Artificial Intelligence (AI) in the Workplace Policy

Purpose

This policy provides guidelines for the appropriate use of Artificial Intelligence (AI) tools in the workplace. 

The College supports operational efficiencies that can be gained through using advanced tools responsibly. Furthermore, the College supports experimentation with AI tools within the framework of this policy, as well as applicable laws and rules to protect student privacy and data security. 

This policy applies to all College employees, including student workers and interns, and any use of AI that includes non-public College data, including restricted and highly restricted data. 

Definitions

Artificial intelligence (AI)

The capability of computational systems to perform tasks normally completed by humans, including learning, reasoning, problem solving and decision making. 

Generative AI

Artificial Intelligence services that generate content, including text, images, music, audio and videos (e.g., ChatGPT, DALL·E, GitHub, Copilot) 

Highly Restricted Data

Institutional data that is not public data (1) the disclosure of which may compromise a person’s identity in financial transactions; or (2) which by law, regulation or contract requires high-level security controls; or (3) when the loss of confidentiality could cause significant personal or institutional harm. 

Minnesota Government Data Practices Act (MGDPA, Minnesota Statutes Chapter 13)

A state law that creates both rights and obligations around government data. 

Not Public Data

Any data classified by statute, federal law or temporary classification as confidential, private, nonpublic or protected nonpublic as defined in the Minnesota Government Data Practices Act (MGDPA) or equivalent classification in any other relevant state or federal statute or regulation. 

Restricted Data

Not public data that is not classified as highly restricted. 

Policy

This policy applies when AI tools are used in conjunction with work-related activities, regardless of ownership of the device used to access the AI tool. 

Under Minnesota State system Procedure 5.22.1, Acceptable Use of Computers and Information Technology Resources, users must not knowingly download or install software onto system information technology unless allowed under applicable procedures or prior authorization has been received (Part 4, Subpart B). Any AI tool used on College-owned devices must be vetted through the software vetting internal operating instruction. Any AI tool used for work-related activities, regardless of computing device, must also be vetted through the software vetting internal operating instruction. 

The input of any confidential or not public data into publicly available AI tools is expressly prohibited. This includes names, contact information, dates of birth, social security numbers, identification numbers, grades, etc. This also includes entering any copyrighted work or intellectual property without the express permission of the copyright owner or intellectual property creator/author. 

The College requires employees to responsibly use AI in accordance with all applicable College and/or Minnesota State system policies and procedures. This includes prohibiting the use of AI in an inappropriate, discriminatory, deceptive or harmful manner. 

Violation and Enforcement

Misuse of AI by College employees may result in disciplinary action for not being in compliance with applicable College and Minnesota State system policies and procedures. 

Associated Policies and Procedures

Minnesota State system 1.B.1 Equal Opportunity and Nondiscrimination in Employment and Education Policy 

Minnesota State system Procedure 5.22.1, Acceptable Use of Computers and Information Technology Resources

Minnesota State Community and Technical College Institutional AI Use Policy for Students and Faculty 

Minnesota State Community and Technical College Software Installation and Vetting Internal Operating Instruction (found in the Employee Portal, IT SharePoint site)