GSC AI Usage Policy
1. Introduction
Artificial Intelligence (AI) tools are rapidly evolving and becoming increasingly accessible, offering significant opportunities to enhance learning, research, and administrative processes. Gordon State College recognizes the potential of AI to support academic excellence and innovation. This policy provides comprehensive guidance on the responsible and ethical use of AI tools by all members of the Gordon State College community.
2. Purpose
The purpose of this policy is to:
- Establish clear guidelines for the ethical use of AI.
- Mitigate risks associated with the misuse of AI.
- Promote critical thinking and digital literacy in an AI-integrated world.
3. Scope of AI Tools
This policy applies to all Gordon State College students, faculty, and staff members in all academic, administrative, and extracurricular activities. It covers the use of any AI-powered tool, including but not limited to generative AI (e.g., large language models, image generators), AI-powered research assistants, and AI-driven data analysis tools.
4. Guidelines for Use
4.1. General Principles for All Users
Responsibility: Users are solely responsible for the content they generate, submit, or use, regardless of whether AI tools were employed in their development.
Transparency: Users must be transparent about their use of AI tools which are relevant to academic integrity, professional ethics, or the understanding of work submitted or produced.
Critical Evaluation and Human Oversight: Human oversight and judgment are paramount for ensuring the validity and accuracy of AI generated information because AI can generate incorrect, biased, or nonsensical information. AI tools are assistants and should not be relied upon to make decisions or produce final content without independent human review and validation.
Data Privacy and Security: Users must protect sensitive or restricted information when using AI tools. Users should not input Personally Identifiable Information (PII) or confidential college data into public AI models that are not explicitly authorized and verified for secure data handling. Users are cautioned to be careful of posting proprietary research as well.
Gordon State College will ensure AI tools used in academic contexts comply with applicable laws, regulations, and industry standards; and ensure data used with AI tools is collected and processed in compliance with privacy laws (e.g., GDPR, CCPA).
AI Tool Inventory and Documentation: All AI tools must be documented in the Gordon State College AI Tool Inventory prior to adoption or use, regardless of whether the tool is free or commercial.
Required Inventory Documentation
Submissions to the inventory must include:
- Identification: AI Tool Name and Vendor
- Technical Details: AI Tool Type and AI Model Type.
- Operational Context: Description of data interaction and the tool’s purpose or
organizational benefit. - The responsible unit or owner and the results of evaluation criteria.
Review and Approval Process
Prior to institutional use, a compliance review must be submitted to the GSC Information Technology (IT) department.
Evaluation Criteria
Tools are assessed based on:
- Institutional Alignment: Instructional value and impact on academic integrity.
- Output Quality: Accuracy and appropriateness of AI-generated content.
- Ethics and Equity: Considerations regarding bias, fairness, accessibility, and transparency.
- Sustainability: Cost-effectiveness and long-term viability.
Compliance and Data Protection
For tools processing sensitive or large-scale personal data, a Data Protection Impact Assessment (DPIA) is required. This assessment includes:
- An analysis of the necessity and proportionality of data processing.
- A risk analysis regarding potential harm to individuals.
- Documentation of mitigation measures such as encryption and access controls.
- Consultation with the GSC Data Officer (jointly held by the CIO and Registrar), IT Department, and USG Office of Legal Affairs.
Vendor Requirements
Unless a USG systemwide contract exists, vendors must provide:
- Documentation of compliance with federal/state laws and USG policies.
- A Data Processing Agreement (DPA) or equivalent contractual language defining data handling safeguards.
Oversight and Recurring Review
The AI Tool Inventory undergoes a formal annual review conducted by representatives from GSC Information Technology, the Office of Academic Affairs, and the Center for Excellence in Learning and Teaching (CELT).
Review Outcomes
Following a review, tools will be designated as:
- Approved: Continued use permitted.
- Conditionally Approved: Continued use permitted with required adjustments.
- Removed: Discontinued and removed from the inventory.
Interim Reviews
Interim reviews may be triggered by significant changes, such as the introduction of new tools, updates to tool functionality, new mandates from the Board of Regents (BOR), or identified security and bias-related risks.
