乐播传媒 Policy on Artificial Intelligence and Agentic AI

1. Purpose

乐播传媒 recognizes that artificial intelligence technologies can support teaching, learning, research, administration, and student services when used responsibly, transparently, and with meaningful human oversight. The purpose of this policy is to establish a University-wide framework for the safe, ethical, lawful, and mission-aligned use of artificial intelligence, including generative AI and agentic AI, across the University. This policy also affirms the University's commitment to the ongoing review of AI use as technologies, regulations, and institutional needs evolve.

Mission Alignment

Consistent with 乐播传媒's Catholic identity and the heritage of the Sisters of Mercy, this policy affirms that technology must serve human dignity, promote the common good, and support --not replace-- the formation of the whole person. AI tools should enhance, rather than diminish, the University's capacity for compassion, critical thinking, and service to others, while preserving meaningful human responsibility in decisions that affect learning, work, and community life.

This policy is intended to:

Support innovation, academic excellence, and responsible institutional effectiveness.
Protect students, employees, alumni, and University data.
Preserve human dignity, judgment and accountability, transparency, and appropriate oversight.
Reduce risks related to privacy, security, academic integrity, bias, intellectual property, and unauthorized automation.
Ensure AI technologies serve our educational mission and Catholic identity.

2. Scope

This policy applies to all 乐播传媒 faculty, staff, administrators, students, contractors, and other authorized users of University systems, data, or services.

It applies to the use of AI tools in:

Instruction and coursework
Research and scholarship
Advising and student support
Administrative operations
Communications and marketing
Information technology and software development
Any University-owned or University-managed system, account, or dataset

Relationship to Other Policies

This policy supplements and extends the 乐播传媒 Policy for Responsible and Acceptable Use of Generative AI (2025), in addition to the AI Guidelines information. Where agentic AI capabilities are involved, the additional requirements in Section 7 apply. All other provisions of the Generative AI Policy remain in effect. This policy should be read in conjunction with the University's Academic Integrity Policy, Information Security Policy, Acceptable Use of Technology policy, and other applicable policies.

3. Definitions

Artificial intelligence (AI) refers to any automated system that uses data-driven models, algorithms, or machine learning techniques to assist with or carry out tasks involving analysis, prediction, classification, content generation, or decision support, whether independently or in collaboration with a human user.

Generative AI refers to tools that produce text, images, code, audio, video, summaries, or similar outputs based on user prompts. Examples include ChatGPT, Claude, Gemini, and similar tools.

Agentic AI refers to AI systems that can take actions on a user's behalf, including but not limited to browsing websites, logging into systems, sending messages, retrieving files, executing workflows, calling external tools or APIs, or making multi-step decisions with limited real-time human input.

In plain language: Agentic AI refers to AI tools that can take actions for you -- like logging into systems, sending emails, or making changes to data. Because these tools can do things automatically, they require special approval and monitoring. If you're not sure whether a tool is "agentic," ask IT before using it with University systems or data.

Sensitive data includes, but is not limited to:

Student education records
Financial aid information
Grades and academic standing
Employee personnel records
Payroll and financial information
Health-related information
Confidential institutional records
Protected research data
Personally identifiable information
Credentials, authentication tokens, and security-related information

The section 3.2 outlines appropriate data classifications as Restricted, Private, and Public. Please refer to the policy for clarification.

4. Guiding Principles

Thoughtful and ethical use of generative AI tools can encourage creativity and promote efficiency.

For Faculty

This may include their use in developing course materials, aiding with grading and feedback, or supporting scholarship. These, and other activities, require appropriate disclosure as well as full evaluation of output for accuracy and bias before dissemination. Disclosure of AI use should include the AI tool(s), date, and role in the final product. Failure to disclose AI use appropriately is akin to a breach of academic integrity.

