations, or performing tasks that typically require human intelligence
    2. AI Tool - Any application, platform, service, model, or software feature that incorporates AI capabilities, including generative AI, machine learning, natural language processing, predictive analytics, or automated decision-support functionality
    3. Approved AI Tool - An AI tool, application, platform, service, model, or feature that has been reviewed and authorized for use by Davis Technical College through the College's established approval process
    4. AI-Assisted Work – Any assignment, assessment, project, communication, code, media, or other work created in whole or in part with the assistance of an AI tool
    5. Enterprise AI Tool - An AI tool or service provided under an approved enterprise agreement, contract, or authorized platform arrangement. Enterprise status alone does not authorize every use; the tool must be used only within its approved scope and conditions
    6. Institutional Data - Any information created, collected, received, maintained, transmitted, stored, or used by Davis Technical College in the course of conducting College business
    7. Personal Data – Information that is linked or can be reasonably linked to an identified individual or an identifiable individual
    8. Privacy Impact Assessment (PIA) - A documented process used to identify, evaluate, and mitigate privacy risks associated with the collection, use, sharing, storage, or disclosure of institutional data
    9. Restricted Data - Data requiring the highest level of protection due to legal, regulatory, contractual, or privacy requirements, including Social Security numbers, government-issued identification numbers, protected health information (PHI), payment card information, financial account information, donor information, and other data classified as Restricted by the College's Data Classification and Encryption Policy
    10. Sensitive Data - Data requiring protection from unauthorized disclosure, including employee information, student information, contracts, litigation materials, and other data classified as Sensitive by the College's Data Classification and Encryption Policy
  5. Policy
    1. Responsible AI Principles -
      1. Protects the privacy, confidentiality, and security of institutional data.
      2. Promotes transparency, accountability, and appropriate human oversight.
      3. Supports fairness and seeks to reduce unintended bias in AI-assisted processes.
      4. Supports a risk-based approach to AI governance and oversight.
      5. Complies with applicable federal and state laws, regulations, and College policies.
      6. Enhances teaching, learning, student services, research, and administrative operations while preserving professional judgment and institutional decision making.
    2. Approved AI Tools -
      1. Microsoft Copilot is the College's approved standard enterprise AI platform for institutional use. Additional AI tools may be approved through the College's review and approval proces
      2. The College has standardized Microsoft Copilot due to its integration with the College's Microsoft enterprise environment, identity and access management controls, security protections, and compliance capabilities
      3. Use of any other AI application, chatbot, generative AI service, machine learning platform, or AI-enabled software for College business is prohibited unless it has been reviewed and approved by Information Technology and the Data Privacy Specialist
      4. Faculty, staff, contractors, and affiliates shall use only approved AI tools when conducting College business. College data shall not be entered into unapproved AI systems
    3. Acceptable Use -
      1. Assist with drafting communications, reports, presentations, and other business documents
      2. Enhance teaching, learning, and student support services
      3. Improve administrative efficiency and operational effectiveness
      4. Assist with research, data analysis, drafting, content development, and knowledge management
      5. Improve accessibility, communication, and customer service
    4. Prohibited Use -
      1. Generate, distribute, or publish false, deceptive, harmful, discriminatory, or unlawful content
      2. Upload institutional data into personal AI accounts or consumer AI services that have not been approved by the College
      3. Violate academic integrity requirements or established College policies
      4. Make employment, student, financial aid, disciplinary, or other decisions that significantly affect individuals without meaningful human review and oversight
      5. Circumvent College security, privacy, procurement, or technology governance processes
    5. Data Privacy and Security -
      1. Users shall comply with applicable privacy, security, and records management requirements, including FERPA, GRAMA, the Utah Government Data Privacy Act (GDPA), and other applicable laws and regulations
      2. Sensitive or personal data may only be entered into approved AI systems when appropriate safeguards are in place and the use is consistent with the College's Data Classification and Encryption Policy
      3. Restricted Data shall not be entered into AI systems unless specifically authorized by Information Technology and the Data Privacy Specialist, required for an approved business purpose, and protected by appropriate technical and administrative safeguards consistent with the College's Data Classification and Encryption Policy
      4. Information Technology shall manage and monitor approved AI integrations to ensure security, compliance, and operational effectiveness
      5. New AI tool integrations, AI-enabled applications, or materially changed AI use cases shall be evaluated by Information Technology and the Data Privacy Specialist for privacy, security, compliance, and operational risks prior to implementation
    6. Academic Use of Artificial Intelligence -
      1. Faculty Responsibilities -
        1. Faculty determine permissible AI use within their programs and courses consistent with this policy and shall communicate expectations through syllabi, assignments, rubrics, program orientations, or other written guidance
