For the purposes of this policy, the following definitions apply:

Artificial Intelligence (AI)

Systems or technologies that perform tasks typically requiring human intelligence, including reasoning, learning, problem-solving, language processing, and decision-making.

Generative AI

AI technologies that create or generate new content—such as text, images, audio, video, or code—based on user input (e.g., ChatGPT, Microsoft Copilot, Gemini, Claude, DALL·E).

AI Tool

Any software, platform, or embedded system that uses artificial intelligence to process data, generate content, or support decision-making. This includes both standalone tools and AI capabilities integrated into enterprise systems.

Approved AI Tool

An AI tool that has been reviewed and authorized for institutional use by PAU Information Technology and Security based on data protection, privacy, security, and compliance requirements.

Public AI Tool

An AI tool that is publicly available and not specifically approved or managed by PAU (e.g., free or individually licensed versions of generative AI platforms). These tools typically process data outside of PAU’s controlled environment.

Prompt

Any input, instruction, or query provided to an AI system to generate a response or output.

AI-Generated Content

Any content that is created, summarized, translated, or significantly influenced by an AI tool, including text, images, code, or data outputs.

Restricted Data

Information that is subject to legal, regulatory, or institutional protection requirements, including but not limited to:

• Student education records (FERPA)

• Health or clinical information (HIPAA)

• Financial or financial aid data (GLBA)

• Personally identifiable information (PII)

• Confidential institutional or research data

Institutional Data

Any data created, collected, stored, or managed by PAU during its academic, research, clinical, or administrative operations, regardless of format or location. This includes HIPAA-protected clinical data, such as therapy session transcripts, chats with conversational AI agents used in supervision, and signed telehealth or AI-supported supervision consents generated through PAU-operated training clinics. [DS1]

AI-Assisted Decision-Making

The use of AI outputs to inform, support, or automate decisions in academic, research, or administrative contexts. All such decisions require appropriate human review and accountability.