Faculty can use AI to create student-centered course content and activities (i.e., case studies, lecture outlines or visuals, or note-taking aids, as well as other teaching, service, and scholarship-related tasks); however, modeling appropriate disclosure to students is both relevant to their learning as well as an ethical and pedagogically appropriate way to use AI.

Inappropriate AI use by faculty could include grading student work or providing automated feedback to students without human review. Additionally, faculty should not rely solely on AI detection tools, and they should not give a failing grade on an assignment based solely on an AI detection program report.

For Students

This means using AI to learn, not to cheat. Be honest about your AI use, and consult with your faculty when unsure. Check facts and sources, and do your own thinking first. Protect your privacy and others. Learn from feedback, and match the tool to the task.

For Staff

This means using AI to brainstorm and support, not replace your work. Protect all confidential information, and check for accuracy. Be transparent and follow institutional policies, using AI to save time, not cut corners. Always maintain professional tone.

All use of AI at 乐播传媒 must follow these principles:

4.1. Human Responsibility

Humans remain responsible for all decisions, actions, and communications supported by AI. AI outputs must be reviewed for bias, fabrication, errors, and inappropriate recommendations before using or disseminating information produced with AI assistance.

4.2. Privacy and Confidentiality

AI tools may not be used in ways that expose confidential, regulated, or sensitive information.

4.3. Transparency

Users must disclose AI use when required by law, policy, instructor direction, or professional standards.

4.4. Academic Integrity

AI may not be used to misrepresent authorship, learning, or performance. The 乐播传媒 Policy for Responsible and Acceptable Use of Generative AI (2025) should be consulted.

4.5. Least Privilege

AI tools must not receive more data, access, or authority than necessary.

4.6. Use of AI Detection Software

AI-detection software (such as Turnitin) may be used as only one data point in determining of if a student has misused AI tools in the completion of coursework. A flagged AI-detection software score may be the starting point for a conversation with the student or begin further inquiry, but should not result in a grading penalty without additional supporting evidence, which may include: a secondary AI-detection software report, comparison to previous student writing, a record of sudden and dramatic changes in student performance, inclusion of content that shifts away from course content, etc.

4.7. Inclusion of AI Policy in Syllabus

Faculty should include one of the four approved AI policy statements in their syllabus, as appropriate to their course. See Appendix B.

4.8. Copyright and Intellectual Property

Users must respect copyright, licensing terms, ownership rights, and intellectual property obligations when using AI tools or AI-generated outputs.

5. General Requirements for All Users

All users of AI tools must:

Comply with University policies, contractual obligations, and applicable law.
Review AI-generated outputs before relying on them.
Verify factual claims, citations, and summaries.
Avoid entering sensitive data into unapproved AI tools.
Avoid sharing usernames, passwords, multifactor authentication codes, or access tokens with AI tools.
Stop using any AI tool that requests inappropriate access or behaves unpredictably.
Consult Information Technology when uncertainty exists regarding approved use.

5.1. Practical Examples

鉁� Permitted uses (when deemed professionally and ethically appropriate)	鉁� Prohibited uses
Using ChatGPT or similar tools to brainstorm essay topics (with instructor permission)	Sharing University login credentials with AI tools
Using AI grammar tools like Grammarly for basic editing (unless prohibited by instructor)	Submitting AI-generated essays, assignments, or exam answers as original work without disclosure
Using AI to help understand difficult concepts while studying	Using AI to complete work that is meant to demonstrate your own learning when prohibited by the instructor
Using AI to draft meeting agendas or emails for review	Uploading student grade spreadsheets or education records to public AI tools
Using AI to summarize research articles for personal study	Using AI agents to automatically respond to student emails or offer feedback on assignments without review

6. Prohibited Uses

The following uses are prohibited unless explicitly authorized in writing by the appropriate University authority:

6.1. Sensitive Data in Unapproved Tools

Users may not input, upload, paste, or expose sensitive University data to public or unapproved AI systems. The university does not approve of AI tools that: (a) conduct biometric identification, facial recognition, or emotion inference; (b) claim to detect AI-generated text; (c) profile or score students' risk without validated methods, documented bias testing, and human oversight; (d) process student PII without a signed data processing agreement ensuring no training on institutional data, limited retention, and user data ownership; or (e) autonomously assign grades for high-stakes assessments without documented human review and appeals process. Currently the 乐播传媒 approved AI tool is solely BoodleBox.

