Generative AI Guidelines and Use Cases

(Low Risk) – In general, this is an effective and safe use of generative AI tools. It is important to review the revision to make sure AI did not change the meaning of what you were trying to say, and to follow the general guidelines and applicable policies. When entering text for this purpose, remove any identifying information that would not otherwise be publicly available. 

(Low Risk) – In general, this is a productive use of generative AI tools. Just make sure to follow the general guidelines and applicable policies. 

(Low Risk)- Depending on the situation's specific details and the document's privacy requirements, this can be a beneficial use case for AI. This can be helpful when used to gain a general introduction to a text or subject area. Please be mindful that AI-generated summaries may not be comprehensive or fully accurate. Therefore, College users are strongly encouraged to refer to the primary documents before making any critical decisions related to Montgomery College. 

(Low Risk) – In general, this is a great use of generative AI tools. Just be sure that all details for your event are accurate in the final output. 

(Low Risk), (Medium Risk), (High Risk) – This depends on data classification and the privacy protection offered by the system being used to analyze the data. As a general rule, Sensitive or Confidential data should not be entered into an AI tool. Even when the AI system offers privacy protection, all identifying information should be removed from datasets before it is uploaded into any AI data analysis tool. Please open a ticket through the IT Services Desk for further guidance.

(Low Risk), (Medium Risk), (High Risk) – This depends on data classification and the privacy protection offered by the system being used to analyze the data. Even when the AI system offers privacy protection, all identifying information should be removed from datasets before it is uploaded into any AI data analysis tool. Please open a ticket through the IT Services Desk for further guidance. 

(High Risk) – This is not an appropriate use of AI. AI can introduce bias and be factually incorrect so it should not be used to review vendor proposals in the competitive bid process. Additionally, there may be proprietary/protected information in RFP responses that should not be entered into AI systems. 

(Medium Risk) – AI can be helpful in the writing process, but in this case, all of the ideas and concepts should come from the supervisor who is responsible for the performance appraisal. AI can be used to help summarize multiple sources of input and data; this helps formulate thoughts without duplications.

AI can, with the proper prompts, aid in providing language that is more constructive or that provides clearer guidance. It can also help with creating personalized development plans based on content in the narrative of the performance review. Using key points from bulleted lists or notes, AI can streamline for clear, concise feedback, action items, and goals. Again, this is based on the supervisor’s findings and evaluation, and should NOT be generated by AI.

When utilizing AI for performance reviews, confidential, organizational, or personally identifiable information should not be entered into the AI tool. Be aware of the potential for AI to produce content that may introduce bias or produce inaccurate or false information. It is critical to keep the human in the loop and all material should be reviewed and verified by the supervisor authoring the review. 

(High Risk) – AI systems are known to demonstrate bias, so reviewing job applicants' resumes is not an appropriate use of AI. This process should be done by the recruiter. AI might inadvertently discriminate based on protected characteristics given the AI tool’s source data. 

(Medium Risk) – AI can be used to help articulate the language needed to make your job description more concise and inclusive. However, the position descriptions should be developed in accordance with Montgomery College Policy and Procedures. 

(Medium Risk) – While generative AI can be a good place to start with generating outlines and starting text for policies and procedures, all output should be closely reviewed by a subject matter expert before being officially enacted. 

(High Risk) - There are many complications with recording and summarizing meetings. At this time the only approved AI Notetaker solution is the Zoom AI companion.