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Ethical Use Requirements for 3rd Party Artificial Intellegence (AI) Integration with Zoom
University Policy Documenting the Ethical Use Requirements for 3rd Party Artificial Intelligence (AI) Integration with Zoom <Vendor must meet all criteria for consideration>
To ensure responsible, secure, and transparent use of AI technologies, the following requirements must be observed when deploying AI systems, particularly in collaborative and cloud-based environments:
1. Disclosure and Transparency
- AI Presence Notification: Any AI bot or agent must clearly announce its presence to all participants upon joining a meeting, session, or collaborative space. This ensures transparency and informed participation.
2. Identity and Accountability
- Restricted Naming: AI bots must not allow free-form naming. The bot’s identifier must be traceable to a specific user, using either the full name or verified email address. This prevents anonymity and promotes accountability.
3. Data Privacy and Consent
- Training on User Data: AI vendors must either:
- Not train their models on user data, or
- Provide a clear and accessible opt-out option, which must be selected by default or explicitly enabled by the organization.
- This protects user privacy and ensures compliance with data protection regulations.
4. Cloud and SaaS Restrictions
- Approved Accounts Only: If the AI vendor utilizes cloud storage or operates as a Software-as-a-Service (SaaS) platform:
- Personal accounts or free-tier accounts must not be used for institutional or professional purposes.
- Only organization-approved, enterprise-level accounts may be used to ensure proper data governance, security, and support.
University Approved AI Tools and Applications
These requirements are to enhance innovation across various roles in education, research, and operation[s] at the University of Oklahoma:
- Staff - All uses of AI should be disclosed appropriately and include clear lines of accountability.
- Consent must be informed, specific to intended use, and documented in writing.
Viewing AI Administrative and Operational Guidance for OU Staff and Employees
- Faculty - do not input intellectual property (e.g., unpublished research, teaching materials, student papers, or presentations) that you do not own or have not created without obtaining appropriate consent from the content owner or originator. This includes work authored by students, colleagues, or collaborators.
- The following should not be input into unsecured (personal/free sign-ups are unsecured) GenAI systems: personal or private information, protected health information (HIPAA), student records (FERPA), human subject research data (Common Rule), export-controlled information, or proprietary research data
Viewing AI Teaching Guidance for OU Faculty and Instructors
- Researchers - When using AI tools to analyze or otherwise process research data provided by community partners, external entities, and other populations, researchers should obtain written consent from those partners before uploading such data to AI tools.
Viewing AI Research Guidance for Researchers
- Students - All uses of AI should be disclosed appropriately and include clear lines of accountability.
- Consent must be informed, specific to intended use, and documented in writing.
Viewing AI Guidance for OU Students