MORE IN THIS SECTION
dropdown close

Introduction

Mid Michigan College is committed to fully comply with applicable laws related to the use of artificial intelligence when Mid Michigan College provides products and services. Additionally, Mid Michigan College is committed to the ethical use of artificial intelligence. This Artificial Intelligence Use Policy (“Policy”) outlines Mid Michigan College’s requirements for adopting all forms of artificial intelligence at Mid Michigan College. Such artificial intelligence adoption includes use for business efficiencies, operations, and inclusion in Mid Michigan College’s products and services.

This Policy applies to all Mid Michigan College board members, employees, contractors, representatives, affiliates, agents, and any person or entity that performs services for or on behalf of Mid Michigan College. This policy does not cover the use of AI by students. The Technology Council at Mid Michigan College is responsible for enforcing this Policy.

Definitions

  • Artificial intelligence or AI indicates the use of machine learning technology, software, automation, and algorithms to perform tasks and set rules or predictions, based on existing datasets and instructions.

  • Technology Council is an internal Mid Michigan College committee. Its responsibilities include reviewing and approving uses of AI at Mid Michigan College.

  • Artificial intelligence system or AI system signifies software that is developed with one or more of the techniques and approaches (listed in Appendix I). It can, for a given set of human-defined objectives, generate outputs such as content, predictions, recommendations, or decisions that influence the environments they interact with.

  • Closed AI system represents an AI system where the input provided by one user is utilized to train the AI model. Input data from the user is isolated from other users and the data is considered more secure.

  • Embedded AI Tools are AI tools that are embedded in existing software tools approved and used at Mid Michigan College, but which do not require approval for use from the Technology Council.

  • Non-public Mid Michigan College data is any information that, if disclosed, could violate the privacy of individuals, government regulations, statutes, could jeopardize the financial state of Mid Michigan College, injure its reputation, or could reduce its competitive advantage. Examples include but are not limited to PII, FERPA, HIPAA, etc.

  • Open AI system represents an AI system where the input provided by all users is used to train the AI model. Input data from all users is not private and may be revealed to other users.

  • Personal information is information that identifies, describes, relates to, is capable of being associated with, or could reasonably be directly or indirectly linked with a particular person or household.

  • Mid Michigan College Representatives means all Mid Michigan College employees, board members, contractors, and any person or entity that performs services for or on behalf of Mid Michigan College.

  • Generative AI is a type of artificial intelligence that can create new content, like text, images, or music, based on patterns learned from existing data, rather than just analyzing or predicting. Ex. ChatGPT, Gemini, MS CoPilot, note taker assistance.

  • Traditional AI is a type of artificial intelligence that relies on pre-programmed rules and algorithms to perform specific tasks and does not create anything new. Examples:  Search engines, virtual assistants (Siri, Google, Alexa), spelling/grammar checkers.

  • Instructional content is any material used directly in the teaching and learning process. It supports student learning outcomes and is typically created or curated by faculty or instructional staff.

  • Non-instructional content is any material not directly used in classroom instruction but still important to the College's operations, communications, or services.

Guiding Principles

The intent of this Policy is to provide general guidance on the use of AI at Mid Michigan College in such a way that Mid Michigan College can leverage the use of AI as a tool while ensuring it continues to meet legal obligations and acts in an ethical manner. The use of AI at Mid Michigan College should never compromise Mid Michigan College’s core values or introduce undue risks to the organization. Rather, the use of AI at Mid Michigan College should be focused on improving business efficiencies and enhancing Mid Michigan College’s ability to fulfill its mission.

This Policy is not intended to address every use of AI at Mid Michigan College by Mid Michigan College Representatives. There are certain departments and functions at Mid Michigan College that bear more considerations and potential risks. Concerning the use of AI in the classroom, faculty have a three-layered policy that can be used and will be referenced in the course syllabi. Please see ‘Prohibited Uses’ in Section IV below for situations where AI may not be used at Mid Michigan College. Additionally, please refer to ‘High-Risk Use of AI Systems’ in Section VI below for situations in which extreme caution is required when considering the use of AI. 