6.2. Unauthorized Automated Decision-making

AI tools may be used to assist in University operations listed below, but pursuant to 4.1, the user of the AI is responsible for the actions taken based upon any AI analysis or output. Further, all AI output must be reviewed by a responsible human prior to making decisions or taking actions based on the AI output.

Admission
Grading
Academic standing
Financial aid
Disciplinary action
Employee evaluation
Hiring
Promotion
Student advising outcomes
Disability or accommodation determinations
Clinical/patient care decisions
Any similarly significant individual decision

6.3. Credential Sharing

Users may not provide passwords, security answers, session tokens, or other authentication material to AI tools.

6.4. Autonomous System Actions Without Approval

No AI agent may independently log into, navigate, or take action within University applications unless that use has been formally reviewed and approved.

6.5. Unreviewed Communications

AI may not send messages, announcements, outreach, or official University communications without meaningful human review and approval by the Office of University Relations.

6.6. Misrepresentation and Misconduct

Users may not present AI-generated work as entirely their own when disclosure is required, nor use AI to commit fraud, cheating, plagiarism, harassment, impersonation, or policy evasion.

7. Special Requirements for AI

Because agentic AI can act autonomously across systems, additional controls apply. Before an agentic AI tool is used with University accounts, systems, or data, the tool must undergo appropriate review for security, privacy, data handling, and institutional risk. Contact Information Technology for the vendor assessment process.

Agentic AI tools may not be used to access or act within the following categories of systems without formal written approval by Information Technology.

Student information systems
Registration or financial aid systems
Learning management systems (Canvas)
Human Resources and payroll systems
Finance or procurement systems
Identity and access management systems
Institutional email accounts
Systems containing regulated or confidential records

Agentic AI may not run unattended in a way that can submit forms, alter records, send messages, access or modify institutional data without an approved control framework.

Approved agentic AI implementations must maintain logs sufficient for review, investigation, and accountability.

Approved agentic AI systems must use the minimum access necessary and may not be granted broad or persistent permissions without documented justification.

8. Student Responsibility

Students must follow course-level expectations and may not use AI in ways that undermine learning objectives, assessment integrity, or authorship expectations.

Students Must:

Check with each course syllabus for instructor's AI policy and the 乐播传媒 Policy for Responsible and Acceptable Use of Generative AI.
Ask the instructor before using AI if the policy is unclear.
Disclose AI use when required (including which tool was used, how it was used, and what was generated).
Never use AI to complete work that is meant to demonstrate your own learning when prohibited.
Understand that AI-generated content may contain errors, bias, or fabricated information.

When in doubt, ask first. Using AI without permission when it's prohibited is a violation of the Academic Integrity Policy.

8.1 Common Questions for Students

Grammar and spell-check tools: Tools like Grammarly's basic features are generally acceptable unless prohibited by your instructor. Always check the syllabus.

Translation tools: Using AI for translation assistance should be disclosed and may be limited depending on language learning objectives.

Tutoring and study aids: AI can help you understand concepts but should not complete your assignments for you.

Group work: All group members must agree on AI use and follow course policies.

Citation and disclosure: When required to disclose AI use, include: the name of the tool, the date used, the prompt or question you asked, and how you used the output.

8.2 Accessibility and Accommodation

Students with documented disabilities may use AI tools as part of approved accommodations through the Office of Accessibility Services. Instructors should work with Accessibility Services to ensure course AI policies do not create barriers to access.

