Overview
The Generative AI Policy provides guardrails, not roadblocks, so the UA community can use AI confidently, responsibly and securely as these technologies evolve.
Generative AI is evolving faster than any single office can track, and faculty and staff input is essential as the University monitors AI use and adjusts guidance over time. The policy does not dictate classroom use; it focuses on the data, contracts and integrations behind the tools.
Use approved tools when working with UA information, keep sensitive data out of unapproved platforms and submit new tools to OIT for review before they touch university systems. Cybersecurity and compliance work best when the entire campus community shares the responsibility.
For the full policy, visit UA’s Generative AI Policy. For approved tools and current guidance, visit the AI Hub. Review the questions below to understand how the policy applies to you and where to find support.
General
Is UA banning AI tools?
No. The University recognizes generative AI as a valuable resource for instruction, research and administration. Approved tools listed on the AI Hub may be used with appropriate oversight.
What is UA’s overall stance on artificial intelligence?
UA views AI as a rapidly evolving technology that can support learning, research, creativity and operational efficiency. The University encourages responsible experimentation while emphasizing ethical use, academic integrity, data privacy and compliance with policy and law.
Why does UA review AI tools at all?
Many AI tools transmit user inputs to third-party systems and may use that data for training or may store the data . Review helps ensure that:
- Sensitive or confidential information is protected.
- Security, legal and accessibility standards are met.
- University data and intellectual property remain secure.
Will this policy slow down teaching or research?
The policy is not intended to bottleneck routine academic work. Review focuses on initial acquisition and higher-risk uses, especially those involving sensitive data, contracts or system integrations.
What is the difference between free AI tools and university-approved AI platforms?
Free or public AI tools may collect, store or use input in ways that do not align with UA’s data protection requirements. University-approved platforms are selected and configured to align with institutional privacy, security and compliance standards when used as intended.
Can I sign up for AI platforms using my university email address?
In general, users should avoid registering for third-party AI platforms with a university email unless the tool has been approved or recommended by UA. Using a UA email to sign up can imply institutional endorsement and create data-handling risks.
What general security practices should I follow when using AI?
Use tools approved by OIT. Standard cybersecurity practices apply: use strong passwords, log out of shared devices, never share credentials and report suspected security issues to the IT Service Desk. Avoid entering sensitive or restricted university data into any tool that has not been approved.
Where can I find approved tools, standards and updates?
All approved generative AI tools, security standards and updates are shared on the AI Hub.
How do I request or submit a tool for review?
Contact the IT Service Desk at itsd@ua.edu to start the review process or request guidance.
For Instructors
Can faculty decide how AI is used in their courses?
Faculty must include a statement on their syllabi regarding the use of Generative AI tools, but faculty may determine whether and how AI is used in their courses, set expectations for students and document those expectations in the syllabus. Use of AI in coursework should rely on approved tools.
Do expectations for AI use vary by course or instructor?
Yes. Faculty have discretion to set course-level expectations, which can range from prohibited to encouraged with disclosure. Clear syllabus language helps students understand what is permitted on each assignment.
What should a syllabus statement on AI include?
Faculty must include a statement regarding AI usage for their course. If faculty do not wish to write their own statement, they can choose from 3 prepopulated options provided in Simple Syllabus.
A syllabus statement should address:
- Whether AI use is permitted, restricted or prohibited overall.
- Which approved tools may be used.
- How students should disclose or cite AI-assisted work.
- How AI misuse will be handled under the academic misconduct process.
Can I use AI to help with grading, feedback or course design?
Faculty may use approved tools to support tasks such as drafting rubrics, generating discussion prompts or summarizing materials. Instructors should follow departmental and college guidelines as applicable with respect to course design and responses to and evaluation of student work. Final grades and substantive evaluative judgments remain the responsibility of the instructor, and human review is required before AI-assisted content is shared with students.
Can I upload student work or class rosters into an AI tool?
Student work, grades, rosters and other education records are considered protected information under FERPA and should not be entered into AI tools that have not been approved for that purpose. When in doubt, contact the IT Service Desk for guidance.
Where can I find teaching-focused AI guidance?
The Office of Teaching Innovation and Digital Education provides practical guidance, tools and hands-on support for faculty. Visit AI within OTIDE for current resources.
For Students
Am I allowed to use AI for my coursework?
