Use of Artificial Intelligence in the Workplace (policy)

Office of Origin: Information Technology
Responsibility: Chief Information Officer
Original Date Adopted: 4-15-25    
Dates Reviewed: 4-15-25
Last Date Board Approved: 4-15-25

 

 

This policy establishes guidelines for the ethical and compliant use of Artificial Intelligence (AI) technologies by employees at Lake Michigan College (the College). It aims to enhance productivity and decision-making while mitigating risks and ensuring alignment with legal, ethical, and institutional standards.

This policy applies to employees of the College and those working on behalf of the College, such as Edustaff. It does not cover the use of AI by students.

General Guidelines

  1. There are currently no AI tools approved for use by the College other than commercially available AI search engine tools (such as ChatGPT, Perplexity, etc.) Requests for use of new tools must be submitted via the IT ticketing system, including the intended use case. The IT security team will evaluate and provide recommendations.
  2. Before an AI tool is used in any “official” work capacity, the employee must complete training on its capabilities, limitations, and identifying potential risks like bias or errors.
  3. Critical tasks require human review and decision-making. AI may assist but not replace human judgment.
  4. Employees may not use AI tools for profiling, monitoring, or decision-making that involves personally identifiable information (PII).
  5. Any AI-related errors in work products or concerns about compliance issues must be promptly reported to IT and the supervising Cabinet member for review.
  6. AI tools must comply with privacy, accessibility, bias, and anti-discrimination policies and laws.
  7. Employees may request clarification or raise concerns about AI usage through their supervising Cabinet member, who will provide guidance and resolution.

Sensitive data usage requires approval from the supervising Cabinet member. Private AI models must be used for tasks involving sensitive or confidential data.

Acceptable Uses of AI

AI is currently permitted for:

  • Routine administrative tasks (e.g., communication drafts, document review, synopsizing, brainstorming).
  • Information retrieval and analysis to support research and decision-making.
  • Predictive analytics to identify trends, risks, or opportunities.
  • Accessibility enhancements like translation, transcription, and captioning.

Prohibited Uses of AI

AI must not be used for:

  • Tasks involving safety risks or of significant consequence without appropriate human oversight.
  • Handling confidential data without appropriate authorization.
  • Decisions requiring specialized licensure (e.g., legal, mental health services) without licensed oversight.
  • Fully automated changes.
  • Unauthorized access to sensitive data or records.
  • Independent updates to AI systems or configurations without IT oversight.

Recording of Meetings Using AI

AI-based meeting recordings (video, audio, transcription) must adhere to the following standards.
1.    Obtain host approval and participant consent before recording.
2.    Store recordings securely, restricting access to authorized personnel only.
3.    Retain recordings only as necessary and delete them in compliance with the College Record Retention policy.
4.    Follow legal guidelines, with periodic reviews to ensure adherence.

References:    Acceptable Use of Technology policy
Institutional Data Management policy
Record Retention policy