9. Administrative and Student Support Use

9.1. Drafting and Support

AI may be used to assist with drafting, brainstorming, summarizing, or administrative support only when inputs comply with the rules outlined in this document, and outputs are reviewed by a qualified human before use. Disclosure of AI use is necessary where applicable.

9.2. Advising and Student-facing Recommendations

AI may assist staff in preparing information, but it may not independently make or communicate final advising, conduct, aid, or support decisions without human review.

9.3. Public-Facing Communications

AI-generated content used in official University communications must be reviewed by the Office of University Relations for tone, accuracy, accessibility, and reputational risk before publication or distribution.

10. Enforcement

Violations of this policy may result in appropriate action consistent with University policies and applicable law.

For Students:

Violations will be addressed through the Academic Integrity Policy and student conduct processes. Sanctions may include:

Educational interventions and reflection assignments
Grade penalties (assignment failure or course failure)
Notation on academic record
In severe or repeated cases, suspension or dismissal

For Faculty and Staff

Violations will be addressed through applicable employment policies and may result in:

Mandatory training
Loss of system access
Corrective action up to and including termination

For Contractors and Third Parties

Violations may result in contractual remedies, termination of access, or other action as appropriate.

Reporting Violations

Students

Course instructor, department chair, dean and/or provost

Academics

Faculty/Staff

Department chair, supervisor, or Human Resources

Employment

Security Incidents

Information Technology at secureITFREE乐播传媒

Information Technology

11. Governance and Review

乐播传媒 will review this policy frequently (at least bi-annually) and update as needed as AI technologies, legal requirements, and institutional practices evolve.

The University may issue standards, procedures, guidance, and approved-tool lists to support implementation. Policy oversight is coordinated through Information Technology.

An AI Governance Committee consisting of representatives from Information Technology, Academic Affairs, Legal Counsel, Faculty Senate, and Student Affairs will:

Review requests for agentic AI implementations.
Assess emerging AI risks and opportunities.
Recommend policy updates.
Provide guidance on complex use cases.

12. Resources

Effective Date: August 1, 2026

Training and Support: The University will provide:

Training sessions for faculty, staff, and students
Guidance documents and FAQs

All resources are available at the on the my乐播传媒 portal.

Appendix A: Decision Framework for AI Use

Before using an AI Tool, ask yourself:

Is this tool approved? Check the approved tools list or contact IT.
Am I sharing sensitive data? If yes, stop and consult IT or your supervisor.
Does my instructor/supervisor allow this type of use? Check the syllabus or ask.
Will I review the output? Never use AI output without human review.
Do I need to disclose this? When in doubt, disclose.
Is this tool taking actions for me? If yes, it may be agentic AI and requires special approval.

If you answered "no" or "I'm not sure" to any question, stop and ask for guidance before proceeding.

Appendix B: Approved AI Syllabus Language

乐播传媒 Policy for Responsible and Acceptable Use of Generative AI (Approved by Faculty Senate)

The 乐播传媒 mission is to educate, search for truth, communicate effectively, and think critically. Generative AI Tools (GenAI) must never replace the student's own critical thinking and problem-solving skills, and students should write as much as they can on their own; they need to attempt to write beyond what they can do.

Generative AI implemented in the process of learning, writing, research, and the completion of assignments should be carefully considered. Students should use GenAI tools only as explicitly permitted by the instructor. Examples of GenAI tools: ChatGPT, Claude, Dall-E, DeepL, Gemini, Grammarly, Midjourney, and Perplexity. Faculty will have access to resources and support as they develop their AI policies for their classroom and discipline.

Incorporating content created by Generative AI in student work, without citation, is not ethical and a breach of 乐播传媒's Academic Integrity Policy1鈥攊t misleads the reader and constitutes plagiarism. It also is important to note that GenAI can generate incorrect content. When there is a commonly held misconception, GenAI can propagate misconceptions and errors.

