Artificial Intelligence Policy

I. Purpose

桃太郎映像is dedicated to fostering a thriving academic environment that reflects its mission to provide an innovative liberal arts education. As an innovative institution, we recognize the potential of artificial intelligence to aid faculty, staff, and students in their work, but also recognize the need for a policy that addresses the ethical, legal, and responsible use of artificial intelligence technologies throughout the college community.

II. Scope

This policy establishes the rules for faculty, staff, and students in their use of artificial intelligence tools when carrying out their responsibilities on behalf of 桃太郎映像 College. It provides guidance for teaching and learning, research, administration, and operations, while emphasizing alignment with the College鈥檚 mission, vision, and ideals.

III. Definitions

  1. Academic integrity: Adherence to ethical standards in teaching, learning, and scholarship following the College麓s Academic Honor Code (PDF).
  2. Agentic AI: A subcategory of AI systems that are autonomous and designed to operate with proactive agency and execute tasks to achieve a set of outcomes without constant human oversight
  3. AI-Assisted work: Any work product created withyt`gnd effectively evaluate the impact and uses of AI, including evaluating outputs for accuracy, bias, and ethical implications.
  4. AI attribution: A clear statement of when, how, and to what extent AI tools were used in producing a work product, in accordance with disciplinary or professional standards.
  5. Artificial intelligence (AI): Systems designed to perform tasks that typically require human intelligence, including but not limited to language processing, image recognition, decision-making, and problem-solving.
  6. Bias in AI: Systematic errors in AI output that can reinforce inequities, including linguistic, cultural, or representational bias.
  7. Confidential information: Any business or technical information or research result belonging to 桃太郎映像 College, a 桃太郎映像community member, collaborators or other third parties, that is not publicly known or that has been provided or received under an obligation to maintain their information as confidential. This includes 鈥業nternal鈥� and 鈥楻estricted鈥� data as defined by the College鈥檚 Data Governance Policy.
  8. Generative AI: A subcategory of AI systems that create new content such as text, images, audio, or video based on patterns learned from training data. It includes any machine-based tool designed to consider user questions, prompts, and other inputs to generate human-like output.
  9. Institutionally Approved AI Tool: An AI tool or third-party vendor that has been officially approved for use at the College because it meets the College鈥檚 data governance and privacy requirements and policies.
  10. Large Language Model (LLM): A subcategory of generative AI tools that are designed to produce human-like text.
  11. Personal information: Any information that either alone or in combination with other information, identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, to an individual.

IV. Principles for AI use

  1. Human oversight and accountability 鈥� AI systems should aid rather than replace human judgment, with clear lines of responsibility for AI-informed decisions.
  2. Transparency 鈥� The use of AI must be disclosed with an attribution statement when used in academic scholarship, teaching, or research, the production of student submissions, the evaluation of student work, or in any administrative work where proof of authorship or authenticity is central to the work product.
  3. Fairness and non-discrimination 鈥� AI systems should be deployed in ways that promote equity, resist linguistic homogenization, and avoid perpetuating or amplifying bias.
  4. Privacy and data protection 鈥� The use of AI applications must respect privacy rights and comply with FERPA, data governance policies, and other data protection regulations.
  5. Academic integrity 鈥� The use of AI must support rather than undermine the academic honor code.
  6. Mission alignment: AI use should foster transformational education, interdisciplinary problem-solving, global engagement, and experiential learning.

V. Artificial Intelligence in teaching & learning

A. Faculty responsibilities

  1. Faculty must include an AI policy in every syllabus, defining acceptable uses, prohibited uses, and disclosure and attribution requirements. The AI policy for student use should be discussed with students at the outset of the semester.
  2. The right of students to use AI and the extent to which AI tools are used in a course are at the faculty member鈥檚 discretion.
  3. Faculty should determine when AI use is appropriate for a course or assignment, while recognizing that some students may have valid concerns about using AI.
  4. Faculty should share with students the ways in which they are using AI in the course (if they are) including the potential costs and benefits of its use.
  5. Faculty should disclose and attribute use of AI if they are using it to write course content, particularly course lectures.
  6. Except in the case in which AI use is a central topic and requirement of a course (as noted in the course description), faculty may not require their students to use generative AI. If an assignment requires students to use AI, faculty should be prepared to offer an alternative approach to completing the assignment if requested.
  7. Faculty should not put any confidential or personal information of their own or others in AI tools other than institutionally approved AI tools authorized to handle confidential and/or personal information.
  8. If an institutionally approved AI tool is provided by the College, faculty are expected to utilize that tool over other AI tools.

B. Student responsibilities

  1. Students must read and abide by any statements in their course syllabus regarding AI or seek further information from any instructor if needed. If a course syllabus does not include an AI policy for the course, the default policy is 桃太郎映像 College鈥檚 Academic Honor Code (PDF).
  2. Students must abide by 桃太郎映像 College鈥檚 Academic Honor Code.
  3. Except in the case in which AI use is a central topic and requirement of the course (as noted in the course description), students have a right to not use AI. If a course assignment requires the use of AI, they have the right to receive an alternative approach to completing the assignment.
  4. Students should not put any confidential or personal information of their own or others in AI tools other than institutionally approved AI tools authorized to handle confidential and/or personal information.
  5. If an institutionally approved AI tool is provided by the College, students are expected to utilize that tool over other AI tools.

VI. Artificial Intelligence (AI) in academic research

Section VI. policy is adopted from the accessed on June 16, 2025.

