Policy: Administrative Use of Artificial Intelligence

  1. Purpose

    1. Recognizing the transformative potential of Artificial Intelligence (AI), Massasoit Community College supports and encourages its innovative use within administrative functions to enhance operational efficiency, decision-making, and service delivery. This policy establishes guidelines to ensure that AI technologies are adopted responsibly and ethically, maintaining transparency, accountability, data privacy, security, and compliance with established college policies and legal and regulatory standards.

  2. Scope

    1. This policy applies to all Massasoit employees and is specifically focused on the administrative use of AI, including scholarship, research, and programmatic or research-based assessment practices.

    2. This policy applies to generative AI, algorithmic decision-making systems, predictive models, and any vendor provided AI‑enabled functionality used in instruction, administration, or student services.

    3. This policy applies to both paid and free AI tools. Cost (or lack thereof) and funding source do not exempt any AI tool from this policy.

    4. This policy does not include the use of AI in classroom settings. The use of AI in classroom settings, including teaching and learning, is governed by separate academic policies and is not within the scope of this administrative policy. Academic Affairs is responsible for recommending academic policy revisions through the established governance process.

  3. Position Statement

    1. Massasoit Community College recognizes Artificial Intelligence (AI) as a powerful and transformative technology that holds significant potential to enhance operational efficiency, decision-making, and service delivery. The college supports and encourages the safe and ethical use of AI to advance its mission and strategic plan. Grounded in our core values of fairness, respect, dignity, and free expression, we are committed to leveraging AI in a manner that upholds these principles and fosters an inclusive and equitable environment.

    2. While AI can augment decision-making processes, the college emphasizes that human creativity, innovation, oversight and accountability must always remain central. Employees are responsible for critically assessing AI-generated outputs and ensuring that final decisions align with the college's values and standards of fairness and transparency. AI tools should be used to assist, not replace, human judgment and innovation.

  4. Definitions

    1. This policy utilizes the following definitions:

      1. Artificial Intelligence (AI): The term “artificial intelligence” or “AI” has the meaning set forth in 15 U.S.C. 9401(3): a machine-based system that can, for a given set of human-defined objectives, make predictions, recommendations, or decisions influencing real or virtual environments. Artificial intelligence systems use machine- and human-based inputs to perceive real and virtual environments; abstract such perceptions into models through analysis in an automated manner; and use model inference to formulate options for information or action.

      2. AI Model: The term “AI model” means a component of an information system that implements AI technology and uses computational, statistical, or machine-learning techniques to produce outputs from a given set of inputs.

      3. Generative AI: A type of artificial intelligence technology that can generate many forms of content including but not limited to texts, images, and multimedia

      4. Agentic AI: Agentic AI refers to systems designed to autonomously pursue goals, make decisions, and take actions within defined environments. These systems possess the ability to initiate tasks, adapt strategies, and interact dynamically with users or other systems to achieve specific outcomes. 

  5. Policy Statements

    1. AI tools must only be used for their intended purposes as defined by the tool’s guidelines and documentation. All usage must comply with Massasoit's Acceptable Use Policy and the Executive Office of Technology Services and Security's Enterprise Use and Development of Generative Artificial Intelligence policy.

    2. Employees should disclose the use of AI tools when creating content that informs administrative processes or decisions, or when substantially using AI to produce substantial content such as images, videos, presentations, or written materials intended for publication or wide dissemination. Example: "This content was created in collaboration with Generative AI tools." Additionally, the appropriate disclosure format may vary depending on the required reference style, such as APA, MLA, and other citation standards. Employees should ensure compliance with specific formatting requirements where applicable.

    3. The use of AI for limited tasks like proofreading or basic formatting does not require disclosure.

    4. Employees must adhere to the Data Classification and Protection Policy and ensure that no sensitive information, including Personally Identifiable Information (PII), Personal Health Information (PHI), Payment Card Information (PCI), financial data, or other confidential information, is shared with AI tools unless those tools have been approved by the college and are certified to handle such data securely. AI tools used for processing sensitive information must comply with data privacy regulations, including MGL c. 93H, and undergo regular security audits to ensure data integrity and protection.

    5. To ensure accurate and equitable outcomes, employees must critically evaluate all AI prompts used and AI-generated content for accuracy, potential biases, and alignment with college values before using it for decision-making, publishing, dissemination, or any operational purposes.

    6. Any AI tools considered for use must be approved by the Chief Information Officer to assess impacts on data privacy, security, and ethical considerations. Procurement of paid tools will follow all applicable college purchasing policies. This includes AI-enabled features that are added to existing tools. Requests for approval can be submitted to the ITS Help Desk.

    7. AI tools must also be used in conjunction with valid college credentials (e.g. username@massasoit.mass.edu). Personal accounts shall not be used with approved AI tools to conduct college business.

    8. To comply with privacy laws and institutional standards, the use of AI tools for recording, transcribing, or capturing meeting minutes in virtual meetings must prioritize participants' consent and privacy. Massachusetts law requires explicit consent from all participants before recording or transcribing meetings. Notifications from platforms like Zoom or Microsoft Teams are not sufficient replacements for direct, informed consent. Additionally, the presence of AI bots as virtual meeting attendees - whether for note-taking, transcription, or other purposes - requires prior, explicit consent from all participants.

    9. Employees using AI for administrative research or scholarly activities must ensure that AI tools are employed in alignment with college values, institutional policies, and applicable data privacy laws.

    10. This policy and the use of AI tools within administrative functions will be subject to periodic review to ensure continued alignment with college values, advancements in AI technology, and evolving legal and regulatory requirements. AI tools that no longer meet ethical, security, or performance standards may be modified, replaced, or discontinued as necessary.

  6. Prohibited Uses

    1. This policy prohibits the following uses of AI:

      1. Use of AI for surveillance is inconsistent with applicable state and federal laws.  

      2. Use of AI to make fully automated admissions, discipline, or employment decisions. 

      3. Use of unapproved AI tools that store institutional or personal data. 

      4. Use of AI to create deceptive or undisclosed public content. 

  7. Required Controls

    1. Before deployment, all AI systems must have documented: 

      1. Intended uses 

      2. Known limitations 

      3. Dataset sources and potential biases 

      4. Mitigation measures 

      5. Monitoring plans 

    2. Student Data and Privacy Safeguards 

      1. Vendors must agree not to use Massasoit Community College data to train external models. 

      2. Data retention must be minimized and documented. 

      3. FERPA and accessibility compliance must be adhered to in all AI workflows.

  8. Enforcement

    1. Violators of this policy will be subject to disciplinary action in accordance with the terms and conditions of the employees’ respective collective bargaining agreement.

    2. Violations of this policy may result in: 

      1. Revocation of access to AI tools

      2. HR disciplinary action 

      3. Reporting obligations to the Attorney General for material risk violations 

      4. Termination of vendor contracts 

    3. Questions and comments regarding this policy should be directed to:

William Morrison

Chief Information Officer

Information Technology Services

Print Article