University of Massachusetts President’s Office Guidelines for Acceptable Use of Generative Artificial Intelligence in the Workplace

The University of Massachusetts (UMass) President’s Office (UMPO) is committed to ensuring the integrity of university data, systems, work product and reputation related to use of Artificial Intelligence (AI). These guidelines detail the parameters UMPO employees must abide by when using artificial intelligence (AI) tools in the workplace.

  1. Purpose

    The purpose of these guidelines is to ensure UMPO employees use AI tools in a secure, responsible and ethical manner to support work activities.

  2. Scope

    These guidelines apply to all UMPO employees and the use of all AI tools in UMPO work activities.

  3. Guidelines
    1. Review and Approval of AI Tools
      1. The UMPO AI Steering Hub must review and approve all AI tools that are:
        1. Used by UMPO employees to support work activities
        2. Used by UMPO employees using any UMass data
        3. Integrated into any UMPO-supported platform, system or software
      2. AI tools must be approved for use prior to an employee using them to support work activities
      3. Review and approval of AI tools for use in UMPO work activities ensures that:
        1. Only reputable AI tools will be used in work activities
        2. AI tools used in work activities meet pertinent security and data protection requirements/standards
    2. Use of AI in UMPO Work Activities
      1. Security
        1. UMPO employees shall not use open-source or public AI tools for work activities (e.g. OpenAI ChatGPT or Google Gemini)
        2. UMPO employees shall not upload or share confidential, proprietary or protected information in any open-source or public AI tool
        3. UMPO employees shall not upload, share or provide any attorney-client confidential or privileged information into any AI tool
        4. UMPO employees shall not provide access to UMPO-approved AI tools to any external partner without prior approval from UITS
      2. Ethical Considerations
        1. UMPO employees should be aware of biases intrinsic to AI tools and take the following actions on any information generated by an AI tool for work activities:
          1. Disclose use of AI tools in developing work materials or products
          2. To the greatest extent possible, confirm the validity of information generated by AI tools for work materials or products and ensure  confirmation of validity is noted on work product
    3. Third Parties and Use of AI Tools to Support UMPO Work Activities
      1. Many third-party partners may use AI when providing services or products to UMPO.  Therefore, UMPO must ensure:
        1. Third party entities disclose use of AI tools when providing services or products to the University
        2. Third party entities do not share UMass data in any open-source or public AI tool