Artificial intelligence (AI) offers significant opportunities to enhance administrative processes and create efficiencies in the way we work. The innovative use of generative AI can better support the mission and business operations of the university. Members of the Memorial community should consider security, privacy, risk, responsibility and ethics in the use of AI. This guidance aims to provide a framework for the responsible and ethical use of AI. Important tips to remember include: 

• AI is a powerful technology that can transform the way we work. 
• Using AI tools ethically and responsibility means being aware of, avoiding and mitigating the risks. 
• AI is a tool for assistance in tasks but is not a replacement for human creativity and judgement. 

Artificial Intelligence (AI) Awareness Training Course  

Take the AI Awareness Training course to familiarize yourself with the risks, benefits and best practices of using AI. 

What is Generative AI (GenAI)? 

Generative AI is a type of artificial intelligence that can learn from and mimic large amounts of data to generate content at the request of a user including audio, code, images, text, music, videos and more, based on the data in which it has been trained. 

Generative AI tools generate new content by analyzing and processing vast amounts of data from diverse sources. As the outputs of generative AI tools are probabilistic, they are guesses about what comes next based on the data set being analyzed and may contain errors or biases. Therefore, the quality and diversity of the data significantly impacts the performance of generative AI tools. 

Generative AI is an evolving technology with many unknowns regarding its reliability, accuracy and best use. Ethical concerns arise as AI can perpetuate existing biases and reinforce inequalities and barriers to equity, diversity, inclusion and anti-racism. Due to the evolving nature of this technology, key stakeholder groups will be engaged, and emergent knowledge will be reviewed on an ongoing basis to revisit and/or revise principles regarding the ethical and responsible use of generative AI as necessary. 

GenAI Tools 

Microsoft 365 Copilot Chat 

• Microsoft 365 Copilot Chat is currently available in Memorial’s Microsoft 365 environment.  
• University accounts can be used to log in to Microsoft Copilot Chat. 
• Responsible and ethical use can boost productivity and efficiency.  
• Accessing this service with your MUN Login account will automatically provide you with enterprise data protection. 
• Personal accounts for accessing Microsoft 365 Copilot Chat should not be used when using the tool with university data. 

Microsoft Copilot for Microsoft 365 (add-on license) 

• Copilot for Microsoft 365 is an add-on service for which Memorial does not yet provide licenses. Its potential for use at Memorial is under investigation. 

Google Gemini 

• The university does not provide licenses for Google Gemini to employees and university data should not be entered into this system. 

ChatGPT 

• The university does not provide licenses for ChatGPT and university data should not be entered into this system. 

DeepSeek 

• The university does not provide access to DeepSeek and university data should not be entered into this system. 

Responsible and Ethical Use of AI 

Experimentation and use of AI tools should be conducted within the boundaries of responsible and ethical use. A thoughtful and principled approach is best when using this new technology. The following are some considerations for the responsible and ethical integration of AI: 

Responsible Use 

1. Education and Awareness 

• Engage in ongoing learning to understand the capabilities and limitations of AI. 
• Take steps to learn about an AI tool’s strengths and limitations. 
• Stay informed about emerging AI technologies, best practices and ethical considerations. 
• Take the AI Awareness Training course to familiarize yourself with the risks, benefits and best practices of using AI. 

2. Appropriate Use 

• When using university data, use AI tools that are approved or recommended by the university. 
• Evaluate AI tools for their reliability, accuracy, and ethical implications. 
• Consider the potential risks and benefits of using AI in specific contexts. 

3. Data Handling 

• Handle university data and information with utmost care and in accordance with Memorial's policies and procedures. 
• Avoid uploading sensitive or confidential data to unsecure AI platforms. 
• Be mindful of copyright and intellectual property rights related to AI-generated content. 

4. Content Accuracy and Ownership 

• Treat AI-generated content as a tool, and not as a definitive source. 
• Mitigate risk of copyright infringement and/or plagiarism by checking for originality, using proper attribution and using citation/quotations as you would if you were referring to an online resource. 
• AI tools may have varying policies on ownership and licensing therefore it’s important to read the terms of use prior to using an AI tool. 
• Clearly indicate when AI tools have been used to generate content. 

Privacy Considerations 

1. Legislative and Policy Requirements 

• Memorial University is an educational public body subject to this province’s access to information and privacy protection legislation (ATIPPA,2015); All of Memorial’s campuses and organizational units are further subject to the University’s Privacy Policy and other applicable privacy legislation. 
• Memorial University is entrusted with the personal information of its students, employees. Alumni, donors, research participants, retirees and others; in addition to personal information, employees are responsible for protecting confidential and/or other sensitive university information. 

2. Process and Use Considerations  

• Avoid uploading personal, confidential or sensitive university data or information into unapproved AI platforms. 
• Ensure data privacy and personal information are protected. Consult Memorial’s Information Access & Privacy Office if you are unsure. 
• Be aware of the terms of service and data security practices of AI tools. Employees of Memorial University including faculty, staff and administration should be cognizant of privacy and legislative obligations regarding the use and disclosure of all university data, including both personal and sensitive university information, when employing generative AI tools. 
• The use of AI tools presents a risk for increased cyber security attacks, therefore remain vigilant and ensure compliance with university policies and guidance. 

Ethical Considerations 

1. Accountability 

• The accuracy and appropriateness of AI tool results is the responsibility of the user. 
• Verify and critically evaluate AI-generated content through trusted sources for accuracy and reliability. 
• Ensure content generated by AI tools is factual, ethical and in compliance with Memorial’s policies and procedures.
• Exercise your own judgment and oversight in all AI-related activities. 

2. Fairness 

• Understand that AI algorithms can amplify existing biases and evaluate AI outputs for potential biases related to race, gender, ethnicity, or other biases. 
• Strive for fairness and equity in the use of AI tools.
• Ensure content from AI tools complies with human rights and accessibility obligations. 

3. Transparency 

• Document decisions and be transparent about the use of AI in decision-making processes. 
• Disclose the use of AI-generated content or assistance. 

Ongoing Review and Input  

This guidance will be reviewed and updated regularly to reflect the evolving landscape of AI and its implications for the university. For any questions or information pertaining to this guidance, please contact Information Management & Protection.