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The following was sent as an email to the University of Wisconsin-River Falls faculty and staff on 5/19/2025
Subject: Important: Action Required Regarding Generative AI Tools and Software Review
Dear UW-River Falls Faculty and Staff,
As generative Artificial Intelligence (AI) rapidly evolves, many software products are integrating this technology. While our officially supported campus applications are contractually obligated to protect university data, some may utilize third-party AI add-ons or extensions (often called AI Bots) that do not offer the same level of security.
Understanding the Risk:
Examples of such AI bots include tools like Read.ai, Otter.ai, Fireflies.ai, MeetRecord.com, Sembly.ai, and Hal.ai. Many of these can integrate with platforms like Microsoft Teams but are not Microsoft products. These third-party applications often collect and may even assume ownership of your data as per their terms and conditions. This data can then be used to train their AI models and may be treated as public by those companies.
Using these tools could inadvertently lead to the exposure of sensitive information, including data protected by FERPA, personal data, or other confidential university information, potentially violating Universities of Wisconsin Acceptable Use of Information Technology and other UW Information Security and Data Protection policies.
Immediate Action Required:
If you are currently using any third-party AI bots or similar applications that have not been officially approved by the Division of Technology Services (DoTS), please disable them immediately. We ask that you refrain from using any new third-party add-on AI tools until they have undergone the official review process.
Reminder: Software and Hardware Review Process:
Please remember that all software and hardware, including free web-based services, browser extensions, and mobile apps, must undergo a review by DoTS before being used for university purposes. This process helps ensure the security and integrity of our campus data and systems.
Campus AI Working Group:
A campus working group, chaired by Paige Miller (University Technology Committee chair) and Peter Reese (DoTS Enterprise Applications Services Director) and sponsored by the Interim Provost and the Vice Chancellor for Finance and Administration, is currently evaluating the broader use of AI at UW-River Falls. This groups work includes policy and guidelines, academic use, non-academic use, and generative AI tools, and will report its findings and recommendations to campus leadership. While this important work is underway, it is crucial to adhere to the current review process.
Request a Review or Ask Questions:
Thank you for your cooperation in safeguarding our university's data and resources.
Sincerely,
Joe Kmiech
Chief Information Officer
UW-River Falls