AI Guidelines

Guidelines for Responsible Use of Artificial Intelligence (AI)

California State University Long Beach (CSULB) supports the responsible and ethical use of artificial intelligence (AI) technologies for enhancing teaching, learning, research, and campus services.

To help the campus community experiment, select, and implement AI technologies, we offer the following guidelines. These guidelines apply to all members of the CSULB community when using AI tools for academic, research, administrative, and creative purposes.

Scope and Definitions

  • Generative AI (GenAI): Tools that produce text, images, audio, video, code, or any other artifacts or content
  • Sensitive Data: Information protected by FERPA, HIPAA, IRB protocols, CSULB policies, or CSU regulations
  • Disclosure: A clear statement identifying how and when AI tools were used

Recommendations 

  • Faculty: Define course-level expectations for AI, using sample syllabus language provided by CSULB. See also Optional Syllabus Statements [PDF].
  • Students: Follow the instructor’s requirements regarding the use of AI.  If the instructor permits the use of AI, disclose the use of AI and maintain integrity in all submissions by citing use of AI resources.  If the instructor does not permit the use of AI in their classes, do not use AI in their classes. 
  • Staff: Follow departmental procedures and practices toward use of AI. Consult the appropriate administrator or supervisor before using AI. If approved, use AI responsibly to support operations, ensuring compliance with data and security protocols. 

Permitted, Restricted, and Prohibited Uses – General Purposes 

Allowed (with human oversight and disclosure) 

  • Brainstorming and outlining
  • Grammar, translation, and accessibility support (with verification)
  • Administrative efficiency (e.g., summarization, scheduling)

Restricted (requires approval/secure tools) 

  • Handling of sensitive data (FERPA/PII/PHI, research data)
  • Automated decision-making in admissions, grading, HR, or financial processes (must include human review)

Prohibited 

  • Uploading University sensitive data to unapproved AI tools
  • Fabricating or falsifying data, citations, or sources
  • Misrepresenting AI-generated work as entirely one’s own when prohibited
  • Using AI to create harmful, discriminatory, or illegal content

Academic Use of AI 

Faculty should clearly define their AI usage policy in each course syllabus.AI detection tools (e.g.: Turnitin AI detection) should not be used as sole evidence of misconduct.Faculty are recommended to select one of the following course policy levels regarding use of AI.  

  • Prohibited: AI use is not allowed in coursework.
  • Limited: Only specific uses (e.g., formatting, grammar checking etc.) are allowed with proper citation.
  • Permitted with Disclosure: AI can be used for drafting/summarization with proper citation.
  • Integrated: AI is required and embedded into assignments. 

Students must: 

  • Consult with their instructor about usage of AI in each class.
  • If using AI is permitted, disclose tool name, purpose, and scope of AI use. 
  • Carefully review AI content, verify accuracy, and provide citations, and references where required.
  • Review AI generated content for bias, inaccuracies, favoritism, prejudice, and discriminatory outcomes.  

Research and Creative Activity 

  • Use only Microsoft CoPilot and ChatGPT provided by CSULB, which includes guardrails and security – your data is not fed back to the Large Language Models, and remains within the CSULB instances of Copilot or ChatGPT.
  • Follow IRB and sponsor guidelines.
  • Do not upload restricted data/code to consumer AI platforms.
  • Attribute AI contributions in publications per disciplinary standards.
  • Document model versions, prompts, and limitations when relevant to reproducibility. 

Privacy, Security, & Data Protection 

  • Never upload sensitive data to unapproved tools.
  • Use campus-approved AI platforms when available – use only Microsoft Copilot, and ChatGPT provided by CSULB – through Single Sign On. 
  • Apply data minimization and anonymization where possible.
  • Report suspected data breaches to CSULB DOIT immediately. 

Accessibility and Inclusion 

  • Ensure AI-generated content (captions, transcripts, alt text) is reviewed for accuracy.
  • Avoid reliance on tools that are not ADA compliant.
  • Apply universal design principles to all AI-supported materials.  

Procurement and Vendor Risk 

  • Use CSU/CSULB procurement processes for new AI tools.
  • Evaluate privacy, accessibility, and security compliance (VPAT, SOC2, FERPA/HIPAA alignment).
  • Prefer vendors offering transparency on data usage and storage. 

Support and Training 

  • Workshops, consultations, and resources are offered by ATS for students, faculty, and staff. 
  • Resources are also provided by the CSU Chancellors Office.  

Implementation  

Nonconformity with AI guidelines: 

  • Students: Subject to University policies, including those regarding student conduct.
  • Faculty/Staff: Subject to relevant University policies.