Protecting University Data When Using AI

Protecting University Data, especially Sensitive Information, is a critical legal and ethical responsibility at Barry University. Strict adherence to the WISP, Responsible Use of Artificial Intelligence Tools Policy, ACUP, and the Agreement to Maintain the Privacy and Security of University Data is required when handling such information with AI.    

Question 1:

Is using AI necessary and authorized for this data?

Only access/use the minimum University Data required for your task.

Is the data sensitive (PHI, PII, FERPA, financial, etc.)?
You MUST get Information Security Office (ISO) authorization before putting any University Data (especially sensitive data) into any AI tool.

Question 2:

Are you using an ISO-approved AI Service?

Only use AI tools that have been vetted and explicitly approved by the Barry University ISO.

  • Using unvetted or public AI models (like free versions of ChatGPT, etc.) with University Data is strictly prohibited.
  • Refer to University guidance on approved tools, but remember final ISO authorization is required before using any AI tool with sensitive data.

Question 3:

Are you following all security steps?

Adhere strictly to WISP, ACUP, Responsible Use of AI Tools Policy, and Password Policy.

  • NEVER use personal devices or personal cloud storage for University Data. Use Barry OneDrive.
  • Secure data properly (encryption where required, secure disposal).
  • Report any suspected misuse, breach, or policy violation immediately to iso@barry.edu.

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