Responsible Use of Artificial Intelligence

1. Purpose

The University of Florida (“UF”) promotes the responsible use of artificial intelligence (“AI”) to support and enhance its academic, research and administrative operations. As AI Systems become more prevalent in UF Activities, UF is committed to cultivating AI Fluency and to ensuring that such systems are used in a manner consistent with institutional requirements, including those related to academic integrity, authorship, research, ownership, privacy and security. The purpose of this Policy is to establish those requirements and support compliance with applicable laws and UF regulations, policies and guidelines.

2. Applicability

This Policy applies to UF, its direct support organizations (“DSOs”), and its affiliated legal entities, but does not apply to UF Health, which for purposes of this Policy refers to UF Health clinical enterprises and their affiliated legal entities. This Policy applies to all individuals using AI Systems in connection with UF Activities.

3. Definitions

AI Fluency means the ability to effectively, ethically and confidently use AI to amplify individual and business performance.

AI System means a machine-based system that, for explicit or implicit objectives, infers, from the input it receives, how to generate outputs such as predictions, content, recommendations or decisions that can influence physical or virtual environments. Different AI Systems vary in their levels of autonomy and adaptiveness after deployment.

Information System means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination or disposition of information.

UF Activities means activities performed by employees, students and others as part of their UF affiliation, including academic, research, clinical, administrative and operational functions.

4. Policy Statement

4.1. Requirements Applicable to All Users of AI Systems

Users of AI Systems must adhere to all applicable UF regulations, policies, and guidelines governing their conduct and UF Activities, including but not limited to Regulation 7.018, Academic Freedom and Responsibility; Regulation 1.008, Disruptive Behavior; Regulation 4.040, Student Honor Code and Student Conduct Code; Policy 12-002, Acceptable Use Policy; and any other applicable UF requirements relating to academic integrity, authorship, research, ownership, privacy and security. The limitations, restrictions, prohibitions and other requirements set forth in such regulations, policies and guidelines apply equally to conduct involving AI Systems. Thus, conduct that is prohibited when undertaken directly by an individual is likewise prohibited when carried out by or through an AI System.

4.1.1. AI System Approval, Use and Security

AI Systems, software or services must be approved through UF’s Integrated Risk Management (“IRM”) process prior to installation or use on a UF Information System, with UF data, or in connection with UF Activities. Approved AI Systems, software and services must be used in accordance with any requirements, recommendations and limitations established through the IRM process, including any limitations based on data classification under UF Policy 12-011, Data Classification Policy. Non-UF or third-party AI Systems may be used for UF Activities only if approved through UF’s IRM process, which will assess, among other things, whether the AI System permits the reuse, redistribution or retention of restricted or sensitive data.

Users must promptly report any potential security vulnerability, data breach, or misuse involving an AI System to the UF Computer Security Incident Response Team (“CSIRT”) or the UF Privacy Compliance Office (“UF Privacy”).

4.1.2. Disclosure and Review of AI Generated Content

When an AI System is used to generate or assist in generating content included in a proposal, report, paper, publication or other work submitted to UF or any other entity, body, publication or organization, the user must provide appropriate disclosure or attribution regarding such use, as required, and comply with any applicable regulations, policies, guidelines or submission requirements governing the use of AI. Users remain responsible for reviewing AI generated output for accuracy, appropriateness and compliance with all applicable UF intellectual property requirements including Policy 14-006, Intellectual Property Policies and Guidelines.

4.1.3. Use of Sensitive and Restricted Data

Users may input sensitive or restricted data, as defined in Policy 12-011, Data Classification Policy, into an AI System only if the AI System is approved through UF’s IRM process. Before being input into an AI System, sensitive and restricted data must be anonymized or appropriately secured to protect personal and institutional privacy following UF’s Data Security Guidance. Sensitive or restricted data must not be input into any unapproved AI System.

4.1.4. Ethical, Responsible and Accountable Use

AI Systems must be used in a manner that respects the rights and dignity of individuals and promotes fairness, transparency and accountability. Use of AI Systems must comply with UF Regulation 1.0104, UF Ethics Policy, including the State of Florida Code of Ethics for Public Officers and Employees, Chapter 112, Florida Statutes, and all other applicable UF regulations, policies and guidelines.

Fabrication, falsification or plagiarism generated or produced by AI Systems will be attributed to the user of the AI System, and all users remain responsible for ensuring that any content created, in whole or in part, using AI Systems complies with all applicable requirements relating to academic integrity and research conduct.

4.2. Requirements Applicable to Employee Users of AI Systems

Employee use of AI Systems for UF Activities is limited to AI Systems approved through the IRM process, unless an exception is approved in writing by the Provost, the Chief Information Officer or the Vice President for Research.

An employee using an AI System in a manner that involves restricted or sensitive data as defined in UF Policy 12-011, Data Classification Policy, or that may affect the legal rights or safety of an individual, must ensure that the AI System has been appropriately evaluated and is regularly tested to maintain the confidentiality of such information and support accurate and reliable results. Employees must regularly check the AI System’s output for accuracy and appropriateness for the required purpose, and revise or update the output as appropriate. Employees must promptly report any concerns related to AI System performance, accuracy or data handling to the IRM program or, where an exception has been approved, to the appropriate approving UF office.

4.3. Requirements Applicable to Student Users of AI Systems

Consistent with UF Regulation 4.040, Student Honor Code and Student Conduct Code, UF students must strictly comply with the instructions of their course instructor, faculty advisor or other academic supervisor regarding the use of AI Systems related to their academic activities. This applies regardless of whether AI Systems are used to generate content or serve as a resource.

4.4. Review and Adjudication

The following is the department, office or individual responsible for overseeing implementation of and assuring compliance with this Policy. Any individual with questions about the policy should contact:

Office of the Provost
235 Tigert Hall
Box 113175
Gainesville, FL, 32611-3175
352-392-2404

4.5. Policy Violations

Failure to comply with this Policy could result in disciplinary action up to and including termination or expulsion.

5. References and Related Information

Regulation 1.008, Disruptive Behavior
Regulation 1.0101, Research Integrity
Regulation 1.0102, Policies on Information Technology and Security
Regulation 1.0103, Policies on Restricted Data
Regulation 1.0104, University of Florida Ethics Policy
Regulation 1.018, Works and Inventions
Regulation 4.040, Student Honor Code and Student Conduct Code
Regulation 7.018, Academic Freedom and Responsibility
Policy 12-002, Acceptable Use Policy
Policy 12-031, Acceptable Data Use Policy
Policy 12-011, Data Classification Policy
Policy 14-004, Research Integrity
Policy 14-006, Intellectual Property Policies and Guidelines
NIST AI Risk Management Framework
Guide to AI Technologies in Education at UF
State of Florida Code of Ethics for Public Officers and Employees
UF Computer Security Incident Response Team (“CSIRT”)
UF Integrated Risk Management (“IRM”)
UFIT Fast Path Solutions (IRM-Approved Applications)
UF Privacy – Report an Incident
UF Guidelines for Use of AI

History