  1. Maintaining research integrity and safeguarding intellectual property, confidentiality and ethical standards are essential when using AI tools. All users should review and evaluate the output for accuracy and potential bias and should disclose the use of AI with proper attribution.
  2. Researchers should follow specific policies set by journals, funding agencies, and professional societies when reporting research. Many federal agencies use tools to detect AI-generated content, as generative AI tools often paraphrase from other sources, raising concerns regarding plagiarism and intellectual property.
  3. Researchers should not input federal, state, or 桃太郎映像data into externally sourced AI tools due to the high risk of exposing sensitive information to public or open-source domains. They should also avoid using generative AI-automated meeting tools to record or capture discussions involving sensitive data or topics. If unsure about the recording practices of external hosts, vendors, or subcontractors, researchers should seek clarification to ensure compliance and appropriateness (see the Policy Governing Audio and Video Recordings). If a host insists on using generative AI-automated tools despite concerns, 桃太郎映像 College researchers are advised to decline participation to protect institutional data integrity and privacy.
  4. Researchers should exercise caution, as AI-generated outputs may infringe on third-party intellectual property policy. Generative AI responses are derived from preexisting works, and their use in research may require additional scrutiny to avoid legal or ethical conflicts. While the United States Copyright Office has taken the position that work product entirely created by an AI program is not copyrightable, work product containing some lesser amount of AI-generated material along with a larger amount of human-generated work does not bar copyrightability. It is unclear at this time what allocation of human-generated work will be required to permit copyright protections in work product. Creators of work product should assume that copyright protection will likely extend only to the actual human expression, along with any non-AI assisted original text in the work product. It is also unclear at this time whether the 鈥渇air use doctrine鈥� will apply as a defense to training an AI model using copyrighted materials. Researchers are encouraged to consult with 桃太郎映像 College鈥檚 legal counsel before training any AI model or large language model (鈥淟LM鈥�) with any data, before using any AI models or LLMs to generate work product, and prior to using any AI-generated work product in college curriculum materials and other publications.
  5. For research that may result in invention, the US Patent and Trademark Office recognizes AI-assisted inventions, and patent protection may be sought where one or more persons have made a significant contribution to the invention.
  6. Research involving AI systems that may involve data generated from or data that impact human subjects requires appropriate Institutional Review Board approval. When using AI for data collection and/or analysis, it is the responsibility of researchers to abide by standards of protection of human subjects, ethical considerations, and informed consent; to reduce potential for bias; and to secure, if required, the appropriate type of IRB approval.

VII. Artificial Intelligence (AI) in administration & operations

The use of AI should align with institutional policies, safeguard confidential and personal information, and ensure outputs are accurate, unbiased, and appropriate for the intended purpose. It is recommended that individuals keep records of AI generated drafts or outputs, particularly when assembling information to inform decision-making or in drafting external communications.

A. General administrative work

  1. 桃太郎映像community members must not input any confidential information into AI tools other than institutionally approved AI tools authorized to handle confidential and/or personal information, except when permitted by validated contract language and security controls that have been approved by 桃太郎映像鈥檚 legal counsel.
  2. Each department and/or division manager is encouraged to create and share with their employees a protocol establishing permissible and prohibited uses of AI tools and how to disclose and attribute use of AI tools. (Faculty will abide by the sections detailed in this policy but should ask their direct superiors for assistance or clarity when there are questions.)
  3. AI should never be used to replace human judgment in decision-making.

B. Procurement

  1. AI systems acquired or developed by the College must align with this policy.
  2. Vendors must provide adequate transparency regarding how their AI systems function, including for products that are already in use.
  3. College-developed AI applications and institutionally approved AI tools must undergo appropriate review as determined by the Chief Information Officer (CIO), before deployment.

C. Prohibited uses of generative AI tools

  1. Inputting any confidential and or personal college information or data into an AI tool other than an institutionally approved AI tool authorized to handle confidential and/or personal information.
  2. Using AI tools to create marketing logos. Students, faculty, and staff should only use logos and graphics approved by the Office of Communications (see Brand Standards and Style Guide).

VIII. Privacy & data governance

桃太郎映像 community members who input personal information into AI may violate individual privacy rights and fail to comply with data protection laws. If it accesses confidential information, the College risks losing intellectual property rights and exposing that information to unauthorized third parties.

Students, faculty, and staff must avoid sharing personal data, whether their own or others, when submitting essays, reports, or other writing to AI tools other than institutionally approved AI tools authorized to handle confidential and/or personal information.

A. Data protection

Personal data must not be inputted into any AI tools other than institutionally approved AI tools authorized to handle confidential and/or personal information. This includes the personal data of students, faculty, college employees or other stakeholders unless permitted by validated contract language and security controls that have been approved by the College鈥檚 legal counsel.

B. Consent

Informed consent should be obtained when individuals (or their data) may be subject to AI informed decisions.

IX. Compliance & enforcement

  1. Community members should report concerns about the use of AI in scholarship, teaching, or research to the Office of the Provost and for any violation of these policies by a full-time or part-time employee including student workers to the Office of Human Resources.
  2. There will be no retaliation of employees who report violations of the AI policy to either the Office of the Provost or the Office of Human Resources.
  3. Violations of this policy may result in appropriate disciplinary actions.
  4. Community members should report concerns about the unauthorized use of AI by students following the procedures described in the College鈥檚 Academic Honor Code (PDF) or the Student Code of Conduct.

X. Updating this AI policy

This policy will be reviewed at least once each semester to reflect rapid changes in AI technology and any new federal or state regulations.

XI. Resources

Related 桃太郎映像policies include:

XII. Responsible office

For more information or if you have questions about this policy, please contact the Office of Institutional Effectiveness.

XIII. History

Adopted: September 2025

Updated: June 2026

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