Policies & Procedures

IT9006 Acceptable Use of Artificial Intelligence (AI) Technologies Policy

Purpose

The purpose of this policy is to establish clear expectations and guidelines for the ethical, lawful, and responsible use of Artificial Intelligence (AI) technologies at SUNY Broome Community College. This policy ensures that AI is used to enhance institutional operations and efficiency while maintaining transparency, privacy, human oversight, and equity.

Statement of the Policy

SUNY Broome Community College is committed to using Artificial Intelligence (AI) technologies in alignment with its mission, values, and ethical standards. All AI use must comply with applicable federal and state laws, SUNY policies, and institutional data security and privacy regulations. Additionally, the use of AI technology in the classroom may be limited and determined by each individual course instructor.

AI tools and systems must be used to support—not replace—human decision-making, judgment, and creativity. All members of the campus community are expected to uphold principles of equity, transparency, and accountability when using AI tools in any administrative or operational capacity.

General Guidelines

AI use at SUNY Broome shall reflect the College’s vision—Transforming futures, creating opportunity: Be Your Best at Broome—and its community values of

Community, Equity, Integrity, and Learning.

AI technologies must:

• Promote ethical and equitable use that avoids bias or discrimination.
• Uphold institutional integrity by maintaining honesty and professionalism in all applications.
• Protect privacy and data security in accordance with College, SUNY, State, Federal and International standards.
• Ensure compliance and human oversight across all decision-making processes.
• Support innovation and operational efficiency while maintaining transparency and trust.
• Receive approval and oversight by the responsible office(s).

Permitted Uses

Approved uses of AI include but are not limited to:

• Drafting non-confidential reports, communications, or proposals with human review.
• Supporting brainstorming, content generation, and workflow efficiency.
• Enhancing outreach and engagement through approved chatbots or response tools.
• Analyzing institutional data for forecasting, resource allocation, or service optimization.

Prohibited Uses

AI may not be used for purposes that:

• Involve unapproved processing of confidential or regulated data including personal identifying information (PII)
• Make autonomous personnel, academic, or financial decisions.
• Generate or distribute unverified content as official communication.
• Circumvent accessibility or compliance obligations.
• Perpetuate discrimination, bias, or harassment.
• Contradict College or SUNY ethical, environmental, or accreditation standards.

To Whom It Applies

This policy applies to anyone utilizing college-owned resources and technology including, but not limited to, college-owned hardware, software, network connectivity, and any other institutional infrastructure. The use of AI technology in the classroom may be further limited and determined by each individual course instructor.

Related Policies & Procedures

• IT9005.1 – Procedure for Review and Approval of AI Tools (forthcoming)
• GA2008 – Policy on Policies and Procedures
• NYS-P24-001 – Acceptable Use of Artificial Intelligence Technologies (NYS)
• SUNY Broome Acceptable Use of Technology Policy
• SUNY Broome Information Security Policy

Definitions

• Artificial Intelligence (AI): Technologies and systems that perform tasks commonly requiring human intelligence (e.g., machine learning, large language models, natural language processing, computer vision, robotics, and generative AI).
• AI Tool/Technology: Software or systems that use AI to augment, expedite, or automate processes or decision support.
• Institutional Data: Data created, received, maintained, or transmitted by SUNY Broome during the course of college operations.
• Human Oversight: The requirement that human judgment and approval are involved in all critical AI-assisted decisions.
• Responsible Office: The division or department charged with ensuring appropriate AI use, training, procurement and compliance oversight.