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Approved AI Platforms
What AI tools are approved for HACC business use?
Microsoft 365 Copilot and Google Gemini, when signed in with a HACC account.
Is Windows 11 Copilot approved for HACC business use?
No. Windows 11 Copilot is not approved for conducting HACC business or processing HACC
information.
What is the difference between Microsoft 365 Copilot and Windows 11 Copilot?
Microsoft 365 Copilot operates within HACC's Microsoft 365 environment and is approved for HACC business use. Windows 11 Copilot is a separate consumer-oriented feature built into Windows and is not approved for HACC business use.
Which AI tool should I use?
Use Microsoft 365 Copilot or Google Gemini while signed in with your HACC account. See "How do I know I am signed into the correct account?" in the Accounts and Access section.
What AI tool can I use in Zoom for transcription of meetings?
Zoom AI Companion is an AI assistant built into HACC's Zoom environment that can provide meeting transcription, summaries, action items, and other meeting productivity features. Employees remain responsible for reviewing AI-generated content and protecting College information.
Data Protection
Does FERPA apply when using AI?
Yes.
Do other laws, regulations, and College requirements still apply when using AI?
The use of AI does not change an employee's responsibility to comply with applicable laws, regulations, College policies, and data handling requirements.
This includes student information, health information, financial information, personnel records, confidential business information, and other protected or sensitive data.
Employees remain responsible for ensuring information is handled appropriately when using AI tools.
Can I enter HACC information into AI?
It depends on the classification of the information. AI tools must only be used while signed in with your HACC account and in accordance with applicable College policies, procedures, and data handling requirements.
- Public Data may be entered into approved AI platforms when signed in with your HACC account.
- Internal Data should only be entered into approved AI platforms with appropriate supervisory approval and in accordance with College policies and procedures.
- Sensitive Data should only be entered into approved AI platforms with approval from the appropriate supervisor, data owner, or Cabinet-level officer, as applicable.
- Restricted Data must not be entered into AI platforms. Examples of Restricted Data include information protected by FERPA, HIPAA, Personally Identifiable Information (PII), Social Security Numbers, and other information requiring the highest level of protection.
If you are unsure of the classification of information or whether its use is permitted, ask before using it.
What should I do if I am unsure whether data is appropriate for AI?
Ask before using it. Contact your supervisor, the appropriate data owner, or a member of OITLE leadership for guidance. When in doubt, do not enter the information into an AI platform until you have received appropriate direction.
Who is responsible for protecting student information?
The employee using the information remains responsible for protecting it. The use of AI does not transfer responsibility to the AI platform, OITLE, or any other party. Employees are responsible for complying with applicable laws, regulations, College policies, procedures, and data handling requirements. If you are unsure whether information is appropriate for AI, ask your supervisor, the appropriate data owner, or an OITLE leadership before entering the information.
Practical Use
What are appropriate uses of AI?
Drafting emails, summarizing documents, brainstorming ideas, creating meeting agendas, developing presentations, research assistance, writing formulas or code, and creating outlines and reports.
Can AI-generated content be wrong?
Yes. AI can generate inaccurate, incomplete, or misleading information. Always verify results.
Can I use AI to write emails?
Yes. Employees remain responsible for reviewing all content before sending it.
Can I use AI to create presentations or reports?
Yes. Employees are responsible for reviewing all content.
Can AI be used to make employment, academic, disciplinary, or financial decisions?
AI may assist with research or drafting. Humans must remain responsible for reviewing information and making final decisions.
Can AI be biased?
AI systems can reflect biases present in training data or generated responses. Employees should critically review AI-generated content and avoid relying on AI outputs without appropriate human review. HACC recognizes the potential for bias in AI systems and is committed to identifying and mitigating such risks.
Accounts and Access
How do I know I am signed into the correct account?
Verify that your HACC account is displayed. The signed-in account is typically visible in the lower-left corner of the application. If a personal Microsoft or Google account is displayed, switch to your HACC account before entering HACC information. (See Graphic below).
Can I use a personal AI account or a different AI platform for HACC business?No. HACC business should only be conducted using approved AI platforms while signed in with your HACC account.
What if I accidentally use Windows 11 Copilot?
Do not enter additional HACC information. If sensitive information was entered, contact the IT Support Center.
