AI Usage at Wright State

On this page: 

• What is Artificial Intelligence (AI)?
• Data Privacy and Security
• AI Note-Taking Best Practices
• Frequently Asked Questions

What is Artificial Intelligence (AI)?

Artificial intelligence (AI) is a technology that allows devices/machines to perform tasks that typically require human intelligence. AI can learn, understand, solve problems, and make decisions, and is at the forefront of emerging technology.

Generative AI includes, but is not limited to, tools like ChatGPT and Gemini, built-in functionality such as AI meeting summarization in WebEx and third-party apps that integrate without environment such as the AI note-takers read.ai and firefly.ai.

On this page, you'll find more information about AI usage at Wright State as we begin to navigate this new territory. 

Data Privacy and Security

Generative AI tools often process input data on external servers, raising the risk of data leakage. Sensitive or proprietary information entered into AI systems may be stored or reused without explicit knowledge. To protect data privacy and security, the following guidelines must be followed:

• Anonymize Data: Remove identifiable information from inputs to protect privacy
• Use Approved Tools: Only AI Platforms that have been vetted and approved by the University's central IT team, CaTS, may integrate with university systems and data.
• Understand Data Retention Policies: Use platforms that have transparent data usage policies and do not retain input data without explicit consent

Legal Considerations

All AI tool usage must comply with applicable laws and regulations, including but not limited to:

• Intellectual property rights
• Data privacy laws
  • Family Educational Rights and Privacy Act (FERPA)
  • General Data Protection Regulation (GDPR)
• Copyright laws
• Contractual disputes involving AI-generated content
• Mitigation of inaccurate AI-generated data

Ethical Considerations

It is vital to be mindful of ethical use of AI, which includes:

• Consent for AI Note Takers: Never use AI note takers without obtaining consent from all meeting participants.
• Data Sharing: Disclose the intention to share information gathered using AI tools.
• Misinformation Awareness: Be mindful of inaccuracies or biases in AI-generated data.

AI Note-Taking Best Practices

The use of AI note-taking tools requires careful consideration of privacy, accuracy, and equitable access. Below are five areas to keep in mind when utilizing these note-taking services:

• Transparency
• Meeting Host Responsibilities
• Accuracy
• Accessibility
• Information Security and Storage

Transparency

To maintain transparency among all participants, clearly communicate the use of AI note-takers before enabling them in a virtual meeting. Make sure to specify the purpose of the note-taking tools, and identify the specific AI tool being used. 

Meeting Host Responsibilities

The meeting organizer determines AI note-taking use, and therefore is responsible of informing all participants when these tools are being utilized. If objections arise from any participant(s), explore alternative note-taking methods such as manual recordings or application-based transcription options. 

Accuracy

AI-generated notes must be reviewed for errors, verified, and formally approved by the represented group before being used for documentation purposes or widespread distribution. AI summaries should always remain objective, excluding irrelevant or private details. Make sure to address potential biases in AI-generated content to ensure fairness and accurate representation. 

Accessibility 

Ensure AI notes are accessible to all participants, considering disabilities and non-digital format preferences.

Information Security and Storage

Sensitive data must be handled in compliance with university data protection policies. Third-party AI apps may have different retention policies; therefore, meeting notes must be stored in approved University locations (e.g., network storage for sensitive data, Microsoft OneDrive for non-sensitive data).

Frequently Asked Questions

Who decides how AI-generated notes are distributed?

• The meeting organizer is responsible for distribution, in consultation with participants.
• Notes containing confidential information must have restricted distribution.

Can I use read.ai or similar note-taking applications?

• At present, external AI note-taking apps are not approved to integrate with Wright State's collaboration tools (M365 calendar, Teams and WebEx).  Any tools approved in the future to supplement the built-in features of Teams and WebEx must be reviewed and approved by the CaTS Information Security team.

Mandatory or Restricted AI Note-Taking

• AI note-taking should not be mandated due to consent considerations.
• AI note-taking is strongly discouraged for sensitive meetings such as performance evaluations, disciplinary matters, or discussions with students.