980 Use of Artificial Intelligence

Effective Date: August 31, 2026
Responsible Division: Information Technology
Responsible Office: Information Technology
Responsible Officer: Vice President for Information Technology

I. Purpose & Scope

MTSU supports the use of artificial intelligence (AI), including Generative AI (Gen AI), in the broadest sense, to assist students, faculty, and staff in achieving their goals more successfully. Artificial Intelligence has the potential to enhance learning experiences, streamline research processes, improve administrative efficiency, and foster innovation across all aspects of education. This policy establishes flexible guidelines to encourage responsible and effective use of AI, while upholding academic integrity, information security, data governance, privacy, and ethical standards.

II. Definitions

The following definitions are applicable to this policy.

1. As used in this section, “artificial intelligence” means a machine-based system that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments and that is capable of using machine and human-based inputs to perceive real and virtual environments, abstract such perceptions into models through analysis in an automated manner, and use model inference to formulate options for information or action.
2. “Generative artificial intelligence (GAI)” refers to machine learning technologies capable of generating new content, including but not limited to text, images, videos, and music. Broadly, GAI refers to algorithmic tools with specific applications that, based on natural-language input, analyze patterns in large data sets to generate new content and media historically associated with human-driven creative processes.
3. “Private” or “Proprietary Generative AI System” refers to an artificial intelligence system or software owned and controlled by a specific individual, organization, or entity. These systems rely on proprietary algorithms, data, or models not available to the public, and their usage, distribution, and underlying technology are typically restricted by licenses, patents, or other intellectual property and data privacy protections. These systems require that users adhere to strict data usage guidelines.
4. “Confidential Information” means any information that should be protected from dissemination pursuant to law, policy, guideline, or due to the potential risks or harm that could result from its unauthorized disclosure. Confidential Information includes Personally Identifiable Information (PII) as defined in MTSU Policy 920 Information Security, confidential student information, financial information, individual health information, legally protected intellectual property (whether belonging to MTSU, a faculty member, or other individual or entity), sensitive research data, information that is not subject to disclosure under the Tennessee Public Records Act, information that is prohibited from disclosure in a license agreement or other contract, and any other information that should not be shared publicly.

III. Policy/Guideline

I. General Information

1. MTSU is committed to the responsible, efficient, and ethical use of artificial intelligence and other emerging technologies. Benefits of these tools include:
   • Improving educational outcomes and career prospects;
   • Helping students to ethically and responsibly learn and understand information;
   • Increasing efficiency in the teaching, assessment and learning process;
   • Supporting ethical teaching and research; and
   • Improving administrative efficiency.   

2. Artificial Intelligence, including Generative AI, is a tool that can assist humans. AI tools are not a substitute for creative, scholarly, or critical thinking. Users should recognize that Generative AI, while a rapidly improving technology, has significant limitations, can make errors, and may provide biased results. Users are responsible for Generative AI-produced content they use for their academic activities and in the course of their employment.  
3. Artificial Intelligence including Generative AI use must be consistent with existing policies including, but not limited to:
   • Policy 910 Information Technology Resources;
   • Policy 121, Privacy of Information;
   • Policy 922, Data Classification;
   • Policy, 540  Student Conduct;
   • Policy 312 Academic Misconduct;
   • Policy 407 MTSU Research Security;
   • Policy 232 Instructional and Assignment Use of AI
   • Policy 318 Access to Education Records;
   • 950 Computer Software;
   • Policy 140, Intellectual Property Policy;
   • Policy 201, Academic Freedom, Responsibility;
   • Policy 651 Safeguarding Nonpublic Financial Information; and
   • All MTSU non-discrimination policies and guidelines.

4. Any purchase or other procurement of an AI tool must be consistent with applicable procurement policies and approved by the Information Technology Department, which should be consulted early in the procurement process. See Policies 630 Procurement and Contract Policy; 631 Procurement and Contract Standards; and 600 Approval of Agreements – Delegation of Authority/Signature Authorization.
5. The Information Technology Department may restrict or prohibit using AI tools, including Generative AI, on university computer systems or with university issued credentials. This action may be made if the IT Department determines that the tools do not comply with MTSU data governance standards, pose an unacceptable risk to information security, or for other reasons deemed necessary.

II. Protection of Confidential Information and Copyrighted Material 

1. Generally, prompts and other information entered into a Generative AI system are stored and may be used to further train the system. Therefore, Confidential Information should not be input into any public Generative AI system. 
2. Digital information used in college libraries is subject to license agreements. Some publishers and vendors consider uploading licensed information into AI tools, including Generative AI, to be a violation of these agreements. Users are responsible for understanding the terms of license agreements before uploading information from college libraries into AI tools.
3. MTSU colleges and employees must respect copyrights. Under the Fair Use doctrine, limited portions of copyrighted material may be used without permission for purposes such as criticism, commentary, teaching, scholarship, or research. Whether a particular use qualifies as Fair Use is dependent on all the circumstances and can be complex. Uploading licensed materials into AI tools, including Generative AI, may exceed Fair Use limits, and it is the responsibility of users to consult guidelines or seek permission where required.
4. Consequences of providing Confidential Information or copyrighted material to a public/open Generative AI tool may include:
   • Violation of privacy laws, including FERPA and the Gramm-Leach-Bliley Act, as well as related policies and guidelines;
   • Loss of intellectual property rights;
   • Violation of the intellectual property rights of others; and
   • Violation of licensing agreements with third parties, as well as federal and state laws regarding intellectual property, including copyright laws.

III. Instructional and Classroom Use of AI Tools

1. Acceptable uses of AI in Instructional and Assignment is defined in MTSU Policy 323 Instructional and Assignment Use of Artificial Intelligence.

IV. Use of Generative AI for Employees

1. Employees are permitted and encouraged to use AI tools, including MTSU Contracted Generative AI to increase efficiency and productivity, subject to the requirements of this policy, other policies, and relevant supervisory criteria. 
2. Improper use of AI tools, including MTSU Contracted Generative AI may subject an employee to disciplinary action in accordance with relevant policies and guidelines. 
3. Employees must complete appropriate training related to the use of AI technology as assigned by the Information Technology Department. 

V. Policy Development and Maintenance

This policy will be reviewed every three (3) years or earlier whenever circumstances require review, by the Chief Information Security Officer, with recommendations for revision presented to the Vice President for Information Technology and Chief Information Officer.

Forms: None
Revisions:
References: T.C.A. § 49-8-203; § 49-7-187; 45 CFR Part 46