In addition, there are specific Embedded AI Tools used in existing, approved Mid Michigan College software that do not require additional approval for use. For example, the use of Microsoft Word in which Microsoft Word has embedded an AI tool to check spelling or grammar. The use of Embedded AI Tools in approved software at Mid Michigan College is permitted, provided that those software tools are aligned with previous general business uses. A list of existing software tools with embedded AI Tools that are approved at Mid Michigan College is available for review.

When third-party software, services, or contractors are utilized or employed, any AI usage by these parties or services must be noted and evaluated carefully. Contracted services that utilize AI technology should be considered in a similar manner to individual AI usage. Consult with the Information Technology/Business Services about the inclusion of an AI-specific clause in any vendor or contractor agreements.

The following principles must be followed when considering the use of an AI system at Mid Michigan College.

  • AI is an advancing technology. We will see it integrate into search engines, email systems, websites, and beyond. If these tools are not managed by the College, they should be treated as Open AI systems. Caution should be used when entering information. Example: Google Apps is managed by the College, and we have some control over how AI is applied. Microsoft email, Yahoo email, and other email systems are not managed by the College and should be treated as Open AI systems.
  • Individuals using an AI system must have expertise in the subject matter for which the AI is being used. Artificial Intelligence is to be utilized as a tool and is not a substitute for competence. For example, if Generative AI is being used for coding, the individual who is creating the code must have some expertise in coding.
  • All AI-generated content (writing, datasets, graphs, pictures, etc.) must be thoroughly reviewed by an individual with proficiency in evaluating such content for accuracy as well as general proofing and editing. AI-generated content should be viewed as a starting point, and not the finished product.  AI-generated content, especially materials for media, promotion, or public consumption (such as flyers, logos, promotional items, or messaging being posted internally or externally)—must be developed and/or approved by Strategic Communications prior to distribution or publication.
  • Artificial Intelligence systems are trained on data that may contain inherent bias. Users of these systems are responsible for reviewing any AI-produced content for bias and correcting it, as necessary.
  • When integrating AI tools into college-specific software, Mid Michigan College Representatives must document all AI systems they are utilizing and for what function.  Documentation of approved AI tools is not required. This applies if the college were to create its own AI assistant.
  • The use of an AI system must be documented to capture institutional knowledge. For example, if Generative AI is used to create code and included in a larger section of code, there must be documentation as to which code section is AI-derived and the person who reviewed it. This documentation can be included within the programming code or completed as a separate document and shared with more than just the owner/creator of the documentation. 
  • Software or services that integrate AI features being considered for purchase must meet any terms of use or contractual limitations. Contractual restrictions or terms of use may confine Mid Michigan College’s use of an AI system that would otherwise be legally compliant and ethically sound. For example, an AI system’s terms of use may require certain disclaimers in certain situations or may prohibit the use of the AI system to do certain tasks. Mid Michigan College Representatives should have all terms of use or AI systems contracts reviewed by the Information Technology/Business Office to ensure compliance with contractual obligations in using an AI system.
  • Approval of an AI system does not eliminate the need for other internal approvals required at Mid Michigan College for the use of technology, such as a security review, privacy review, cost review and spending approval, legal review, human resources review, etc. An AI system should go through the same review and approval process as other software or services at Mid Michigan College. Reference section VII review and approval process.

Prohibited Uses

Certain uses of AI are prohibited. Unless otherwise approved by the Technology Council and respective department heads. Mid Michigan College Representatives are prohibited from using AI systems for any of the following activities at any time.

  • Use of AI systems in meetings where Non-public Mid Michigan College data or personal information is discussed, including but not limited to confidential or sensitive meetings.
  • The use of third-party AI tools, such as meeting recorders, note-taking tools, and writing proofreaders, is only permitted if the tool has been approved and all meeting participants have agreed to its use.
  • Using AI systems to identify students, candidates, employees, contractors, or any type of person.
  • AI should not be utilized in any manner related to evaluating potential candidates for admission into the college, internship or apprenticeship program, or any other Mid Michigan College program.
  • Putting non-public Mid Michigan College data into an Open AI system.
  • Entering confidential information or personal information about any individual into an Open AI system. Includes medical, financial, political affiliation, racial or ethnic origin, religious beliefs, gender, sexual orientation, disability status, or any part of a person’s private life or legal status. Examples include but are not limited to FERPA, HIPAA, etc.
  • Using College time or resources to generate content using an AI system that would be considered illegal, inappropriate, or harmful to Mid Michigan College’s brand or reputation. Using AI systems that would be disrespectful to others is prohibited.

