AI+GUIDELINES

Principles and practices that promote ethical, transparent, and responsible use of AI at Oregon State University.

This page provides centralized access to Oregon State University’s guidelines, policies, and procedures related to artificial intelligence. Whether you're exploring generative AI tools like Microsoft Copilot or seeking guidance on the use of AI in teaching and learning, these resources are designed to support informed, ethical, and pedagogically sound decision-making.

Generative AI (GenAI) within OSU Courses

For the fall 2025 term, instructors are strongly encouraged to: 

For help tailoring your GenAI syllabus statement: Schedule a consultation with CTL ([email protected]) or Ecampus ([email protected]). 

Recommended and Approved Generative AI Tools

Looking for the right AI tools? Start here with OSU’s recommended and approved options. 

Approved Tool: A software application that has been officially provisioned, secured, and contracted by the university, with centralized support and controls in place. Examples include OSU-managed, data-protected versions of tools such as Microsoft Copilot. 

Submit your AI tool for review by sending a request using the "Technology - I Need Something Form" on ServiceNow. While tools are under review they may only be used with unrestricted, publicly available data

Submit AI Tool Request

University data classifications are Unrestricted, Sensitive, and Confidential. Unrestricted is appropriate for general university use (e.g., directory info, websites). Sensitive covers business data with expected non-disclosure (e.g., FERPA-protected records, employment applications, donor information, L2 human-subjects data). Confidential is the most restrictive (e.g., SSN, financial account numbers, PHI/Genetic info, CUI, ITAR, L3 human-subjects data). This table adopts a conservative default: these tools are approved only for Unrestricted information unless OSU issues explicit, documented exceptions.

OSU Generative AI Tools: Recommended Use & Approved Data Classification
AI tool Details Approved data classification
Copilot Chat
  • Available to all employees and current enrolled students.

  • Uses public web data (not internal emails, files, or calendars).

  • Accessible via m365.cloud.microsoft, Microsoft Edge, Teams, and Outlook.
  • Supports file uploads, summarization, and collaborative Copilot Pages.

Up to Confidential

Avoid uploading personally identifiable information (PII) when using Copilot Chat. While the system is approved for use with unrestricted, sensitive, and confidential data, it is not intended for processing PII.
Copilot 365
  • Requires a separate paid license 
  • Integrates deeply with Microsoft 365 apps (Word, Excel, Outlook, Teams).
  • Uses internal organizational data
  • Enables advanced features like meeting summaries, email drafting, and data analysis.

Up to Confidential

Avoid uploading personally identifiable information (PII) when using Copilot 365. While the system is approved for use with unrestricted, sensitive, and confidential data, it is not intended for processing PII. 
Teams Premium
  • Requires a separate paid license.  
  • Adds AI-powered meeting recaps, live translated captions, and branded meeting experiences.
  • Enhances webinars with registration tools, green rooms, and engagement analytics.
  • Improves security with watermarking, encryption, and sensitivity labels.

Up to Confidential

Teams Premium is approved for use with unrestricted, sensitive, and confidential data. However, to protect privacy and reduce risk, please avoid sharing or uploading personally identifiable information (PII) in chats, transcripts, or recordings. 
Zoom AI Companion
  • Available to all employees and current enrolled students.
  • Generates meeting summaries, smart recordings, and action items automatically. 
  • Enables participants to ask in-meeting questions like “Catch me up” or “What are the action items?”.

  • Host Control: As the meeting host, you have complete control over the use of Zoom AI Companion, ensuring you can manage and customize its functionalities according to your needs.

  • Control: AI Companion will be available in your in-meeting toolbar, but not active until selected and started during the meeting. Only the host has the ability to enable AI Companion within a meeting.

Up to Sensitive

  • Disable AI features for Confidential meetings.

Zoom AI Companion is approved for use with unrestricted and sensitive data. Users should avoid sharing confidential information or personally identifiable information (PII) in meetings, chats, or AI-generated summaries. 

Information Security Support

If you have questions related to research security, regulatory compliance, or need guidance on appropriate data use, please contact the Office of Information Security.

Using AI Responsibly at Oregon State University

Artificial Intelligence (AI) offers powerful tools for learning, research, and innovation. As we explore and adopt AI technologies whether building, buying, or using them it’s essential to follow Oregon State University’s core policies, including digital accessibility, acceptable use, and data protection. 

Highlighted University Policies

Visit the University Policies and Standards site for additional policies and standards.  

Cyber Security Resources