Bath Spa University's AI Policy

Who does the policy apply to?

The AI policy applies to all staff, authorised University representatives, and students when processing data using AI on behalf of the University, in teaching, learning and other work. The policy does not apply to staff and students using AI in a private capacity.

What's the difference between free and unlicensed?

Something that's free can also be licensed appropriately (e.g. VLC media player or Audacity), so that it is being used in accordance with its license agreement. Unlicensed simply means that it has not yet been approved for use by the University; that tool could well be free. We'll refer to these free and/or unlicensed tools simply as 'free'.

A few simple guidelines can be followed for the use of free AI tools:

• you can use free AI tools, however:
  • you should not use your BSU account to sign up for free AI tools
  • you should not enter personal or sensitive BSU data when using free AI tools

While staff should avoid using free tools, it is permitted to do so, as long as the above is adhered to. BSU has licensed some AI tools for use.

For staff: Do I need to complete a Data Protection Impact Assessment (DPIA) to use free AI tools?

You do not need to complete a DPIA to use free or unlicensed AI tools, except if you will be using the tool to process personal or sensitive BSU data.

Further policy summary

• Verification: AI output may contain errors - always review output for accuracy and to avoid bias
• Transparency: Clearly identify where AI has been used and endeavour to keep a record of use
• Responsibility and integrity: AI use must be lawful, safe, ethical, and responsible and ensure output adheres to the University's standards for equality and ethics
• Data protection: Do not enter personal or sensitive data into unlicensed AI tools and only share information with approved personnel and systems
• Sustainability: Understand that AI usage requires significantly more energy and water than other cloud-based systems