How do I know if the Microsoft Copilot 365 or Google Gemini application is installed on my computer, or if I should use the web version?
If Copilot or Gemini is installed on your computer, you can launch it directly from the application icon on your desktop, taskbar, Start menu, or applications list.
If you do not see the application installed, you can always access these tools through a web browser by signing in with your HACC account:
Whether you use the installed application or the web version, always verify that you are
signed in with your HACC account before entering HACC business information. If you're
unsure, refer to the account verification guidance in this FAQ.
Which version of Copilot do I have?
All HACC employees have access to Microsoft Copilot Chat (Basic) through HACC's Microsoft licensing agreement. In addition, a smaller group of employees have been assigned a Microsoft 365 Copilot (Premium) license as part of HACC's pilot and evaluation efforts.
If you're unsure which version you have, sign in to Copilot with your HACC account. Users with a Microsoft 365 Copilot license will see additional features that integrate with organizational data and Microsoft 365 apps.
What's the difference between Copilot Chat (Basic) and Microsoft 365 Copilot (Premium)?
Both versions can help you draft content, summarize information, answer questions, brainstorm ideas, analyze files, and assist with tasks in Microsoft 365 apps.
The key difference is that Microsoft 365 Copilot (Premium) can securely use information from Outlook, Teams, OneDrive, SharePoint, and other Microsoft 365 services that you already have permission to access. Copilot Chat (Basic) cannot.
Copilot Chat (basic) works like a secure AI assistant, while Microsoft 365 Copilot (premium) acts as a workplace assistant that can use information from your Microsoft 365 environment that you already have permission to access.
What version of Gemini do I have?
All HACC employees have access to Google Gemini through HACC's Google Workspace for Education environment.
Gemini can help you draft content, summarize information, answer questions, brainstorm ideas, analyze files, and assist with everyday work tasks.
In simple terms: Gemini works similarly to Copilot Chat (Basic), helping with writing, summarization, research, brainstorming, and other work-related tasks.
Copyright and Intellectual Property
Can AI-generated content be copyrighted?
Copyright treatment may depend on human contribution and applicable law.
Can I upload copyrighted content into AI?
Comply with copyright law and license agreements.
Who is responsible for reviewing AI-generated content before publication?
The employee publishing the content.
Can AI create inaccurate citations, quotations, or references?
Yes. Always verify.
Faculty Questions
May I use AI to help create course materials?
Yes. Faculty may use approved AI tools to support course development and instructional activities. Faculty remain responsible for ensuring materials are accurate, appropriate, accessible, and aligned with course learning outcomes. SGP 717 recognizes faculty flexibility in determining how AI may be incorporated into instruction.
May I use AI to create quizzes or assignments?
Yes. Faculty may use approved AI tools to help create quizzes, assignments, and other instructional materials. However, do not upload student records, student work, grades, or other protected information unless permitted by applicable policies and data handling requirements.
May I use AI to create grading rubrics?
Yes. Faculty may use approved AI tools to help create grading rubrics. However, do not upload student records, student work, grades, or other protected information unless permitted by applicable policies and data handling requirements.
How should AI use be disclosed in the classroom?
Faculty should clearly define acceptable and unacceptable uses of AI in their course syllabus and/or department guidance documents. Expectations should be communicated to students before coursework is assigned.
Does HACC have an AI syllabus statement?
Consult current academic guidance.
Does HACC have a policy governing AI use in the classroom?
Yes. HACC's Shared Governance Policy 717 (Use of Artificial Intelligence (AI) in the Classroom) establishes expectations for ethical and responsible AI use in instructional settings. Among other requirements, faculty are expected to communicate acceptable and unacceptable uses of AI in course materials and syllabi.
How should accessibility and accommodation be considered when using AI?
Employees and faculty should ensure that the use of AI does not interfere with required student accommodations or accessibility requirements. HACC remains committed to supporting accommodation needs and inclusive learning environments.
Support
Will additional AI training be available?
HACC intends to provide training, support, and guidance to help employees use AI responsibly and effectively. Employees are encouraged to take advantage of future learning opportunities as they become available.
Who should I contact if I have questions?
IT Support Center: 717-780-2570, x214357, support@hacc.edu
Who should I contact if I am unsure about specific data?
Contact your supervisor, the appropriate data owner, OITLE, or the IT Support Center.