Protection of Personal Identifiable Information
Faculty, staff, and students at the University of Wisconsin-Eau Claire should be cautious when sending data to any AI related technology. In particular, avoid sending any Personal Identifiable Information (PII) to any unknown or not fully trusted AI technology.
Personal Identifiable Information is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual.
Examples of Personal Identifiable Information (PII) include but are not limited to the following:
- Full Name
- Addresses (street address, email address)
- Phone Numbers
- Date of Birth
- Financial Account Numbers (bank account, credit card)
- Biometric Data (fingerprints, retinal scans)
- Government-Issued ID Numbers (driver's license, passport)
- Curriculum Research Data
- FERPA & HIPAA Data
Information Security Guidelines
- Only approved and managed AI technologies should be used with university data.
- University data used by AI technologies should be securely transmitted and stored within the United States of America.
- AI technologies must be protected against unauthorized access, tampering, and misuse.
- Security measures, including encryption and access controls, should be implemented.
- Data should be verified to ensure that errors are not present in the data.
- AI technologies must comply with all relevant data protection laws and regulations.
- All generated data ownership and copyright will comply with UW System IP Policy 1310.
- Faculty, staff, and student should be informed when they are interacting with AI technology.
- Defined approval processes must be in place for the development of AI technologies.
Responsibilities of Learning & Technology Services
- Implement and maintain security measures for AI technologies used at UW-Eau Claire.
- Monitor all AI technologies for potential security threats and vulnerabilities.
- Inventory all recommended and approved AI technologies for UW-Eau Claire.
- Communicate AI information security guidelines to the campus community.
- Verify data privacy agreements are in place between UW-Eau Claire and the AI provider.
- Verify End User License Agreements (EULA) associated with procurement of AI technologies.
- Ensure AI technologies comply with relevant laws and regulations.
- Conduct annual audits of AI technologies and report findings to Chief Information Officer.
Procurement & Usage of AI Related Technologies
All AI related technologies that are to be used at the University of Wisconsin-Eau Claire should be reviewed by Learning & Technology Services and UW-Eau Claire Procurement in order (1) to properly verify the end user license agreement allows for legal usage of the product by a public institution, (2) to verify the data being used by the AI product is being securely used and stored, and (3) to verify the AI product is properly obtained, licensed, and/or procured. This also applies to products and tools that have no cost to use.
If a faculty, staff, or student is interested in using AI technologies as a part of curriculum, research, or operations at UW-Eau Claire, an email to ltsconsulting@uwec.edu will start the legal and information security review of the requested AI technology.
Best Practices for Generative AI in Curriculum
If a faculty or instructor is interested in learning more about best practices associated with the usage of generative AI technologies in curriculum, the Center for Excellence in Teaching & Learning (CETL) offers instructional design assistance for faculty and instructors. More information can be obtained by directly contacting CETL.
Center for Excellence in Teaching & Learning (CETL)
Vicki Lord Larson Hall 1142
715-836-2385
cetl@uwec.edu
Approved AI Technologies at UW-Eau Claire
The following is the approved list of AI technologies that can be legally and securely used at the University of Wisconsin-Eau Claire. Some of these AI technologies may be available to be run on the High-Performance Computing (HPC) environment.
Additional Resources
