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AI @ PAU

 

Palo Alto University commits to building human-centered AI competency, embracing adaptive innovation, and harnessing the power of technology to enhance behavioral science education — empowering our students, faculty, and staff to lead in a rapidly changing world.

 

 

 

 

 

 

Artificial Intelligence (AI), including Generative AI, is rapidly transforming how PAU supports teaching, research, and administrative operations. These technologies present significant opportunities to enhance student learning, improve operational efficiency, and advance the university’s mission of education, research, and community service.

At the same time, AI introduces important considerations related to data privacy, academic integrity, security, and regulatory compliance. The use of AI within the university must be governed in a manner that protects institutional data, ensures responsible use, and maintains trust across the PAU community.

This policy establishes clear expectations for the appropriate use of AI at PAU. It defines what is permitted, restricted, and prohibited when using AI technologies in academic, research, and administrative activities.

The objectives of this policy are to:

  • Enable the responsible and effective use of AI to support academic and operational excellence
  • Protect sensitive institutional data and ensure compliance with applicable regulations (FERPA, HIPAA, GLBA)
  • Maintain academic integrity and uphold ethical standards in teaching and research
  • Provide clear guidance to students, faculty, and staff on acceptable AI use
  • Ensure appropriate human oversight, accountability, and transparency in all AI-assisted activities [DS1]
  • Protect clinics and health-related data - including therapy session transcripts, notes, and telehealth records - and support sound decision-making in activities that impact clients served through PAU-operated clinics

AI Reference

This guide provides a quick reference for the appropriate use of Artificial Intelligence (AI) at PAU. All users are responsible for protecting institutional data and complying with university policies when using AI tools.

Public AI Tools & Uses

Public AI Tools (e.g., ChatGPT, Claude, free or personal versions)
Not approved by PAU
Do not use with private or restricted data

If unsure, Do not proceed and contact IT or your supervisor

FAQ

What is considered Artificial Intelligence (AI) under this policy?

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AI includes systems or tools that perform tasks requiring human-like intelligence, such as text generation, image creation, data analysis, or automated decision-making. Examples include ChatGPT, Microsoft Copilot, Gemini, and similar technologies.

Does this policy apply to all AI tools, even free ones?

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Yes. The policy applies to all AI tools—whether free, paid, or provided through institutional licenses—when used for academic, research, or administrative purposes.

Can students use AI for coursework?

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Students may use AI for ideation, translation, or research assistance only if explicitly permitted by the instructor. Unauthorized or uncredited AI use is treated as academic dishonesty under PAU’s Academic Honor Code.

How should AI-generated content be cited?

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AI outputs must be acknowledged in the same way as any external source. Students should include the tool name, version (if available), and prompt or description of use (e.g., “Generated using ChatGPT, prompt: summarize Chapter 3 of…”).

Are faculty required to allow AI use in their courses?

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No. Faculty have full discretion to determine if and how AI tools may be used. These expectations should be clearly stated in the syllabus (e.g., permitted, guided, or prohibited use).

What precautions must be taken when using AI for research?

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Researchers must not input any restricted or protected data (e.g., FERPA, HIPAA, GLBA) into public AI tools. All AI-assisted research must comply with PAU’s Data Management and Cybersecurity Policies, and may require Institutional Review Board (IRB) approval.

Can staff use AI for administrative tasks?

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Yes, when approved and aligned with PAU data protection standards. Examples include drafting communications or improving workflows. Departments should conduct Risk and Equity Assessments before operationalizing AI use.

Can AI replace staff or faculty positions?

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No. The replacement of human roles with AI will not occur without ethical review, stakeholder consultation, and approval from PAU leadership.

What are some examples of prohibited AI use?

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· Entering confidential or student data into external AI systems

· Generating discriminatory or harassing content

· Using AI to falsify information or credentials

· Violating laws, contracts, or institutional policies through AI-generated actions

Who do I contact with questions about using AI tools?

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· Provost’s Office: Academic and faculty-related AI guidance

· Information Technology (IT): Tool approval, risk assessments, technical support

· Human Resources: Staff-related use and compliance inquiries

· Institutional Review Board (IRB): Research ethics and approvals

What happens if someone violates this policy?

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Violations are handled according to existing PAU procedures:

· Students: Academic Honor Code process

· Faculty: Reported to the Provost’s Office

· Staff: Reported to the supervisor or Human Resources

How often will this policy be reviewed?

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The AI Policy will be reviewed annually, consistent with the Policy Review section of this document[DS1] by the Provost’s Office, CIO/vCISO, and faculty representatives to ensure it remains aligned with evolving technologies and regulations.

Key Rule to Remember

If the data is private or restricted, do not use Public AI tools.

Does this involve private or restricted data? Is this tool approved by PAU? Would I be comfortable sharing this information publicly?

IF UNSURE → Do not proceed and contact IT or your supervisor

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