Ethical Guidelines

Mid Michigan College seeks to act in an ethical manner when using AI. Accordingly, there may be uses of AI that are legally permissible but which do not meet Mid’s ethical standards. Any use of an AI system at Mid Michigan College should conform to the following ethical guidelines. 

  • Integrity in Use All users of AI systems should be forthright and transparent about how AI assisted in completing the work. Even if using an AI system approved by the Technology Council, the supervisor of the department requesting a task for which you are using an AI system should be aware of your use of the AI system. Do not misrepresent AI-generated work as solely yours. For example, when writing a performance evaluation, the supervisor and/or HR representative should give permission for AI system assistance.
  • Research Use When using data related to students or employees, the data needs to be reviewed by the Institutional Research Office to ensure that the data is anonymized and is being used for educational purposes.
  • Unauthorized Use Do not use company time or resources to generate content using an AI system for personal use without prior approval of the appropriate department leader.

High-Risk Use of AI Systems

There are certain uses of AI systems that are higher risk than others.

  • Personal Data in AI Systems AI should be used with extreme caution when inputting any personal data of an individual into a Closed AI system (it is prohibited to put any personal information into an Open AI system).
  • Personnel Decisions AI should be handled with caution for any use related to making decisions on promotions, retention, or similar personnel decisions. Extreme caution should be utilized to ensure that biases (including biases found in existing data sets and any forms of implicit bias) are avoided.
  • Assessment of Students Any assessment of students in educational or vocational training institutions is considered high risk. Accordingly, extreme caution should be taken before using any AI system intended to assess or evaluate any student participating in a course, taking an exam, or any other evaluation or assessment.

General AI System Use Standards & Use Approval

Use of any AI system(s) for college business should follow the guidelines of this policy, and if it is a product being considered for purchase or a software as a service, it must be approved by the Technology Council to ensure that such AI systems meet the following principles.

  • Lawful The use of AI systems must comply with all applicable laws and regulations, as well as any contractual obligations, limitations, or restrictions.
  • Ethical The use of AI systems must adhere to ethical principles, be impartial, and avoid bias or disclose found implicit bias.
  • Transparent There must be clear objectives for the use of an AI system and documented oversight of such use. This should be recorded and captured for institutional knowledge. Disclosures of the use of Generative AI in any AI-assisted content generation must be made when required by law or contract or when required by Mid Michigan College.
  • Necessary The use of AI systems must be for a valid business purpose to improve Mid Michigan College’s business efficiencies and support Mid’s mission. The use of AI is not a substitute for human critical thinking or expertise. AI systems should not require Mid Michigan College to incur an unnecessary expense without a valid benefit. 

Prior to submitting a request to the Technology Council for the use of an AI system, a requester should first obtain the approval of his or her supervisor. In addition, in evaluating whether to make a request, prior to submitting it, the requester should ensure that the AI system use (if approved) would conform with the guidelines in this Policy.  Requests for the use of an AI system should follow the steps below:

  • Request supervisor approval to proceed with the request
  • Provide details about the solution to Information Technology for review and feedback
  • Present the recommendation to the Technology Council

Review Mid Michigan College's list of Approved AI systems.

Training 

All Mid Michigan College Representatives who interact with AI systems should be aware of this Policy.

Reporting Non-Compliance

Mid Michigan College employees and representatives of the College that are aware of any conduct that may violate this Policy have a responsibility to report it. Individuals are encouraged to make reports through normal reporting relationships beginning with their supervisor. All reports of suspected misconduct or non-compliance will be investigated by the Technology Council, Legal Counsel, Human Resources, or other appropriate parties. Unless acting in bad faith, Mid Michigan College employees will not be subject to reprisals for reporting potential violations. 