        2. Faculty may impose requirements more restrictive than this policy when necessary to support learning outcomes, accreditation standards, certification requirements, licensure requirements, or professional expectations
        3. Faculty may only require or authorize College-approved AI tools and shall maintain meaningful human oversight of grading, evaluative feedback, instructional content, and academic decision-making
        4. Faculty retain responsibility for all grades, evaluations, competency determinations, and academic decisions regardless of whether AI tools are used to support those activities
      2. Student Responsibilities -
        1. Students shall comply with course, assignment, assessment, and program-specific AI requirements
        2. Students remain responsible for all submitted work, regardless of whether AI tools are used, and shall review citations, references, data, and factual claims generated through AI assistance
      3. Academic Integrity Assessments -
        1. Unless expressly authorized by faculty, students shall not use AI tools during quizzes, examinations, competency assessments, skills demonstrations, practical evaluations, or other assessments intended to measure individual competency
        2. When AI use is permitted, faculty may require disclosure of the AI tool used, its purpose, significant prompts, and the student's review and verification activities
        3. Failure to comply with course AI requirements or required disclosure provisions may constitute academic misconduct and shall be addressed in accordance with the Academic Integrity and Behavioral Student Code of Conduct Policy and Procedures
        4. Academic integrity determinations involving AI shall not be based solely on automated AI detection tools. Students shall be provided with an opportunity to explain their work prior to a final determination
      4. Accessibility, Accreditation, and External Requirements -
        1. Nothing in this policy limits rights established under the Americans with Disabilities Act (ADA), Section 504, or approved accommodation plans
        2. Programs subject to accreditation, licensure, certification, sponsor, or regulatory requirements may establish restrictions exceeding the requirements of this policy. Where requirements conflict, the more restrictive standard shall apply
    7. Transparency and Accountability -
      1. Users remain responsible for the accuracy, quality, and appropriateness of content produced with the assistance of AI tools
      2. AI-generated outputs shall be reviewed, validated, and, where appropriate, edited by a human before being relied upon, published, communicated, or incorporated into College business processes
      3. AI tools shall not replace professional judgment, institutional decision-making authority, or required human oversight
      4. Faculty, staff, students, contractors, and affiliates are accountable for any content, recommendations, analyses, or decisions developed or supported through the use of AI tools
      5. Academic departments, administrative units, and instructors may establish additional requirements regarding the disclosure or acceptable use of AI tools within their respective areas of responsibility
      6. AI-generated content may be inaccurate, incomplete, biased, or outdated and should be independently reviewed before use
      7. The College may require disclosure of AI-assisted work where appropriate to support transparency, accountability, academic integrity, or regulatory compliance
    8. Privacy Impact Assessments -
      1. Information Technology shall notify the Data Privacy Specialist of proposed AI tools, integrations, or use cases that may involve the collection, use, disclosure, storage, or processing of institutional data
      2. The Data Privacy Specialist shall determine whether a Privacy Impact Assessment (PIA) or other privacy review is required
      3. No AI system shall be deployed or used with institutional data until all required privacy, security, procurement, and governance reviews have been completed and appropriate approvals have been obtained
  6. Procedure
    1. Requesting New AI Tools or Applications -
      1. New applications, services, and technology solutions are subject to the College's review and approval process to ensure appropriate privacy, security, and operational controls are in place
      2. Applications available through the College's managed Microsoft enterprise environment or otherwise approved by Information Technology may be used in accordance with College policies
      3. Requests for new AI tools, AI-enabled applications, browser extensions, software-as-a-service offerings (SaaS), or integrations shall be submitted to Information Technology for review
      4. Requests involving AI capabilities or the processing of institutional data shall also be reviewed by the Data Privacy Specialist
      5. Information Technology and the Data Privacy Specialist may require security reviews, Privacy Impact Assessments, contractual reviews, or other due diligence activities before approval is granted
      6. Applications that have not completed the approval process shall not be installed, connected to College systems, or used for College business
  7. Policy Enforcement
    1. Violations of this policy may result in disciplinary action in accordance with College policies and procedures
    2. Repeated or severe misuse may result in suspension or revocation of access to approved AI tools and services
  8. Related Documentation
    1. Privacy Program Policy
    2. Privacy Impact Assessment Template
    3. Technology & AI Review Standard
    4. Student Code of Conduct and Discipline
    5. Student Assessment Policy
    6. Student Grading and Performance Policy and Procedures
    7. Student Records Policy
    8. Student Grievance Policy and Procedures

Effective Date: 01 October 2026

  • Approvals and Notes
  • Board of Trustees Approval: 24 September 2026
  • President’s Council Approval: 24 August 2026