Artificial Intelligence Policy

AUDIENCE

This policy applies to all University employees and vendor partner employees utilizing Thomas More University Information Technology Resources.

PURPOSE

The purpose of this policy is to ensure that the use of artificial intelligence (AI) by employees at Thomas More University is ethical, responsible, transparent, and accountable. Its further purpose should be to ensure that any use of AI is aligned with the Thomas More University mission, vision, and core values as well as consistent with all other University policy.

DEFINITIONS

Artificial Intelligence (AI):  the capacity of machines to mimic human cognitive functions such as learning, problem-solving, and pattern recognition, enabling them to perform tasks that normally require human intelligence.

Generative AI (GenAI):  deep learning models that can create complex original content – such as long-form text, high-quality images, realistic video or audio and more – in response to an individual’s prompt or request.

AI Applications:  software programs that use AI techniques to perform specific tasks, which range from simple, repetitive tasks to complex, cognitive tasks that require human-like intelligence.

Intellectual Property:  certain creations of the human mind that are granted legal aspects of a property right.  These property rights include patents, copyrights, trademarks, trade secrets, and any other such right that may be created by law in the future.

Emerging Technologies:  technologies whose development, practical applications, or both are still largely unrealized, which are generally new but also include old technologies finding new applications.

Institutional Data:  any information, including Directory Information, Personally Identifiable Information, and Student and Employee Financial Information that can be linked to any individual, including but not limited to, students, faculty, staff, donors, or contractors.  Institutional Data and all applications storing and transmitting such data, regardless of the media on which they reside, are valuable assets, which the University has an obligation to manage, secure, and protect.

Bias in AI:  a phenomenon that occurs when AI produces results that are systematically prejudiced due to erroneous assumptions in the machine learning process.

POLICY

The use and availability of public AI applications driven by generative artificial intelligence (GenAI), such as chatbots, large language models (LLMs)and image, video, and code generators as well as continuing emerging technologies are becoming increasingly popular for use in the workplace. It is important to understand that while the attraction to these applications may serve to create more efficient and streamlined work, the serious and inherent risks to security, accuracy, and intellectual property should not be overlooked. At Thomas More University, we recognize that context is critical when determining the appropriate and responsible use of AI. The impact of these technologies can differ significantly based on the nature of the task, the sensitivity of the data involved, and the potential consequences for our community. What is suitable in one setting may be inappropriate in another, underscoring the need for thoughtful, case-by-case consideration. Thomas More University seeks to strike a balance among the acceptable use of artificial intelligence by its employees; the protection of its confidential or sensitive information, intellectual property, workplace culture, reputation, and brand; and the alignment of the use with its mission, vision, and core values. Therefore, it is the policy of Thomas More University to permit the use of GenAI tools, subject to the following guidelines:

1.  Procurement of AI Applications (including free tools)
   1. Prior to purchasing (or acquiring for free) new AI product(s), including web-based products, containing AI-based functions, especially when using University resources or data, please consult with both your supervisor and the University’s IT Services Department. This does not apply to AI tools that are embedded in existing products.
   2. The IT Services Department will validate the vendor’s product and assist with mitigation of risk to the University.
   3. If a contract is required, prior to entering into any contract, the language should be reviewed and approved by Chief Financial Officer.
   4. This process can also direct you to existing vendors and training resources and prevent duplicative use of University resources.
2. Input of Institutional Data: Thomas More University employees are prohibited from the input of any Institutional Data, as defined above, into GenAI tools unless explicitly permitted by validated and approved contract language, approved security controls set by the IT Services Department, and approval of direct supervisor.
3. Input of Information in Violation of Intellectual Property or Contract Terms and Conditions: It is the responsibility of the GenAI user to be aware of the terms and conditions of the tools with which they are using.  Respect intellectual property rights to prevent copyright violations, patent infringements, data breaches, or identity theft.  Check with the University Library for assistance regarding licensed content and acceptable AI use.
4. Confirm the Accuracy and Bias of the GenAI Output:
   1. Verify that any response from a GenAI tool that you intend to rely on or use is accurate, appropriate, not biased, not a violation of any other individual or entity’s intellectual property or privacy, and consistent with University policy, applicable laws, and any relevant standards from applicable accrediting bodies.
   2. Users are responsible for the accuracy and legality of any content they publicize that includes AI-generated content.
   3. University employees are prohibited from using GenAI tools to make employment, recruitment, or conduct decisions about applicants, employees, or students, including recruitment, hiring, acceptance, rejection, retention, promotions, transfers, performance monitoring, discipline, demotion, or terminations. Any use of GenAI tools in these areas should be used to supplement human decisions, not replace them.
5. Disclosure of Use of GenAI Tools: When using GenAI to produce written materials or other work products, particularly those for publication or broad dissemination, disclose to your supervisor that those materials are derived from or based on GenAI.  It may be considered a violation of this policy for University employees to represent work generated by GenAI tools as being your own original work. Context plays a critical role in determining appropriate disclosure. For example, academic contexts and external publications typically require full citation and transparency when GenAI is used, in alignment with scholarly integrity and intellectual honesty. Administrative or operational use may allow for greater flexibility, such as drafting internal communications or generating reports, provided that the final output meets the University's standards for accuracy, professionalism, and tone. Regardless of the context, the goal is to ensure that all internal and external communications uphold the values and standards of Thomas More University. Employees are encouraged to consult with their supervisor if they are unsure about the appropriate use of GenAI tools for a particular project.
6. Malicious Content: The use of GenAI to produce malicious programs or content, such as malware, viruses, unauthorized access measures, or any other use that the University does not consider to be an acceptable use of University information technology is strictly prohibited.
7. Responsible and Ethical Use of GenAI Tools
   1. The presentation and implementation of AI generated work are a reflection of the University community and should be presented and implemented thoughtfully and in the context of the University mission, vision, and core values.
   2. When used, the GenAI tools should serve to supplement the work and original thought of the employee with a human-centric approach, rather than the employee supplementing the results from the GenAI tools. In essence, the employee should lead the AI, not have the AI lead the employee.
   3. GenAI tools are useful but are not a substitute for human judgment and creativity.
   4. These principles align with guidance found in the Vatican’s Antiqua et Nova (2025), which encourages the ethical use of artificial intelligence in a way that respects human dignity and promotes the common good. Employees are encouraged to consult this document for a broader ethical and philosophical framework on AI use. 

Any GenAI or AI tools formally approved or installed for employee use by the University shall be governed by the terms and conditions of the contract entered into, by the Acceptable Use of University Information Technology Policy, and then by this policy.  Where this policy is in conflict with the contract entered into, the contract shall govern for purposes of that specific GenAI or AI tool.

Violation of this policy may result in disciplinary action, up to and including immediate termination, and could result in legal action.  If you are concerned that someone has violated this policy, report this behavior to your supervisor or the Director of Human Resources.

RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Business Ethics and Conduct Policy

Confidentiality Policy

Acceptable Use of University Information Technology Policy

Copyright Infringement and File Sharing Policy

Intellectual Property Policy

HISTORY

APPENDIX

There are no appendices 

APPROVALS

Jon Mueller, Director of IT Services

Joseph L. Chillo, President