Moraine Valley Community College - Artificial Intelligence (AI) Usage Guidelines

Developed by the Technology Governance Committee

Revised August 17, 2026

 

Purpose

Moraine Valley encourages employees to use artificial intelligence (AI) to foster innovation and increase efficiency. These guidelines provide a framework for using AI that aligns with the college’s values, complies with legal and regulatory requirements, and safeguards data privacy and integrity. These guidelines serve as a living document and will be reviewed regularly and updated as needed. As AI technologies and related guidance continue to evolve, users should refer to the AI Usage Guidelines in ITConnect as the authoritative source for the most current information.

 

Applicability

These guidelines apply to any work or work product created by a college employee (i.e., faculty and staff) in the course and scope of employment. Additional guidelines may be established for specific areas or departments. No additional guidelines can contradict, modify, or otherwise alter these guidelines.

College-supported, preferred tool: Microsoft Copilot    

Microsoft Copilot is the only college-supported AI assistant. Copilot can assist with tasks such as drafting content, summarizing information, answering questions, and working with data and documents available through Microsoft 365. Copilot is available in the Microsoft 365 web version to all employees and is specifically designed for business and enterprise environments, offering secure integration with Microsoft 365 applications (e.g., Outlook). Unlike some AI tools (e.g., ChatGPT), Copilot minimizes data privacy and compliance risks, making it the preferred solution for college use.

Specifically, Copilot:

• Safeguards data using encryption and other security controls.
• Processes user data solely in accordance with the user’s instructions and does not assert ownership rights or use user prompts or content to train underlying AI models. This means that users retain ownership of the prompts they provide, and the resulting generated content, to the extent permitted by applicable law.
• Operates within the college’s Microsoft 365 environment to prevent the exposure of sensitive data.

Other AI tools may be used but will be unsupported. Unsupported tools are prohibited from using sensitive data. Additional details are found within the guidelines.

 

Guidelines

• Before any AI-generated content is used for work-related purposes, it must be thoroughly reviewed for accuracy. If the information cannot be verified through a trusted source, it must not be used in any official capacity.
• AI-generated content must be attributed and disclosed.
• AI-generated content should not be used to replace or subcontract another employee or department’s responsibilities.
• AI may not be used to make employment decisions (e.g., recruitment, discipline, tenure) without consultation with Human Resources to ensure compliance with state law.
• Use of AI transcription during meetings requires participant notice and consent.
• Information, including intellectual property, proprietary information, and other sensitive data, entered into any AI system should be treated with caution and should not be assumed to be completely private, as privacy protections, intellectual property rights, and terms of service vary by platform.

The chart below details what senstive data may be used in The following types of sensitive data are strictly prohibited from being entered into any AI system that is unsupported by the college:

Types of Sensitive Data	Copilot with MVCC login	Other AI tools
Personally Identifiable Information (PII), including names, addresses, phone numbers, social security numbers, date of birth, driver’s license numbers, passport numbers	Yes, except social security numbers, driver's license numbers, passport numbers	No
Educational Records, including grades, transcripts, schedules, attendance records, course registration, email addresses, disciplinary records, and financial aid.	Yes	No
Financial Data, including credit card numbers, bank account details, and tax records	Yes	No
Confidential Business Data, including classified and legal documents, compliance and audit-related reports, and personnel records	Yes	No
Authentication Credentials, including passwords, API keys, and security tokens	No	No
Technology, including code that includes API keys, passwords, or tokens, and code used for business-critical operations	No	No

Using your college account with Copilot guarantees that Enterprise Data Protection is enabled. Before entering allowable sensitive data, users must ensure they are signed in, and that Enterprise Data Protection is enabled. A green shield icon will be present when Enterprise Data Protection is enabled.

 

Ethical Use

Employees must use AI tools in accordance with all college conduct, ethics, and nondiscrimination policies. These technologies must not be used to create content that is inappropriate, discriminatory, or otherwise harmful to others or the college.

It is strictly prohibited to use AI tools to create, replicate, or generate any individual’s likeness, image, voice, or other personally identifiable characteristics without explicit written consent from that individual. This includes real persons, whether living or deceased. Such actions may violate privacy, intellectual property, and ethical standards.

 

Guidance on Appropriate Use

Any employee use of AI that is beyond the scope of these guidelines will require prior approval from the Technology Governance Committee. For questions regarding the appropriate use of AI tools, please open an ITConnect ticket for further assistance.

 

Instructional Use

Additional guidelines, examples, and best practices for instructional use are being developed by a faculty working group and the Center for Teaching and Learning.

 

AI Literacy and Best Practices

AI is a tool that can assist employees in completing work more efficiently, but it does not replace professional judgment, expertise, or responsibility. These practices are recommended whenever AI tools are used:

Recommended Practices

• Craft effective prompts. Provide clear instructions, context, audience, and desired outcomes when interacting with AI tools.
  • Instead of asking, "Write a student email," ask, "Draft a friendly email notifying students of the schedule on Friday, including who to contact for assistance."
• Cross-check facts and references. AI-generated citations, statistics, and quotes should be independently verified. If AI references a law, contract provision, or professional/accreditation standard, verify that a source document exists and accurately supports the statement.
• Review for bias and fairness. AI outputs should be evaluated for unintended bias, stereotypes, discriminatory language, or omissions that may negatively affect individuals or groups. Before publishing any communication, review the language to ensure it remains inclusive and consistent with college policies.
• Apply professional judgment. AI-generated recommendations should be evaluated by a qualified employee before implementation. AI may suggest policy language or technical solutions, but employees remain responsible for determining whether recommendations are accurate, appropriate, and aligned with college objectives.
• Document AI-generated content. For significant reports, research, analyses, presentations, policy development, or published materials, employees should document how AI was used.
  • "Copilot was used to generate an initial outline and summarize meeting notes. The final content was reviewed, edited, and approved by the author."

 

Training

Employees are encouraged to consult Human Resources Manager of Employee Training and Development when seeking AI-related training and workshops.