QUICK SELF-CHECK
Would I be comfortable explaining this use of AI to a student, colleague, or privacy officer?
If the answer is no or uncertain, that is a signal to pause and seek guidance before proceeding.
What guides responsible AI use
Privacy
AI use must not compromise the privacy of students, staff, or the institution. Data protection requirements apply regardless of which tool is used.
Fairness
AI outputs can reflect existing biases. Human judgment is required to recognize and correct for bias in any AI-assisted work.
Transparency
Be able to explain when AI was used, why it was used, and how the output was reviewed or applied.
Human Accountability
AI does not make decisions on behalf of the Polytechnic. Responsibility for decisions and outcomes always rests with people.
What not to enter into AI tools
When using AI tools, staff must be especially mindful of the information being shared.
For institutionally approved tools, refer to the Approved Tools table for permitted data levels and conditions of use.
For all other tools, do not input:
- Personal information about students, staff, or third parties
- Student records, grades, or assessment materials
- Employee information or HR-related data
- Confidential, sensitive or proprietary institutional information
- Information protected by contracts or agreements
- Sensitive personal, medical, or legal information
Many publicly available AI tools store or process data outside of Canada. Once information is entered into these tools, the institution may lose control over how it is stored, reused, or retained.
As a general rule: If information should not be shared publicly, it should not be entered into an AI tool.
If something goes wrong
If sensitive or personal information is accidentally entered into an AI tool:
- Stop using the tool immediately.
- Report the incident to your supervisor or the appropriate IT or privacy contact.
- Follow institutional incident reporting procedures.
Prompt reporting helps reduce risk and ensures appropriate follow-up.
Find guidance for your role
The principles above apply to everyone. For more detailed guidance specific to your role, see below.
