AI at UFV

UFV/AI at UFV/Using AI at UFV/Work with AI

Work with AI

UFV supports staff in using Generative AI (GenAI) tools appropriately and effectively. When used responsibly, GenAI can improve productivity, uncover new insights, and support innovative solutions.

Check Before Using AI
AI use for high-impact or sensitive work should be discussed with your supervisor in advance. Follow existing UFV approval and oversight processes to ensure appropriate use.

Always Review AI-Generated Content
All AI outputs require human review. Employees remain responsible for accuracy, tone, ethical use, and final decisions.

Be Transparent About AI Use
Clearly label when AI has been used to create or support public-facing content, including reports, emails, and web pages. Transparency builds trust and prevents misunderstanding.

 

AI tools may reflect the historical and social biases present in their training data. Review all AI-generated content carefully to identify and correct any biased or discriminatory elements.

How Do I Use AI Securely and in Line With UFV Policies?

 

Protect Information and Intellectual Property

Do not enter confidential, legally protected, or personal information into AI tools. Only use content that UFV owns or has the rights to.

 

Use secure tools

Choose AI tools that meet UFV’s security and privacy standards. Consult ITS or Information Security when in doubt.

 

Follow UFV policies

All UFV policies continue to apply, including those related to privacy, data protection, academic integrity, equity, and information management.

   

What AI uses are generally permissible at UFV?

Appropriate for non-sensitive, everyday tasks where AI helps you work more efficiently.

Examples include:

  • Researching public or non-sensitive topics
  • Drafting routine emails or summarising notes
  • Automating repetitive administrative work
  • Brainstorming ideas or exploring concepts
  • Using prompt libraries to support creativity

Which AI uses require oversight or approval?

These activities involve public content, strategic decisions, or UFV systems. Consult your supervisor and ensure human review.

Examples include:

  • Writing web content or external communications
  • Using chatbots for student or staff support
  • Summarising meetings, emails, and reports
  • Translating rules or processes within UFV systems
  • Using AI for data insights that inform decisions

Projects needing oversight include:

  • IT support bots
  • eClass course assistant tools
  • Code mentor systems
  • Incident management automation

Which AI uses are not permitted at UFV?

AI must not be used in ways that involve sensitive data or replace human judgment in high-stakes situations.

  • Interpreting contracts or giving legal guidance without the review of the Office of General Counsel
  • Making decisions about individuals with student or employee data
  • Using AI for hiring or policy decisions without human oversight
  • Replacing human expertise in complex problem-solving
  • Entering confidential or regulated data into public AI tools
  • Bypassing UFV approval processes or misusing intellectual property
  • Entering personal information into AI tools (except in accordance with an approved Privacy Impact Assessment)

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