Purpose and Scope

This policy establishes guidelines for the responsible use of generative artificial intelligence (AI) tools by faculty, staff, and administrators at Danville Area Community College. The policy aims to maximize the educational and operational benefits of generative AI while maintaining academic integrity, protecting privacy, ensuring equity, and mitigating potential harms.

This policy applies to all generative AI use on college-owned systems, college networks, and in college-sponsored activities. It also applies to the use of generative AI tools that involve college data or are used in direct relation to college coursework and operations.

Generative AI includes but is not limited to large language models (e.g., Copilot, Gemini, ChatGPT), image generation tools (e.g., DALL-E, Midjourney), code generation tools, and similar technologies.

Definitions

Generative AI: Machine learning models trained on large datasets that can generate human- like text, images, code, or other content based on user prompts.

Disclosure: Clear and transparent identification of generative AI use in academic work, including which tool was used and for what purpose.

Unauthorized Use: Using generative AI in ways that violate academic integrity policies, misrepresent authorship, or breach confidentiality.

Responsible Use: Using generative AI as a tool to enhance learning, research, and productivity while maintaining appropriate human judgment, oversight, and accountability.

Personally Identifiable Information (PII): Any information that can be used to identify, contact, or locate a specific individual, either alone or when combined with other data. PII includes but is not limited to:

• Names, addresses, phone numbers, and email addresses
• Social Security numbers, student ID numbers, or employee ID numbers
• Date of birth, driver's license numbers, or passport numbers
• Financial information (bank accounts, credit card numbers)
• Medical records or health information
• Biometric data (fingerprints, facial recognition data)
• Login credentials or passwords
• Academic records, grades, and transcripts
• Disciplinary records
• Demographic information when combined with other identifiers (race, ethnicity, gender, age)
• IP addresses or device identifiers in some contexts
• Any other information that could reasonably be used to identify a specific person

General Principles

1. Transparency: Users must disclose their use of generative AI when required by course guidelines or college policy.
2. Academic Integrity: Generative AI must not be used in ways that constitute plagiarism, contract cheating, or misrepresentation of work.
3. Human Judgment: Generative AI should augment human decision-making, not replace critical thinking or professional judgment in high-stakes situations.
4. Equity and Access: The college recognizes that access to generative AI tools varies. Policies will not disadvantage students who may not have access to premium tools.
5. Privacy and Data Protection: Users must not input sensitive, confidential, or personally identifiable information into third-party generative AI tools.
6. Bias Awareness: Users should understand that generative AI systems can reflect biases in their training data and should verify outputs critically.

Faculty Use

1. Course Design and Instruction

   Permitted Uses:

   • Designing course materials, assignments, and assessments
   • Creating study guides or practice problems
   • Generating discussion prompts or case studies
   • Drafting lecture notes or supplementary materials
   • Identifying student misconceptions through AI-generated scenarios
   • Developing inclusive course materials and accessibility resources

    

   Best Practices:

   • Clearly communicate AI policies in course syllabi
   • Provide explicit guidance on permitted and prohibited AI use for each assignment
   • Design assessments that are difficult to complete through AI use alone
   • Use AI as one tool among many to enhance teaching, not as a replacement for
     instructor expertise
   • Model responsible AI use for students

2. Grading and Assessment

   Generative AI may not be used to replace instructor judgment in grading and evaluation. However, instructors may use AI tools to support their grading process, such as identifying patterns in student work. Final grading decisions must reflect human judgment and remain the instructor's responsibility.

3. Data Privacy

   Faculty must not input student work, grades, or personally identifiable information into public or third-party generative AI tools without explicit institutional authorization and appropriate data agreements.

Administrative and Operational Use

Permitted Uses:

• Drafting routine communications and documents
• Generating reports, summaries, or data visualizations
• Research and literature review support
• Administrative process improvement
• Developing human resources materials
• Creating professional development content

Prohibited Uses:

• Making significant personnel or disciplinary decisions based solely on AI outputs
• Processing sensitive employee or student personal data through unauthorized tools
• Using AI to make decisions without appropriate human review and accountability

*Data Governance:

All departments must ensure that generative AI use complies with FERPA, data governance policies, and applicable state and federal privacy regulations.

