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University Policies

University Policies

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ROWAN UNIVERSITY POLICY

 

Title: Artificial Intelligence (AI) Policy
Subject: Information Security
Policy No: ISO:2024:01
Applies: University-Wide
Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer and Provost
Responsible Officer: Information Security Officer 
Date Adopted: 10/03/2024
Last Revision: 11/04/2024
Last Review: 10/03/2024

 

I. PURPOSE

The purpose of this policy is to establish requirements for the secure use of AI and Large Language Models (LLM) in the Rowan University environment and for processing Rowan data of all classification levels.

II. ACCOUNTABILITY

Under the direction of the President, the Chief Information Officer, Information Security Officer and Provost shall ensure compliance with this policy. The Vice Presidents and Deans shall implement this policy.

III. APPLICABILITY

This policy applies to all members of the Rowan Community who access and use the University’s electronic information and information systems.

IV. DEFINITIONS

Refer to the Rowan University Technology Terms and Definitions for terms and definitions that are used in this policy.

V. POLICY

All University activities related to the use of Artificial Intelligence must comply with the following requirements:

  1. The use of AI tools must adhere to all Rowan University policies, including the Information Classification Policy.

  2. All members of the Rowan University community must adhere to human resource and legal requirements, as well as ethical standards and policies of the University, with regard to data use, privacy, consent, ownership, and academic integrity. This includes the rules and regulations of the NJ State Ethics Commission and all requirements of the Rowan University Ethics and Compliance Department, as well as the Office of Research Compliance, Division of Academic Affairs' Academic Integrity requirements and the Academic Integrity Policy.

  3. Members of the Rowan University community must not enter Rowan internal, confidential, proprietary or regulated data (finance, PII, ePHI, HR, student records, non-public research data, etc.) into publicly-available AI tools, e.g. ChatGPT. 

  4. University-related business, including academic, administrative, and operational communications must only be processed in officially approved AI/LLM platforms. This ensures compliance with the University’s obligations for data discoverability. No University business information may be processed on any unapproved platform. 

  5. Subscriptions and purchases of AI services must be procured through the standard processes of the Division of Information Resources & Technology (IRT) and the Office of Contracting & Procurement.

  6. Internal and closed meetings may only be recorded by AI platforms that are authorized, secured and managed by IRT.

  7. AI requirements related to coursework must comply with the Academic Integrity Policy.  Questions regarding the use of AI or data mining tools should be directed to the Rowan University Office of Ethics, Academic Integrity or Research, as appropriate.

  8. The use of AI may not  infringe on copyright laws applicable to U.S. universities and the University Copyright Policy.

  9. AI use in Research, including the development of AI and other machine learning, must be conducted in accordance with applicable policies and governing Research.

VI. POLICY COMPLIANCE

Any individual who violates this policy shall be subject to discipline up to and including dismissal from the University, as well as civil and criminal penalties, if applicable. Any exceptions to this policy must be approved by the Information Security Office and Office of the Provost.


By Direction of the CIO and Provost: 

Mira Lalovic-Hand, 
SVP and Chief Information Officer

Anthony Lowman
Provost

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