AI Data Guidelines

Guidance on Using Approved AI Tools at UVU

 

The Rule: Use only UVU approved AI tools for UVU work.

  • Use it for your everyday UVU work. Drafting, summarizing, brainstorming, coding, analysis, and similar tasks are all fair game. 
  • Be careful with personal information, whether it is yours or someone else's. Only include it when the task truly needs it. 
  • Never enter highly sensitive personal information like Social Security numbers or credit card numbers. 
  • When in doubt, ask first. A quick question is cheaper than a disclosure. 

How To Think About Your Data

 

Sort what you want to enter into one of these three groups:

Green: Safe to Use

This is most of your work. Examples:

  • Public or internal UVU information (policies, course material, marketing copy, email, general communications)
  • Work documents, reports, meeting notes, and project plans
  • Code, scripts, and technical documentation
  • Drafts, ideas, and questions you want help thinking through

Yellow: Use Minimally

This information can be used, but minimize it and remove what is not essential. Examples:

  • Names, contact details, or other personal information about yourself, coworkers, students, or third parties
  • Student education records protected under FERPA
  • Internal information that would be embarrassing or harmful if it leaked

Before you include anything in this group, ask yourself whether the task actually requires it. If the AI can help just as well with the details removed or anonymized, take them out.

Red: Never Use

Do not put the following into the UVU AI Gateway, or any AI system. Exceptions require special approval at the highest levels. Examples:

  • Social Security numbers
  • Dates of birth
  • Driver's license, passport, or other government ID numbers
  • Credit card, bank account, or other financial account numbers
  • Health or medical information
  • Passwords, API keys, tokens, or other credentials
  • Any other personal information that would cause real harm if it were exposed

Treat All AI With Care

All AI tools approved by UVU meet our security standards, and we stand behind them.  At the same time, no computer system is ever completely free of vulnerabilities. There is always some chance that information entered into any system could be exposed.

A good habit is to treat anything you type into an approved UVU AI tool as something that could, in a worst case, be seen by someone else. That mindset keeps your most sensitive information out of harm's way without getting in the way of your work.

If you are uncertain whether something belongs in a UVU-approved AI tool, do not guess.  Ask first. Not sure who to contact? Start with your supervisor. From there, they can escalate to Cybersecurity and IT Risk Management or the UVU Privacy Officer, who can loop in the Office of General Counsel if needed.

Quick Reference Guide

Not sure what data is safe to use with UVU approved AI tools? Check out the guide below.

Data Type Allowed?
Public and internal UVU work content Yes
Drafts, code, analysis, general questions Yes
Personal info about you or others Only as required and approved
FERPA-protected student records Only as required and approved
SSN, DOB, driver's license, passport Never
Credit card or bank account numbers Never
Health information Never
Passwords, keys, or credentials Never