Privacy and Data Security

1. Confidential Information: Do not input student records, personnel files, health information, or other confidential college data into public generative AI tools.
2. Third-Party Tools: Before using third-party generative AI tools, users should review the tool's privacy policy and terms of service. The college is not responsible for data breaches resulting from personal use of external tools.
3. College Systems: Generative AI tools accessed through official college accounts or systems must be pre-approved by the Information Technology department and must meet institutional security and privacy standards.
4. Data Retention: Users should be aware that data entered into generative AI tools may be retained and used to train future models. Use only college-approved tools with appropriate data agreements for sensitive information.

Ethical and Responsible Use

1. Bias and Fairness

   Users should:

   • Recognize that generative AI outputs can perpetuate historical biases and stereotypes
   • Critically evaluate AI-generated content for accuracy and bias
   • Not rely on AI for decisions that significantly impact individuals or marginalized groups
   • Report concerns about biased AI outputs to appropriate college officials

2. Academic Integrity and Plagiarism

   Using generative AI to produce work and submitting it as your own without disclosure is plagiarism. Proper attribution and disclosure are required.

3. Copyright and Intellectual Property

   Users should be aware that generative AI training data may include copyrighted material. Users are responsible for ensuring that their use of generative AI does not violate copyright law or college policy.

4. Harmful Content

   The college prohibits using generative AI to create content that is:

   • Defamatory or harassing
   • Designed to deceive or defraud
   • Sexually explicit or exploitative
   • Promoting discrimination or violence
   • In violation of applicable laws

Accessibility and Equity

1. No Disadvantage: Policies will not penalize students for lack of access to generative AI tools.
2. Accommodations: Students with disabilities should work with the Disability Services office regarding the use of AI tools as potential accommodations.
3. Digital Literacy: The college will provide resources and training to support students and faculty in understanding and using generative AI responsibly.
4. Affordability: Institutional policies will not require students to purchase premium AI tools to succeed in their coursework.

Limitations and Disclaimers

The college acknowledges that:

• Generative AI can produce inaccurate, outdated, or misleading information
• These tools have limitations in reasoning, creativity, and specialized knowledge
• AI systems can reflect societal biases and should not be used as the sole basis for important decisions
• Rapid technological change may require periodic policy updates
• This policy does not cover all possible uses or scenarios

*Users are responsible for critically evaluating all AI-generated content and verifying information through appropriate sources.

Prohibited Activities

The following uses of generative AI are strictly prohibited:

1. Submitting AI-generated work as your own without required disclosure or against course policy
2. Using AI to complete tests, quizzes, or proctored exams in violation of course guidelines
3. Using AI to generate fraudulent documentation or credentials
4. Inputting confidential student, employee, or institutional data into unauthorized tools
5. Using AI to create defamatory, harassing, or discriminatory content
6. Attempting to circumvent security systems or access unauthorized information
7. Using AI to violate copyright law or intellectual property rights
8. Using AI for any illegal purpose

Violations of this policy may result in disciplinary action, including academic integrity hearings, grade penalties, suspension, or expulsion for students, and performance reviews, suspension, or termination for employees.

Support and Resources

The college will provide:

• Workshops and training on responsible AI use for students, faculty, and staff
• Guidance on incorporating AI literacy into the curriculum
• Clear communication of individual course AI policies
• Support from the teaching and learning center for faculty questions
• Regular updates to this policy as technology and practice evolve

*Resources will be available through the college website and learning management system.

Implementation and Oversight

Policy Administration: Academic Affairs will oversee the implementation and enforcement of this policy.

Review Schedule: This policy will be reviewed annually and updated as needed to reflect technological changes and institutional learning.

Feedback: The college welcomes feedback from students, faculty, and staff. Comments should be submitted to the Academic Affairs Office.

Academic Integrity Cases: Suspected violations involving coursework will be addressed through the existing academic integrity process.

Personnel Violations: Violations by employees will be addressed through appropriate departmental and human resources channels.

Policy Exceptions and Appeals

Students or employees who believe they have a legitimate reason for an exception to this policy may request one in writing to the Academic Affairs Office. Requests will be reviewed on a case-by-case basis.