The South Orange County Community College District (SOCCCD) is committed to the ethical and responsible use of artificial intelligence (AI) technologies to advance teaching, learning, research, and district services.
What is AI?
- Chatbots (Chat GPT, Copilot, etc.)
- Image generation
SOCCCD-Provided Tools
- Copilot
- Zoom AI Companion
SOCCCD Informational Resources
- trainings
- seminars
AI Use Guidelines for SOCCCD Employees
Protect Privacy * Maintain Integrity * Use Responsibly
Given the rapid rise and transformative potential of Artificial Intelligence (AI) tools, below are some important considerations when using these tools. In addition to the existing Board Policies and Administrative Regulations, these are guidelines for AI use.
Note: This information is not legal advice and is not comprehensive.
DO |
DON'T |
| Uphold responsible and human-led use of AI work. Ensure oversight and critical review of all AI-generated content. Employees should apply their expertise to verify that AI outputs are consistent with educational goals and institutional values. | Insert personal, proprietary, or confidential information into AI tools that could violate institutional policies, state or federal privacy laws, including Health Insurance Portability and Accountability Act (HIPAA) and Family Educational Rights and Privacy Act (FERPA), or expose college and/or district data in public AI platforms. This includes student educational and health records, employee health records and personnel files. |
| Use AI tools responsibly and in ways that promote fairness and equity, regularly review outputs for bias, and take steps to prevent discrimination or disparate impact on any group. | Use AI tools in confidential or sensitive meetings without approval. (California is a “two-party consent” state, meaning it is illegal to record a private conversation unless all parties consent to the recording, including digital recordings and transcripts. |
| Consider ethical implications of using AI in educational contexts, especially regarding data privacy. | Assume AI tools are secure or that your data is protected. Use institutional or vetted tools rather than public or personal AI accounts for work-related activities to ensure data protection. |
| Inform participants when using AI tools to record, transcribe, or summarize meetings. All parties must consent to a recording unless the communication is not confidential, i.e., a public meeting. | Use personal AI accounts or public-access AI tools for institutional work. |
| Assume responsibility for AI-generated content you use, create, distribute, or publish. Review for accuracy, appropriateness, and completeness. This includes checking the factual accuracy of generated text (i.e., meeting transcripts). | |
| Use institutional AI tools to support accessibility and inclusivity by ensuring all AI-generated content and tools meet relevant laws and policies. Review and observe institutional guidelines related to the use of AI, including existing policies and guidelines from the district, college, and department. | |
| Regularly engage in AI-related professional development and training. Stay informed of best practices related to AI, including ethical and legal considerations. |