Purpose

Northcentral Technical College (NTC) is committed to fostering an environment that embraces the transformative potential of Artificial Intelligence (AI) in education and administration. Recognizing the rapid evolution of AI technologies, NTC aims to leverage these tools to enhance educational outcomes, improve operational efficiencies, and support innovative marketing and outreach strategies. This guideline outlines the framework for responsible and forward-looking AI use within the NTC community.

What is Generative Artificial Intelligence (AI)?

Generative AI is a type of Artificial Intelligence capable of creating new content, such as text and images, often in response to specific written prompts. It learns from patterns and structures in its training data to produce outputs with similar characteristics. While AI can be beneficial, based on the training data used, AI may generate content that is biased or inaccurate.

Scope

This guideline applies to all NTC employees, encompassing the use of AI tools in instructional materials, administrative processes, research activities, and marketing efforts.

Guidelines for AI System Use

• Do not share personally identifiable, confidential or sensitive information with an AI system: It is the policy of the College to ensure that the confidential information, operations, and affairs of the College, students and employees are kept confidential to the greatest possible extent in compliance with federal and state statutory and regulatory requirements including Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA) as well as confidentiality agreements and practices. If, during employment, employees acquire confidential or proprietary information about the College and its employees, students, or customers, such information is to be handled in strict confidence and is not to be entered into an AI system. Information entered into an AI system may be subject to hacking or a data breach. Some examples would include:
  • Student ID’s, SSN, address, phone number, etc.
  • Student name tied to grades or classes
  • Employee names tied to confidential matters
• Avoid Copyright Infringement: Confirm the content does not infringe upon existing copyright, trademarks or patents. Examples may include using AI to generate a logo for branding that closely resembles a trademarked logo of another company or copying generated text that is pulled directly from copyrighted material, such as passages from books or articles. To avoid this, cite original sources when applicable and modify the content to create your own work.
• Disclosing the use of AI: NTC staff are not required to disclose if AI is used in the creation of their content. The college will disclose how we use AI with the following statement on our website: “At Northcentral Technical College, we embrace Artificial Intelligence (AI) through the enhancement of our business processes, innovation of our marketing efforts, and integration of AI learning into our curriculum. This approach allows us to meet community and employer needs while preparing our students for the future. We ensure responsible use of AI, with all AI- generated content undergoing review to ensure alignment with our values and commitment to excellence. If autonomous AI is used, it will be transparently disclosed so you know you are interacting with an AI.”
• Verify the output for accuracy and bias: AI systems generate responses based on patterns and examples from the language model they create from a database(s) and training data. As a result, the information it generates may be outdated, incorrect, or biased. It is important that staff verify the information's accuracy and evaluate the content, making necessary updates so it is accurate and without bias.
• Collaborate with AI: Rather than using AI’s initial suggestions verbatim, prompt the system for revisions. Make your own modifications to the final output to add in a human touch and align with NTC’s values.
• Use of AI generated images: When creating content that includes images, prioritize real images of NTC campuses and programs before leveraging AI or stock images.
• Adhere to the NTC Employee Handbook: Use of AI systems should adhere to NTC’s employee handbook, including 643 Administrative/Operating Guideline – Information Security.

Monitoring

Prompts that include sensitive information such as SSN, Driver License or medical records will be flagged and reviewed by the College IT security coordinator.

Prompts not containing sensitive information will not be actively monitored, however NTC reserves the right to review any AI created content if the College believes, in its sole judgement, that it has a business need to do so.

Acceptable Uses

• Draft communications without including student or employee information: AI is an excellent tool for drafting communications. When doing so, be sure to use fake information in place of any personally identifiable information such as a name.
• Review your writing: AI can review your work and provide suggestions on content, phrasing and vocabulary.
• Brainstorm ideas: AI can assist in the brainstorming process and provide new ideas, offer a different perspective or provide constructive feedback on existing ideas.
• Review and summarize content: AI can help you quickly review and summarize documents and online articles.
• Have it explain areas outside of your expertise in a way you can understand: AI is great at explaining complex concepts in an easier to understand way and can even use analogies that are relevant to you. It can also offer you online sources for doing more research if needed.

This is not an exhaustive list. Staff are encouraged to find more ways to use AI while following the guidelines above.

Questions regarding this Administrative Operating Guideline should be directed to the College’s Information Technology Office.

Created and Approved 04/30/2024