University Policies

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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

    6. Rowan IRT and Procurement departments

  6. Division of Information Resources & Technology (IRT) and the Office of Contracting & Procurement.

  7. Internal and closed meetings may not be recorded by any AI platforms that are not authorized, secured and managed by

    Rowan

    IRT.

  8. 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.

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

  10. 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