OU Guidelines: Artificial Intelligence Usage

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1.0 Purpose

The following AI Usage Guidelines establish a framework for responsible, ethical, and strategic use of Generative Artificial Intelligence (GenAI) and Large Language Models (LLM) across Oakland University's academic, research, clinical, and business operations.

2.0 Guiding Principles

  • Responsible Innovation: Responsibly pursuing cutting-edge AI while maintaining a critical and measured approach to its implementation.

  • Ethical Deployment: Ensuring AI technologies are implemented with a fundamental respect for human values, individual rights, and societal well-being.

  • Data Protection: Pursuing a comprehensive strategy to safeguard Oakland University’s sensitive data from unauthorized access, misuse, or unintended disclosure throughout the AI ecosystem.

  • Academic Integrity: Preserving the fundamental values of intellectual honesty, original thought, and scholarly rigor.

  • Transparency: Demanding complete and honest communication about the use, capabilities, and limitations of AI technologies across all University activities.

  • Risk Mitigation: A proactive approach to identifying, assessing, and systematically reducing potential negative consequences of AI technology implementation.

  • Accessibility & Equity: Ensuring AI tools are inclusive and accessible, avoiding bias and disproportionate impacts on any community or population.

  • Human Oversight: All AI-assisted decision-making processes must include active human involvement and accountability.

3.0 Guidelines

3.1 Data Protection

  • Data used and generated by AI and LLM systems must be handled according to the University’s Data Classification Standard and external legal and regulatory frameworks.

  • Confidential \Internal data must be safeguarded from unauthorized access, upload, and misuse as described in University Policy 860. 

  • Entering Confidential and Internal Data into unauthorized AI systems is a public disclosure and must follow the steps defined in Oakland University’s Cyber Incident Response Program (CIRP) per the Incident Response Process.  Note: If you intend on entering Confidential Data in an AI tool please confer with UTS first.  

  • All third-party AI tools must comply with applicable data privacy laws (e.g., FERPA, HIPAA, GDPR), and procurement must verify vendor compliance.

3.2 Authorized Use

  • GenAI and LLMs will not be solely used to make personnel, award, or disciplinary decisions.

  • Decision-making may not be delegated to GenAI systems.

  • The university has a rigorous review process for AI technology (Software, Applications, and Website Purchasing Checklist Request), ensuring all AI tools undergo thorough evaluation by cross-functional experts before implementation.

  • All approved AI systems are subject to re-evaluation upon major updates or model changes.

3.3 Academic Affairs Use

Research Applications

Teaching, Learning, and Academic Integrity 

3.4 Research Considerations

Research Data Management & Collaborative Research

3.5 University Office Use

Finance and Administration

  • AI may be used for enhancing institutional efficiency, including resource optimization, workflow improvements, predictive maintenance, and strategic planning.

  • AI-generated recommendations must be reviewed and approved by appropriate human decision-makers.

Planning

  • AI may support strategic planning through data modeling and predictive analytics but must not replace human judgment.

  • Ongoing performance monitoring is required to detect bias, errors, or deviations from institutional values.

Human Resources

  • AI may support initial candidate screening or workload analysis but may not make personnel decisions (e.g., hiring, promotion, termination).

  • All HR-related uses of AI require human oversight to prevent bias and protect employee rights.

Student Affairs

  • AI may enhance administrative functions such as registrar processes, financial aid communication, and service efficiency.

  • AI is prohibited from making independent enrollment or disciplinary decisions, which require human review and authority.

4.0 AI Governance and Oversight

  • Oakland University will establish an AI Governance Council including representatives from Academic Affairs, IT, Legal, Ethics, Research, and Student Affairs to oversee policy implementation, review incidents, and evaluate new technologies.

  • These guidelines will be reviewed annually to remain current with evolving legal, technological, and educational developments.

5.0 Reporting and Compliance

  • Any misuse, unintended consequences, or ethical concerns regarding AI must be reported via the AI Incident Reporting Process or through the University’s CIRP.

  • Violations of these guidelines may result in disciplinary or administrative action, as outlined in applicable university policies.

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