It depends on the course. Faculty determine how AI may be used in their classes. Always follow the AI policy stated in your syllabus and on individual assignments. When expectations are unclear, ask your instructor before using an AI tool.
What happens if I use AI in a way my instructor has not approved?
Using AI in ways that violate course policy can be treated as academic misconduct, the same as other forms of unauthorized assistance. Penalties are determined under the Academic Misconduct policy and may include a failing grade or further sanctions.
Which AI tools should I use for university work?
Start with tools UA has approved and configured for protected use, such as Microsoft Copilot Chat accessed with your myBama credentials. A full list of options is available on the AI Hub.
How do I know I’m using Copilot Chat with university data protections?
When you access Copilot Chat through the university’s Microsoft environment and sign in with UA credentials, you should see a green shield indicator at the top of the screen confirming enterprise data protections are applied.
Is it safe to put my personal information or someone else’s into an AI tool?
Avoid entering personal information, health details, financial data or anyone else’s identifying information into AI tools, especially those that are free or public. Treat AI prompts the same way you would treat a public post.
How should I cite or disclose AI-generated content?
Follow the disclosure expectations in your syllabus or assignment. When permitted, clearly note where AI was used, which tool was used and how. If your instructor has not specified a format, ask before submitting.
For Researchers
Can AI-generated content be used in publications or proposals?
AI tools may assist with drafting, editing, coding, or analysis; however, researchers remain responsible for verifying accuracy, citations, originality, and compliance with sponsor, publisher, and University requirements. Disclosure of AI use may be required by journals, sponsors, or institutional review processes.
Can researchers use AI tools in their work?
Researchers may use approved AI tools while remaining responsible for accuracy, integrity and any required disclosures to sponsors, journals or institutional review bodies. Research involving human subjects may require disclosure of AI use in IRB applications, consent materials, or study procedures.
Can I enter unpublished data or sensitive research information into an AI tool?
No. Sensitive, restricted or unpublished research data must not be entered into tools that have not been approved for that data type. This includes proprietary data, data subject to confidentiality agreements and any data covered by HIPAA, FERPA or export-control rules. This may also include Controlled Unclassified Information (CUI), export-controlled data, or sponsor-restricted research information. Entering unpublished or proprietary research information into unapproved AI tools may constitute disclosure to a third party and could affect intellectual property, confidentiality, or contractual protections.
What about AI tools used in grant-funded research?
Some sponsors and publishers have specific requirements regarding AI use and disclosure. Check sponsor terms, journal policies and any data-use agreements before incorporating AI into the research workflow, and disclose AI use where required.
Does AI-generated text or code need to be reviewed before use?
Yes. AI output should be treated as a draft. Verify accuracy, check sources, review for bias and confirm code or analyses before relying on them in scholarly work or publication. Researchers remain responsible for the accuracy and integrity of all scholarly work. Fabrication, falsification, plagiarism, or other misuse of AI may constitute research misconduct under University policy.
Can AI be listed as an author?
Most journals and publishers do not permit AI tools to be listed as authors because AI cannot take responsibility for the work. Disclosure of AI use in methods or acknowledgments, when applicable, is typically the appropriate approach. Verify with the specific publication.
For Staff and Administrators
Can staff use AI for administrative work?
Common low-risk uses include:
- Drafting and editing routine communications.
- Summarizing public meeting notes or publicly available documents.
- Generating outlines, brainstorming and formatting assistance.
- Translating non-sensitive content.
What should never be entered into an AI tool?
Do not enter the following into AI tools unless the tool has been specifically approved for that data:
- Personally identifiable information for students, employees or applicants.
- Health information protected by HIPAA.
- Education records protected by FERPA.
- Financial account numbers, Social Security numbers or other sensitive identifiers.
- Contract terms, legal matters or other confidential business information.
Can I use AI to draft official university communications?
AI can support drafting, but official communications must be reviewed by a human before they are sent or published. Statements that represent the University, a college or a division should reflect institutional voice, accuracy and approval workflows already in place.
What about AI tools that integrate with our existing systems?
Tools that integrate with university systems, request access to UA data or involve a contract require review before adoption. Contact the IT Service Desk to start the process so security, accessibility and procurement requirements can be addressed up front.
Are there AI guidelines specifically for marketing and communications?
Yes. Strategic Communications publishes Guidelines for Appropriate Use of AI Generated Media, which covers creative, marketing and communications uses.