Purchasing: All contracts are routed through the Procurement office and signed by the Vice President of Finance and Administration at Gordon State College.
A contract is any legally enforceable agreement whether or not it is titled “contract.” Contracts include but are not limited to: terms and conditions related to a transaction, letters of agreement, lecture or performance agreements, licenses, and memoranda of understanding.
The correct legal name of GSC, which should appear on all of GSC’s contracts, is “Board of Regents of the University System of Georgia by and on behalf of Gordon State College”.
Proposed contracts must be submitted for review to the Vice President for Finance and Administration for review before they are signed. During the review process, contracts are reviewed by the VPFA and Procurement Coordinator to ensure that the college can meet the terms of the contract and to ensure compliance with laws, rules, regulations and Gordon State College specific policies and procedures.
During the review process, if any questions arise, the VPFA or Procurement Coordinator will contact the initiating department directly for clarity. Once they have finished their review of the contract, they will notify the initiating department and will send any necessary modifications/addendums that need to be made.
Once all revisions are incorporated or appended to the contract, GSC and the supplier may sign the approved version of contract. The President, or the President’s designee, has the authority to sign any contracts, except as limited by the Board of Regents (BOR Policy Manual 2.5.4).
General thresholds to keep in mind:
- Purchases of services over $2,500 requires E-Verify
- Purchases of $25,000 or more requires bidding (except for exempt purchases or purchases from existing agency or statewide contracts)
- We must not spend an aggregate amount of $25,000 with one supplier in a fiscal year, bidding will be required if we foresee this will happen. Reference Section 3.1 of the BPM below.
4.2. Guidelines for Students
Academic Integrity: The use of AI tools in academic work must align with Gordon State College's Academic Integrity Policy. Unauthorized use of AI to complete all coursework, such as assignments, quizzes, presentations, discussions, papers/projects or exams, etc.), including the use of unacceptable or prohibited tools as defined by faculty, is considered academic dishonesty.
Academic Directives: Students must adhere to specific instructions from their instructors regarding the use of AI tools for all coursework such as assignments, quizzes, presentations, discussions, papers/projects or exams, etc. Students should refer to course syllabi for more details about the use of AI tools.
Attribution and Citation: When AI tools are permitted and used in academic work or scholarly communications, students must properly acknowledge and cite their use according to the citation style specified by their instructor or discipline (e.g., APA, MLA, Chicago). This includes clearly indicating where and how AI assistance was utilized and a thorough review of AI-generated content to ensure accuracy.
Original Thought: AI tools should support, not replace, original and critical thinking, writing, and problem-solving skills. The final work submitted must reflect the student's own understanding and effort.
4.3. Guidelines for Faculty and Staff
Faculty Directives: Faculty have the discretion to permit, limit, or prohibit the use of AI tools in their courses. Faculty will communicate clear expectations in the syllabus regarding the use of AI tools.
Syllabus Statement: Gordon State College recognizes that Artificial Intelligence (AI) tools offer opportunities to enhance learning and research. However, these tools must be used ethically and responsibly. In this course, the use of AI is governed by the following principles:
- Faculty Directive: As your instructor, I have the discretion to permit, limit, or prohibit the use of AI tools for specific assignments. Unless explicitly stated otherwise in the assignment instructions, the use of AI to complete coursework is unauthorized.
- Academic Integrity: Unauthorized use of AI to complete assignments, quizzes, papers, or exams is considered academic dishonesty and will be handled according to the College’s Academic Integrity Policy. (https://www.gordonstate.edu/documents/departments/institutional-effectiveness/academic-integrity-policy-10.27.25.pdf)
- Attribution & Citation: If AI tools are permitted for a specific task, you must clearly acknowledge and cite their use according to the citation style required for this course (e.g., APA, MLA). This includes indicating which parts of the work were assisted by AI.
- Accuracy & Hallucinations: You are solely responsible for the content you submit. AI can generate incorrect, biased, or "hallucinated" (fabricated) information. You must fact-check and validate all AI-generated content before submission.
- Original Thought: AI should support, not replace, your critical thinking and problem-solving skills. All submitted work must reflect your own understanding and effort.
- Data Privacy: To protect your privacy and the college's data, do not input Personally Identifiable Information (PII) or confidential data into any public AI tool.
