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AI Usage by Data Classication

 

 

 

 

 

Public, Private & Restricted

As defined in the Data Classification Policy

Public AI Tools

Refers to public, self-paid platforms with no PAU vendor agreement (e.g., ChatGPT, standalone Claude, Perplexity).

Approved AI Tools

Refers to institutionally provided platforms operating under a PAU vendor agreement and access controls (e.g., Microsoft Copilot, Google Gemini, Claude Team).

This reference shows which AI tools may be used with each of PAU’s three data classifications — Public, Private, and Restricted — as defined in the Data Classification Policy. “Public AI Tools” refers to public, self-paid platforms with no PAU vendor agreement (e.g., ChatGPT, standalone Claude, Perplexity). “Approved AI Tools” refers to institutionally provided platforms operating under a PAU vendor agreement and access controls (e.g., Microsoft Copilot, Google Gemini, Claude Team).

Data Type

Public AI Tools

Approved AI Tools

Public / non-sensitive data

Examples:
· Press releases
· Directory information (If not blocked by FERPA)
· Course catalogs
· Application and request forms
· Campus maps
· Event announcements
· Course details

 ✅ Allowed ✅ Allowed

Private (non-sensitive operational data)

Examples:
· University budget details
· Procurement information
· Research proposals
· Internal audit reports
· Internal policies, procedures and guidelines

 ❌ Prohibited ✅ Allowed

Restricted Data (FERPA, HIPAA, GLBA, PII)

Examples:
· Protected Health Information (PHI) subject to the Health Insurance Portability and Accountability Act (HIPAA).

· Student & education records (FERPA) like grades, transcripts, disciplinary records, etc.

· Student personally identifiable financial information (GLBA) like income and tax return information, bank account numbers, student loan account numbers, balances, etc.

· Financial account numbers covered by the Payment Card Industry Data Security Standard (PCI-DSS), which controls how credit card information is accepted, used, and stored.

 ❌ Prohibited

✋ Conditional
(Requires approval & safeguards)

 

Key Rule to Remember

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

Does this involve sensitive or institutional 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