AI Use Policy and Guidance
Artificial intelligence is evolving rapidly. Its capabilities, risks, and available tools continue to change, as do the regulations and practices governing its use. The University of San Diego will review and update this guidance as the technology and regulatory environment develop.
USD supports the thoughtful, ethical, and responsible use of artificial intelligence in teaching, learning, research, scholarship, and administrative work. Keep the following guidelines in mind when using AI.
Work Within University Policies and Approval Processes
AI use remains subject to all existing university policies and procedures, including requirements related to data security, privacy, academic integrity, research compliance, legal review, copyright, intellectual property, accessibility, and licensed resources.
Using AI does not replace or bypass established review and approval processes. For example:
- Materials requiring review by the Office of General Counsel must still receive that review.
- Academic work remains subject to course, program, and academic integrity requirements.
- Research remains subject to applicable institutional, sponsor, privacy, and compliance requirements.
- Public-facing and official university materials must follow existing approval processes.
- AI-generated materials must be reviewed by a USD employee before they are used for university business.
The person using AI remains responsible for the final work and for any decisions made using it.
Read USD’s Responsible Use of University Computing Resources Policy
Protect University and Personal Information
Before using an AI tool, consider the type of information involved and whether the tool is approved for that use.
Information shared with an AI service may include prompts, uploaded files, personal identifiers, account information, and content accessed through connected applications. Providers differ in how they protect, retain, use, and share this information. Their terms may also vary by product or account type and may change without notice.
Faculty, staff, and students may use university information with an AI tool only when:
- The information is approved for public disclosure; or
- The tool has completed the appropriate university reviews and is approved for the type of information involved.
Access to an approved tool does not mean that every type of information or every proposed use is permitted. Review the applicable data allowances before entering information, uploading files, connecting a USD account, enabling a plug-in, or integrating an AI service with a university system.
Using Gemini for University Work
The University of San Diego has adopted Google’s AI products, including Gemini and NotebookLM, as its preferred and recommended AI toolkit.
Gemini is the designated platform for approved uses involving non-public university information. When accessed through a USDOne account and used in accordance with USD’s data requirements, Gemini may be used with approved content in USD’s Google Workspace environment, including Gmail, Google Calendar, and Google Drive.
Gemini and NotebookLM may assist with tasks such as drafting, summarizing, comparing, organizing, and analyzing university materials. Users must still verify the resulting content and follow all applicable review and approval requirements.
Using Public or Unapproved AI Tools
Public or unapproved AI tools may be used only with information that is appropriate for public disclosure.
Do not enter, upload, or connect:
- Student names, identification numbers, grades, or educational records
- Personal, private, or confidential information
- Personnel or employment information
- Unpublished or restricted research data
- University intellectual property
- Internal communications or documents
- Confidential business, financial, contractual, or legal information
- USD email, calendars, Google Drive files, or other university systems
- Any other non-public university information
These restrictions also apply to connectors, browser extensions, plug-ins, custom assistants, and third-party services that transmit information to an AI platform.
Treat anything entered into a public or unapproved AI tool as though it could become publicly accessible. Before using any AI service, review its current privacy, data-retention, model-training, security, and acceptable-use terms.
Review Approved AI Tools and Data Allowances
Be Accountable, Ethical, and Transparent
You are fully responsible for work produced with the assistance of AI.
AI-generated content may be inaccurate, biased, incomplete, fabricated, outdated, or based on copyrighted or proprietary information. Before using it:
- Evaluate it critically.
- Verify factual claims, quotations, calculations, citations, and references.
- Review it for bias, harmful assumptions, and accessibility.
- Apply your own academic, professional, and contextual judgment.
- Ensure that it meets the standards expected for the work.
Use AI to enhance—not replace—your thinking, expertise, learning, and decision-making.
Be transparent when AI makes a meaningful contribution to academic, research, scholarly, or university work. When appropriate or required:
- Identify the AI tool used.
- Explain how it was used.
- Cite or disclose AI-generated content.
- Follow the requirements established by the instructor, academic program, publisher, research sponsor, professional field, or responsible university office.
As a Changemaker campus, USD also encourages its community to consider who may be helped, harmed, included, or excluded by the use of AI. Respect privacy, consent, ownership, and intellectual property; challenge biased outputs; and avoid using AI to mislead, discriminate, manipulate, or misrepresent.
Follow Academic and Research Requirements
Academic Work
The use of generative AI in academic work is governed by USD’s academic integrity expectations and any additional requirements established by the instructor or academic program.
Students should:
- Review the AI expectations for each course and assignment.
- Ask the instructor when permitted uses are unclear.
- Cite or disclose AI use when required.
- Avoid submitting AI-generated work as their own.
- Ensure that AI does not replace the learning or skill development an assignment is intended to support.
Faculty should clearly communicate whether and how AI may be used and explain how those expectations relate to the assignment’s learning outcomes.
Review USD’s Academic Integrity Policy and Honor Code
Research
The use of AI in research remains subject to applicable requirements related to:
- Human subjects and Institutional Review Board review
- Privacy and informed consent
- Research-data classification and security
- Sponsor, grant, and contractual restrictions
- Intellectual property and publication
- Attribution, authorship, and reproducibility
Researchers should confirm that the selected tool is approved for the data involved and consult the appropriate research or compliance office when a proposed use is unclear.
Respect Copyright and Licensed Resources
Uploading articles, books, images, course materials, or other protected content to an AI platform may violate copyright, intellectual property, or license requirements.
Many library databases and electronic resources are governed by agreements that restrict copying, automated analysis, text and data mining, or use with generative AI. Improper use may jeopardize access to a resource for the entire university community and expose the user or university to legal risk.
Before using copyrighted or licensed material with AI:
- Confirm that the proposed use is permitted.
- Review the terms governing the source, database, or resource.
- Determine whether the AI provider may retain or reuse the material.
- Contact Copley Library if you are unsure whether a resource may be uploaded, analyzed, or mined.
Review Copley Library’s Licensed Resources Policy
Review the ITS Copyright Infringement Policy
When in Doubt, Ask
- Because AI tools and their uses are changing rapidly, this guidance cannot anticipate every situation.
- When you are unsure:
- Ask your instructor about academic use.
- Review the Approved AI Tools and Data Allowances.
- Contact Copley Library about licensed resources, citation, copyright, or text and data mining.
- Consult the appropriate research or compliance office about research-related uses.
- Contact Information Technology Services about security, integrations, connectors, or tool approval at helpdesk@sandiego.edu.
- Seek review from the Office of General Counsel or another responsible university office when required by existing procedures.