 After an investigation concludes, if Mid Michigan College determines that a Mid Michigan College Representative has failed to comply with this Policy, the Mid Michigan College Representative will be subject to disciplinary action, up to and including termination.

Review and Amendment

This policy shall be reviewed and updated as needed to reflect changes in AI technology, ethical guidelines, and legal requirements.

Appendices

  • Machine learning approaches (including supervised, unsupervised, and reinforcement learning) using a wide variety of methods, including deep learning.
  • Logic and knowledge-based approaches, including knowledge representation, inductive (logic) programming, knowledge bases, inference, deductive engines, (symbolic) reasoning, and expert systems.
  • Statistical approaches, Bayesian estimation, search, and optimization methods.

Option 1: Most Restrictive Policy

The use of generative AI tools, such as ChatGPT, Gemini, Claude, Microsoft Copilot, Grammarly Paraphrase, or similar AI writing and coding assistants, is strictly prohibited for completing any course assessment (e.g., assignments, discussion posts, quizzes, or tests). Relying on these technologies undermines the learning, critical thinking, and skill development that this course aims to foster. If you are unsure whether a technology you have used for assistance may violate this policy, please consult your instructor before submitting your work. Using generative AI in this course constitutes academic misconduct. Students found violating this policy will 

Example Consequence: Students found in violation of this policy will receive a zero for the specific assessment and/or a record of the violation will be submitted to the Office of Academic Affairs. Repeated violations will result in further disciplinary action.

Option 2: Policy with Limitations

In this course, you are encouraged to use generative AI to support your learning process and enhance your understanding of these emerging technologies. However, you are expected to adhere to academic honesty guidelines, meaning you must not use generative AI to create completed assignments, such as slide decks, essay responses, discussion board posts, or test answers. You may use generative AI for brainstorming, outlining, or developing plans to effectively complete your assignments, but all final work must be your own.

Transparency is required in all AI usage. If you use AI tools, you must disclose your use and provide specific prompts or inputs you employed. If you’re uncertain about whether a particular use violates the course policy, please reach out to discuss your intended approach. You are accountable for the accuracy and appropriateness of your submissions. Misusing generative AI will be treated as academic misconduct. Students found violating this policy will 

Example Consequence: Students found in violation of this policy will receive a zero for the assignment. Repeat offenses will lead to a failing grade in the course. 

Option 3: Least Restrictive Policy

In this course, you may use generative AI at your discretion, though it is not required. You decide when or if using these tools will benefit your work. If you choose to use generative AI, you must disclose how and when it was used. Be mindful that AI-generated content can sometimes contain inaccuracies or false information. You are responsible for verifying the accuracy of any content generated by AI. Submitting content that includes false or fabricated information constitutes academic misconduct. Students found violating this policy will 

Example Consequence: Students found in violation of this policy will receive a zero for the assignment. Repeat offenses will lead to a failing grade in the course.

Mid’s Writing and Reading Center recognizes that artificial intelligence (AI) has become a valuable educational tool and that some instructors may have more flexible guidelines for its use. However, our goal is to help students hone their individual voices and claim ownership of their writing, and providing feedback on AI-generated text defeats that purpose.

Important Tip! Even when an instructor may fully or partially permit AI use, it is still considered a source, so its use must be disclosed. A source is a place outside of oneself from which information or ideas have been gathered. Failing to acknowledge or credit sources properly can result in charges of plagiarism and academic dishonesty, which may carry serious consequences, such as the automatic failure of an assignment or course. This is true for the uncredited use of traditional sources such as books and articles, as well as emerging technologies like artificial intelligence.

Mid's Writing & Reading Center AI Policy

The use of generative AI tools, such as ChatGPT, Gemini, Claude, Microsoft Copilot, Grammarly Paraphrase, or similar AI writing and coding assistants, is strictly prohibited in any coursework being submitted to the WRC. Relying on these technologies undermines the learning, critical thinking, and skill development that the WRC aims to foster. If you are unsure whether a technology you have used for assistance may violate this policy, please consult the WRC before submitting your work. Students suspected of submitting coursework in violation of this policy will be contacted to explain why, reminded of this policy, and encouraged to submit their own work.

Last Reviewed: March 2024