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Information Technology

Artificial Intelligence

An illustration of a computer sits on a table. The screen is dark but floating in front of it are transparent blue boxes featuring things AI can do like create text or search the internet. These boxes all link back to the computer through thin white lines

Artificial intelligence (AI) is the ability for computers to simulate human-like intelligence. It works by using algorithms trained on large data sets to produce an output that historically only humans could provide. AI exists in many common products and services like Apple’s FaceID, Google Translate, social media feeds, and recommendations on Amazon and Netflix.

Generative AI (GenAI) is a type of AI that can create a wide variety of content like text, images, music, audio, and videos. GenAI is capable of producing highly realistic and complex content that mimics human creativity. Examples of GenAI include ChatGPT and Google Gemini.

Aims Information Technology supports responsible experimentation of these technologies, though there are important considerations to keep in mind when using these tools, including information security and data privacy, compliance, copyright, and academic integrity.

Like all new technologies at Aims, AI tools must be submitted to the New Technology Discovery Form and approved prior to use or procurement.

Assume all information shared will be made public. Do not share information classified as Confidential or Internal per Aims’ Data Classification Standards and be mindful that the information you input into an AI tool may be retained and used to train the AI model.

AI-generated content can be inaccurate, misleading, or entirely fabricated (sometimes called “hallucinations”) or may contain copyrighted material. You are responsible for any content that you publish that includes AI-generated material.

GenAI has made phishing attacks easier and more authentic looking. Know how to Recognize & Report Suspicious Emails.

Students must adhere to the Student Code of Conduct. Faculty members are expected to provide clear guidance on the use of GenAI tools for academic work and requirements for attribution. Students are expected to follow their instructors’ guidelines about permitted use of AI for coursework.

Employees using AI services for business purposes must use their Aims email address. Employees should inform their supervisor when and to what extent AI is used to complete job duties.

Contact the IT Service Desk if you have questions about AI. While they may not be able to directly answer your question given the broad nature of AI, they will work to ensure your inquiry is addressed by the appropriate area.

GenAI tools Google Gemini and ChatGPT are approved for College use provided that these guidelines are followed. Google Gemini can be accessed at

ChatGPT can be accessed at by using ‘Continue with Google’ and selecting your Aims account.

Read AI is an AI-powered meeting assistant.

Note: Before you sign up for an OpenAI account with your Aims email to use ChatGPT, it is important to note that OpenAI requires subscribers to provide a mobile phone number. They do not support the use of landlines or VoIP providers which is what the college uses for its phone system. OpenAI permits the same phone number to be used for no more than three accounts. Keep this in mind as you will not be able to remove your phone number from your OpenAI account associated with your Aims email if you lose access to your Aims email account.

Paid subscriptions of ChatGPT can be procured by departments using their purchasing card if approved by department leadership.