Responsible Use of Artificial Intelligence (AI)

Dear Student Affairs Colleagues,
 
As artificial intelligence (AI) tools continue to reshape higher education, our division recognizes both the opportunities and responsibilities that come with their use. Earlier this week, we hosted a professional development event on AI as part of our strategic plan goal to ‘Optimize the Way we Work’. We appreciated hearing from campus experts and our own divisional AI power users about how they are integrating AI into their daily work. Together, we explored the complexities and impact of AI on student affairs, the environment, the economy, equity and ethics.
 
As AI continues to evolve rapidly, we ask all staff to use these tools responsibly and in accordance with university guidance. Please review the expectations below:
 
UC Davis–Approved AI Tools
All Student Affairs employees—including career, contract, temporary and student staff—must not use free or commercial AI platforms (such as ChatGPT Free, Claude, Grok or Perplexity) for university business. Commercial or free and personal accounts do not have the data security and protections required for university business.
UC Davis employees should use only UC Davis–approved versions of AI platforms or UC Davis–developed tools when available. The university currently provides the following tools to employees at no cost:
  • Rocky AI Chat
  • Google Gemini
  • Microsoft Copilot
  • Zoom AI Companion
A UC Davis AI Tools Comparison Chart provides more details on available tools and their features.
Departments may choose to provide employees with access to a ChatGPT Edu annual subscription if they find that the UC-Davis tools do not meet their needs; however, they must cover the cost from their own budgets.
 
Training Expectations
Student Affairs staff who use AI tools should review campus AI guidance and complete one of the following approved training courses:
The division will explore additional opportunities to provide continued learning and sharing of best practices.
 
Protect Sensitive Data
Do not enter sensitive UC Davis data—such as student records, personnel information, patient data, confidential research findings, or financial details—into any AI tool.
Currently, only P2-level data (i.e., business records that do not contain sensitive or identifiable information) may be entered into UC Davis–approved AI tools.
Campus and divisional guidance on AI use will continue to evolve. Please stay informed and reach out to Student Affairs IT sait@ucdavis.edu with any questions.
 
Thank you for your continued commitment to responsible innovation and continued learning in Student Affairs.
 
In partnership,
Pablo G. Reguerín
Vice Chancellor for Student Affairs