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The University continues to evaluate and support emerging artificial intelligence (AI) technologies that can support and enhance our instructional, administrative, research, and scholarship activities. We recognize the significant potential of AI automation tools to improve productivity and streamline administrative work. At the same time, it is important that AI technologies are used responsibly, securely, and in alignment with data protection requirements, state laws and university and system policies.
At this time, the University approves the use of BoodleBox and Microsoft Copilot on University-managed systems. These platforms have been reviewed for compliance with state and system-required protections and security practices. As AI technologies continue to evolve, all faculty and staff should exercise caution and good judgment when using AI software on University devices or with University data.
Approved AI applications, tools, and extensions:
- BoodleBox
- Microsoft Copilot
- Zoom
Guidance when using AI tools on UBalt computers, systems, or data:
Approved and Recommended Practices
- Use institutionally supported AI tools whenever possible.
- Review all AI-generated content for accuracy, appropriateness, and compliance before using or distributing it.
- Limit AI access to only the files, applications, and websites necessary for the task being performed.
- Monitor AI-generated actions and outputs for unexpected or suspicious behavior.
- Follow all existing University data classification, cybersecurity, privacy, and acceptable use policies.
Practices to Avoid
- Do not install AI applications or web extensions on University computers without approval from OTS.
- Do not upload, share, or expose proprietary, confidential, or restricted University data unless explicitly approved and permitted by University policy.
- Do not grant AI tools unrestricted access to email, local files, shared drives, financial records, student information, personnel records, or other sensitive data.
- Do not enable browser extensions or internet access features for untrusted or unfamiliar websites.
- Do not rely on AI systems to independently perform actions without user oversight or verification.
- Do not use unapproved AI tools to make decisions involving legal, financial, human resources, student conduct, or other high-risk institutional matters.