- Clearance Levels:
| Level | Policy |
|
Full Restriction RED LIGHT |
The use of any generative AI tools is strictly prohibited in this course. All work must be your own original content. |
|
Limited Use YELLOW LIGHT |
AI may be used only for brainstorming or outlining. The final writing and analysis must be your own original work and must include a disclosure of AI use. |
|
Open Integration GREEN LIGHT |
AI tools are encouraged for this course to enhance productivity. However, all outputs must be critically evaluated, fact-checked, and properly cited. |
|
|
Curriculum Integration: Faculty are encouraged to explore how AI tools can be ethically and effectively integrated into their teaching, research, and course design to enhance learning outcomes and prepare students for an AI-driven world.
Pedagogical Application: When integrating AI into teaching, faculty should consider the pedagogical implications and ensure that AI assistance supports learning objectives rather than hindering skill development.
Research Integrity: Researchers using AI tools must uphold the highest standards of research integrity. This includes ensuring transparency in methodology, accurate reporting of results, and adherence to ethical guidelines for data handling and authorship. Faculty and staff are expected to comply with norms and requirements for disclosing and documenting AI use in their respective discipline, department, or office.
Professional Use: Faculty, staff and administrators may use AI tools to enhance productivity and efficiency in their professional duties, provided such use complies with college policies on data security, privacy, and confidentiality.
5. Ethical Considerations
Bias and Hallucinations: Users should examine outputs from AI tools for partiality and appropriateness, as AI models can perpetuate and amplify existing societal biases. AI users must use AI in a way that promotes fairness and equity. Users also must be aware of potential hallucinations in AI outputs. An AI hallucination occurs when a generative AI system fabricates incorrect, misleading, or non-existent information but presents it as factual. These hallucinations can include false facts, non-existent citations, made-up events, or completely fabricated text, often presented in a convincing narrative. Users must validate the results of AI tools for accuracy and disallow the acceptance of output as fact without independent human supervision.
Accountability: AI tools do not absolve users of accountability for their actions or the consequences of AI-generated content.
Human Oversight: AI tools are assistants and should not be relied upon to make decisions without human review and validation.
Misinformation and Disinformation: AI users must be vigilant against the generation and spread of misinformation or disinformation by AI tools. Users must fact-check AI-generated content.
6. Policy Review and Updates
This policy will be reviewed every 3 years by the Office of Academic Affairs, Faculty Welfare Committee, Academic Policy Committee and the President’s Cabinet. This frequent review of 3 years rather than the 5-year review procedure is necessary to ensure it remains current with evolving AI technologies, given AI's nature as an emerging technology and the risks posed by the ever-changing AI landscape. Gordon State College will disseminate updates to the college community as needed via email and posting on the Policy website.
7. Disclaimer
Gordon State College does not endorse any specific AI tool. Users engage with third-party AI services at their own risk and are responsible for reviewing and complying with the terms of service, privacy policies, and data security practices of those services. The college is not liable for issues arising from the use of external AI tools.
8. Point of Contact and Support
The Office of Academic Affairs will designate appropriate personnel to serve as point of contact related to responsibilities covering the institution's AI in academic contexts policy. Additionally, each department/college/school will identify their own points of contact.
For questions regarding this policy or for guidance on the use of AI, please contact the Office of Academic Affairs.
9. Professional Development and Education
Gordon State College will follow the USG provided ongoing training for faculty and students on AI risks, ethics, responsible use, and compliance via free campus courses, “Skills for Success”. The Office of Academic Affairs will regularly provide educational and professional development
opportunities on AI use to faculty and staff. The Center for Workforce Development and the Library will provide training for students.
10. Legal and Regulatory Compliance
Gordon State College has developed this policy pursuant to the USG Board of Regents Policy 06.28, “Artificial Intelligence in Academic Contexts,” and USG’s Academic and Student Affairs Handbook, Section 02.06, “Artificial Intelligence in Academic Contexts.” Users will comply with all policies of the Board of Regents and with USG guidelines. In the event of a conflict between this policy and the policies of the Board of Regents or with USG guidelines, the policies of the Board of Regents and USG guidelines will control.
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