UTMB is actively expanding its use of Generative Artificial Intelligence (AI) tools in order to meet the evolving needs of the workforce and the institution. As the field of AI is moving quickly, so are the needs for useful guidance on the allowable use of these tools. We commend the University of Texas at Austin for having crafted focused and applicable language describing the acceptable use of ChatGPT and Similar AI Tools and we have included their language on this webpage with some modifications.
Information displayed on this website is subject to change. We encourage all UTMB faculty and staff who use generative AI tools to continually check this website for the latest policy information and guidance.
Background
The University of Texas Medical Branch recognizes the potential benefits of generative Artificial Intelligence (AI) technologies to promote learning, innovation, and creativity and enhance educational experiences. However, there are important considerations to keep in mind when using these tools, including information security and data privacy, compliance, copyright, and academic integrity.
When using or consulting with generative AI, or similar technologies for course work, research, and other academic activities, students must abide by AI policies or statements for the UTMB schools and courses in which they are enrolled/registered.
Faculty are strongly encouraged to develop their own policies regulating the use of generative AI tools in their courses, including allowing or disallowing some or all uses of such tools. These policies should be clearly defined in the course syllabus and absent a clear syllabus statement use of or consultation with generative AI shall be treated similarly to assistance from another person or an uncited resource.
When using or consulting with generative AI, or similar technologies for clinical or administrative work, faculty and staff should be mindful of the security implications of information shared with AI tools. This especially includes disclosure of confidential or protected information. Importantly, entering such information into the public ChatGPT web interface is not in compliance with UTMB or UT System policies.
Acceptable Use of ChatGPT and Generative AI Tools
The emergence and growth of Generative AI tools such as ChatGPT, Claude, and Grok is an exciting time in technology and many at UTMB are eager to explore these tools and their various applications. This advisory statement, which has been produced by UTMB Department of Legal Affairs, The UTMB Office of Institutional Compliance, Information Security Services, and Information Services, provides guidance on how to use these tools safely while not putting personal, institutional, or proprietary information at risk. Additional guidance will be forthcoming as circumstances and technologies evolve.
Allowable Use
- Data that is publicly available or defined as Published university information (UTMB Data Classification Standard) can be used freely in AI Tools
- In all cases, use should be consistent with the Acceptable Use Policy.
Prohibited Use
- At present, any use of ChatGPT or similar AI Tools cannot use any personal, confidential, proprietary, or otherwise sensitive information unless a university contract is in place that specifically protects such university data from being used by training models or otherwise isolates university data into a separate instance that is not accessible by parties external to the university. In general, student records subject to FERPA, health information, proprietary information, and any other information classified as Confidential or Controlled data must not be used with AI Tools.
- Similarly, ChatGPT or similar AI Tools must not be used to generate output that would be considered non-public. Examples include but are not limited to generating proprietary or unpublished research; legal analysis or advice; recruitment, personnel, or disciplinary decision making; completion of academic work in a manner not allowed by the instructor; creation of non-public instructional materials; and grading.
- Please also note that the company that owns ChatGPT, OpenAI, explicitly forbids the use of ChatGPT and their other products for certain categories of activity, including fraud and illegal activities. This list of items can be found in the OpenAI usage policy. We encourage all users of generative AI tools to review the usage policies pertaining to all applicable generative AI models. AI Tools of any sort may not be used for any activity that would be illegal, fraudulent or a violation of any state or federal law, or UTMB or UT System policies.
Rationale for this guidance
- No UTMB Agreement, No Privacy and Security Terms: All content entered into, or generated by, ChatGPT is available to ChatGPT, its parent company, OpenAI, and their employees. There is currently no agreement between UTMB and OpenAI, Microsoft or other AI Tools that would provide data security and privacy protections required by UTMB policy with regard to ChatGPT’s web, graphical, or programmatic interface. This is also true of Claude, Grok, and any other generative AI tool outside of those constructed within UTMB’s contracted Microsoft Azure environments. Consequently, the use of ChatGPT or other AI tools at this time could expose individual users and UT to the potential loss and/or abuse of sensitive data and information.
- Personal Liability: ChatGPT and other AI Tools use click-through agreements. Click-through agreements, including OpenAI and ChatGPT and other AI Tools’ terms of use, are contracts. Individuals who accept click-through agreements without delegated signature authority may face personal consequences, including responsibility for compliance with terms and conditions [1].