AI Tools Usage Guidelines for the Annenberg School for Communication

Introduction

This document outlines the guidelines for the responsible and effective use of artificial intelligence (AI) tools within the Annenberg School for Communication at the University of Pennsylvania. These guidelines align with Penn's overarching policies on data protection, academic integrity, and ethical conduct.

A fundamental principle to remember: do not input any information into a non-contracted commercial AI service that you wouldn't want to appear in a public web search, as these services may use inputs for model training.

Definitions and examples of “Low-Risk,” “Moderate-Risk,” and “High-Risk” data referenced throughout this document can be found in the final section.

University-Contracted AI Tools

Microsoft Copilot for PennO365

  • Access: Through Penn's Office 365 accounts (contact support@asc.upenn.edu for access)
  • Data Protection: Must verify "Protected" badge is visible
  • Allowed Data: Low and Moderate risk data
  • Features: Document summarization, email drafting, image generation, secure web search
  • Cost (through June 30, 2025): Basic subscription included; Enhanced services $31/user/month

Grammarly for Education

  • Access: Available to full-time faculty and staff using @upenn.edu emails
  • Allowed Data: Low and Moderate risk content
  • Features: Writing assistance, grammar checking, content generation, citation support
  • Cost (through June 30, 2025): Free (subject to change)

Zoom AI Companion

  • Access: Via Penn Zoom accounts
  • Restrictions: Prohibits HIPAA/PHI data and minors' data
  • Features: Meeting summaries, Q&A assistance, late arrival briefing
  • Cost (through June 30, 2025): Included (subject to change)

ChatGPT Enterprise (via Penn agreement)

  • Access: Available through IT support (contact support@asc.upenn.edu for access)
  • Data Protection: Enterprise-level security with no data retention for training
  • Features: Latest GPT-4 model, higher usage limits
  • Cost (through June 30, 2025): $13/user/month

chat.asc.GPT (via ASCIT department)

  • Access: Available through IT support (contact support@asc.upenn.edu for access)
  • Data Protection: Suitable for Low to Moderate risk data
  • Features: Latest GPT-4 model, OpenAI tool integration including Whisper
  • Cost: Metered usage; contact IT support

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Guidelines for Non-Contracted AI Tools

Usage Restrictions

When using public versions of AI tools:

Prohibited Data:

  • High-Risk data
  • Moderate-Risk data
  • Unpublished research and intellectual property
  • Any confidential or proprietary content
  • Input may be used for training; ownership claims may be forfeited
  • Some research data may be contractually restricted

Appropriate Uses:

  • Publicly available information
  • General research questions
  • Creative writing (non-confidential topics)
  • Coding assistance (non-proprietary)
  • Math/problem-solving
  • General learning and exploration

Best Practices

  • Always verify AI-generated content
  • Document AI tool usage in your work
  • Review sponsor policies for research projects
  • Confirm restrictions on research data usage
  • Consider privacy implications
  • Maintain academic integrity

Getting Access to Protected Tools

  • Contact Annenberg IT Support (support@asc.upenn.edu)
  • Provide: PennKey and email, intended tools/use, funding source
  • Complete required training

Support and Guidance

  • General access: support@asc.upenn.edu
  • Data classification: privacy@upenn.edu
  • Security concerns: security@isc.upenn.edu
  • Research use: vpr@upenn.edu

Data Risk Classifications and Permitted AI Usage

Low-Risk Data

  • Public-facing information
  • Policy manuals designated as public
  • Published research data
  • Public directory and campus info

Moderate-Risk Data

Allowed with caution in contracted tools:

  • Student education records (non-K12)
  • Internal Penn policies, memos, budgets
  • Restricted directory information
  • Unpublished research data (subject to IRB)

High-Risk Data

Requires special approval and secure tools only:

  • PHI, PII
  • Financial info
  • Disciplinary/personnel records
  • Research participant or export-controlled data