Information Technology

Artificial Intelligence

An illustration of a computer sits on a table. The screen is dark but floating in front of it are transparent blue boxes featuring things AI can do like create text or search the internet. These boxes all link back to the computer through thin white lines

Artificial intelligence (AI) is the ability for computers to simulate human-like intelligence. It uses algorithms trained on large data sets to produce an output historically only humans could provide. AI exists in many everyday products and services, such as Apple’s FaceID, Google Translate, social media feeds, and recommendations on Amazon and Netflix.

Generative AI (GenAI) is a type of AI that can create a wide variety of content like text, images, music, audio, and videos. GenAI can produce highly realistic and complex content that mimics human creativity. Examples of GenAI include ChatGPT and Google Gemini.

Aims Information Technology supports responsible experimentation of these technologies. However, there are important considerations to keep in mind when using these tools, including information security and data privacy, compliance, copyright, and academic integrity.

Google Gemini is the official GenAI service at Aims Community College. As part of our partnership with Google, all faculty, staff, and students over 18 years old with an aims.edu email address have free access to Gemini at https://gemini.google.com.

Assume all information shared will be made public. Do not share information classified as Confidential or Internal per Aims’ Data Classification Standards and be mindful that the information you input into an AI tool may be retained and used to train the AI model.

AI-generated content can be inaccurate, misleading, or entirely fabricated (sometimes called “hallucinations”) or may contain copyrighted material. You are responsible for any content that you publish that includes AI-generated material.

GenAI can exhibit bias in its outputs based on the data it is trained on. If the training data contains biases, the AI model may perpetuate or amplify those biases in its generated content, leading to unfair or discriminatory results. Be mindful of AI bias and always check the output closely.

GenAI has made phishing attacks easier and more authentic looking. Know how to Recognize & Report Suspicious Emails.

Students must adhere to the Student Code of Conduct. Faculty members are expected to provide clear guidance on the use of GenAI tools for academic work and requirements for attribution. Students are expected to follow their instructors’ guidelines about permitted use of AI for coursework.

Employees using AI services for business purposes must use their Aims email address. Employees should inform their supervisor when and to what extent AI is used to complete job duties.

Contact the IT Service Desk if you have questions about AI. While they may not be able to directly answer your question given the broad nature of AI, they will work to ensure your inquiry is addressed by the appropriate area.

Google Gemini is approved for College use, provided these guidelines are followed. Google Gemini can be accessed at gemini.google.com.

Read AI is an AI-powered meeting assistant.

The standard version of Gemini should be sufficient for most uses. If staff or faculty have a specific need for Gemini Advanced version for Education, please submit a helpdesk ticket. The advanced version is available at an additional cost to Aims. Licenses will be managed by Aims IT.

Requestors must:

include supervisor’s approval
demonstrate one or more of the following business or educational need criteria:
1. Demonstrate a need for unlimited usage (beyond 1,000 uses per month) and reasons why
2. Demonstrate a need for integration with Google Workspace tools
3. Demonstrate a need for access to the most recent dataset

For any requests for ChatGPT, the requestor’s supervisor must approve the purchase. Departments may then purchase a subscription at their own cost.

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Artificial Intelligence

Data Privacy

Accuracy

Potential Biases

Security

Learning and Instruction

Using AI To Carry Out Job Duties

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