Policies around the use of Generative AI will vary by discipline, instructor, and course. Each instructor or department will decide on the policy for their discipline and courses. All syllabi should include statements around the appropriate use of GenAI.

Recommended language is at the end of this policy. When creating the individual or departmental syllabi, instructors should consider the wide variety of available Generative AI tools as they plan for what is acceptable in that course and what is not.

Student Responsible Use of Generative AI tools:

As noted in the 乐播传媒 Academic Honesty Policy, students should document and attribute all generative AI contributions to coursework. APA and MLA provide regularly updated guidelines for citing generative AI work.

Students should take full responsibility for generative AI contributions, ensuring the accuracy of facts and sources as well as possible bias in the generated content.

Use prohibited in all situations
Limited use with prior express permission and proper citation
Use with proper citation
Free use with no citation required

Generative AI has rapidly emerged as a transformative technology with profound implications for education, research, and university operations and will continue to evolve. This policy shall be reviewed and updated as needed to reflect changes in related technology, ethical guidelines, and legal requirements.

Recommended Syllabus Language

In general, most instructors will allow or limit the use of AI tools in ways that fall under four broad categories. Below are examples of general statements in each of these categories. These examples are best used as starting points to adapt to your teaching, assignments, course design, and style of communicating with your students.

(1) Prohibited in all situations:

"In this course, we will be developing skills and knowledge that are important to discover and practice on your own. Because use of AI tools inhibits development of these skills and knowledge, students are not allowed to use any AI tools, such as ChatGPT or Dall-E 2, in this course. Students are expected to present work that is their own without assistance from others, including automated tools. If you are unclear if something is an AI tool, please check with your instructor. Using AI tools for any purposes in this course will violate the University's Academic Integrity Policy and are subject to disciplinary action, including failure of the assignment, failure of the course, or, in severe cases, initiation of procedures for dismissal from the University."

(2) Limited use with prior express permission and proper citation:

"Students are only allowed to use AI tools, such as ChatGPT or Dall-E 2, on assignments in this course when advance permission is explicitly given by the instructor. Students must submit a written request with an explanation of how they will use a particular tool in their assignment. Students are not permitted to use these tools until permission is granted in writing. The instructor may encourage and give permission to students to use AI tools during class activities and in other contexts when it is considered in support of the course learning goals. Unless given permission to use those tools, each student is expected to complete each course assignment without substantive assistance from others, including AI tools. If you are unclear if something is an AI tool, please check with your instructor. Unauthorized use of AI tools for any purposes in this course will violate the University's Academic Integrity Policy and are subject to disciplinary action, including failure of the assignment, failure of the course, or, in severe cases, initiation of procedures for dismissal from the University."

(3) Use only with proper citation:

"The use of AI tools, such as ChatGPT or Dall-E 2, for this course is allowed for specific assignments only when determined to be in support of the course learning goals. Assignments in which AI tools are permitted will be clearly identified by the instructor and noted in the assignment directions. You are not required to use AI tools, but if you choose to use them for any part of the assignment (for example, brainstorming or text editing), you must use proper citation. Use of AI tools outside of the specifically allowed assignments and failure to properly cite use of AI tools are considered violations of the University's Academic Integrity Policy and subject to disciplinary action, including failure of the assignment, failure of the course, or, in severe cases, initiation of procedures for dismissal from the University."

(4) Free use with no citation required:

"In this course, students are allowed to use AI tools (such as ChatGPT or Dall-E 2) on all assignments. No citation is required."

Reference for Syllabus Language
The University of Chicago Center for Teaching and Learning. (2025). Guidance for Syllabus Statements on the Use of AI Tools. Programming and Resources on Generative AI. Retrieved March 17, 2025, from

Document Control:

Version: 1.0
Approved by: Academic Affairs
Effective date: July 28, 2026
Policy owner: Information Technology
Contact: maleyFREE乐播传媒/773-298-3293

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