AI @ SHSU - Using AI Tools Safely and Responsibly

Using AI Tools Safely and Responsibly

AI tools can be incredibly useful for exploring new ideas, learning, and sparking innovation—especially in a university setting. That said, it's important to use them wisely. Unless they've been approved for use by the university, these tools shouldn’t be used for official university decision-making or to store or process sensitive information like student records, financial data, or research subject details. This helps us stay compliant with data protection regulations and safeguards the integrity of our institution.

We absolutely encourage open experimentation to foster creativity and deeper understanding. Just remember that responsible data handling and following university policies are key.

I like using Microsoft Copilot to review my schedule and help draft business plans because it’s deeply integrated into the apps that are used every day, and everything stays secure within our Microsoft 365 environment.

That said, I also use my personal ChatGPT account when I need to look up public standards or regulations, or when I want help polishing generic wording. It’s also a good way to double-check Copilot’s results. This usage is fine because I never use my personal ChatGPT for official university business, and I make sure not to include any SHSU-specific information in my prompts.

Protecting the University, yourself, and others

As you begin using AI in your daily work, please avoid entering personally identifiable information (PII), confidential university data, or proprietary code into AI platforms unless those platforms have been officially approved for use at SHSU. Using this data in your prompts could expose both the university and individuals to risks like data breaches or intellectual property theft.

For more details on how different types of data are classified, check out the Data Classification Policy IT-06.

Quick Tips for Safe AI Use

  • Don’t forget your clipboard: Avoid copy-pasting content from secure or confidential systems into AI tools directly. You may not have realized how much you selected and copied. 
  • Be cautious with screenshots: Screenshots might contain PII, confidential data, or proprietary information. 
  • Don’t assume anonymity: AI tools may retain or learn from your inputs—treat everything you enter as potentially visible.
  • Use generic examples: When testing or experimenting, use fictional or anonymized data to avoid accidental exposure.
  • Double-check the facts. Don’t just take the AI’s word for it—compare what it gives you with trusted sources like official documents or reputable websites.
  • Use your own judgment. If something feels off or too generic, dig deeper. Your expertise is the best filter.
  • Make sure it fits your context. AI can be broad, so tweak the wording or details so they align with SHSU’s policies and tone.
  • Report concerns: If you suspect an AI tool mishandled data or exposed sensitive information, notify SHSU IT immediately by going to www.shsu.edu/report-it