- Secure Accounts and Authentication: Use dedicated accounts for University work. Do not reuse your WatIAM password in external tools. Enable multi-factor authentication (MFA) and use strong, unique passwords. A password manager is recommended.
- Classify Before You Paste: Know your data type—Public, Confidential, Restricted, or Highly Restricted—using Policy 46 before entering it into any AI tool.
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Use the Right Tool for Your Data: Use University data only in AI tools approved for that classification.
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Respect Restrictions on Public Information: Publicly available does not necessarily mean unrestricted. Consider copyright, licensing, or other restrictions before providing public information to an AI tool.
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Keep Non-Public University Data Out of Consumer Tools: Do not enter Confidential, Restricted, or Highly Restricted University information into consumer or unreviewed AI tools.
- Share only what’s needed: Include just the essential information. Remove names, identifiers, or any details that could reveal someone’s identity. When examples are required, use de-identified or made-up scenarios instead of real ones.
- Check Privacy Settings: Review and modify privacy controls before using any AI tool. Limit data sharing, history retention, and model training. Understand what the tool stores and discloses by default.
- Delete Unnecessary Data: Clear chat histories or stored content regularly and avoid keeping information outside University systems longer than necessary.
- Consider Self-Hosting for Greater Control: When advanced functionality is needed, self-hosted AI tools may offer more control. Ensure any self-hosted solution meets University security standards and undergoes IST review.