Using Generative AI at ECU: What You Need to Know

What is Generative AI?

Generative AI tools—like Copilot, ChatGPT, Gemini, Apple Intelligence, and others—are transforming how we learn, teach, work, and conduct research. Generative AI is a type of artificial intelligence that produces new content (text, images, videos, etc.) by analyzing patterns from large datasets. ECU encourages responsible exploration of these powerful technologies for innovation, creativity, and productivity while protecting institutional data and upholding academic integrity.

What AI Technology Should I Use?

Microsoft Copilot is ECU’s primary approved generative AI tool for Level 2 protected institutional data and through your Microsoft 365 subscription–ECU’s licensed software that integrates with the single sign-on system.

• Any generative AI tool is allowed with public institutional data.
• This includes Copilot, ChatGPT, Gemini, Claude, Apple Intelligence and other publicly available AI services.
• No special approval needed.

• Only approved tools listed on the Sensitive Data Storage and Transmission website or AI products or services that are run offline and locally on ECU managed devices can be used with protected institutional data.
• ChatGPT can been approved for research purposes on a case-by-case basis. To use this tool with level 2, 3, or 4 data, Research Data Steward approval, and a purchase request are required.
• Using unapproved tools with protected data could violate HIPAA, FERPA, and university regulations.

Essential Guidelines for Responsible Use

• Never share sensitive or personal data with public AI tools
• Never use ECU passphrases with AI tools not integrated with ECU’s single sign-on
• Treat most AI tools as public – assume your data may be stored or used for training
• Follow Information Security Best Practices
• Report suspicious messages to phish@ecu.edu

Understand what type of data you’re working with:

• Level 1 (Public): Press releases, published research, course catalogs
• Level 2 (Internal): Employee directories, internal communications
• Level 3 (Confidential/Sensitive): Student records, personnel files, research data
• Level 4 (Highly Restricted): Social Security numbers, medical records, financial data

Full classification details: ECU Data Classification

• Comply with HIPAA, FERPA, GDPR, GLBA and other applicable regulations
• Respect copyright laws and intellectual property
• Review data for potential biases and avoid discriminatory content
  

Need to Use Other AI Tools with Protected Data?

• All AI tools must be acquired through ECU’s Technology Purchase Process
• Approved software is listed on ECU’s Licensed ECU Software Downloads, Apps, and Services site
• This process applies even for free AI tools

1. Identify the AI tool that you’d like to use.
2. If you would like to be guided through the process, request a Technology Purchase Consultation
3. If the tool has a cost, secure funding to purchase the tool.
4. Have your departmental representative make the request through PORT (Purchase Order and Requisition Tracking).
5. The Technology Acquisition Committee (TAC) will review your request.
6. The Technology Accessibility Committee will review your request.
7. Technology Security Assessment (Requestor will be notified to submit a separate ticket for this step)
8. Materials Management (An MOU is obtained with the vendor)