Effective Date: July 2024

General Use

Zoom AI Companion is available for use by certain URI users. Users should ensure that their use aligns with the University’s AI Guidance when using Zoom AI Companion. Attendees should have the latest updated version of Zoom so that AI Companion functions properly and provide notice of its use.

Notice of Use – Business Use

  • Zoom AI Companion in meetings can be enabled by the meeting owner to, among other things, create a meeting summary and allow participants to ask questions or seek information if they arrived late to the meeting.
  • It is the responsibility of the meeting owner to discuss with meeting attendees whether to enable or disable the AI Companion service at the beginning of the meeting.
  • Once enabled at the start of the meeting, attendees are notified that the meeting is being transcribed for AI Companion.
  • Use of AI Companion should comply with applicable University and School policies.

Notice of Use – Educational Use

  • When Zoom AI Companion is used in classes or student communications, the information generated should be made accessible only to the students and instructors in the class. Students should be informed of the use of Zoom AI Companion in advance, such as in the syllabus where possible.
  • Zoom AI Companion information generated for class use or other communications with students should not be disclosed to third parties unless they are school officials or academic administrators with a legitimate educational interest in such information.
  • To facilitate access for all class members, certain class sessions may be summarized using Zoom AI Companion. The information generated by Zoom AI Companion is made available solely for personal, educational use and may not be shared, copied, or redistributed without permission.
  • Faculty and students should ensure that class recordings and information generated by Zoom AI Companion are not shared, copied, or redistributed without permission. Unauthorized sharing of electronic communication and information cannot be completely prevented.
  • Use of AI Companion should comply with applicable University policies.

Accuracy

Zoom AI Companion-generated content may be inaccurate or misleading. Users should always review the information for accuracy before relying on it in accordance with the University’s AI Guidance.

Restricted Use

  • Zoom AI Companion is not approved for meetings involving HIPAA data/Protected Health Information, Social Security Numbers, or credit card data due to existing restrictions.
  • Zoom AI Companion should not be used in meetings involving non-student minors.

Specific Guidelines for Using Zoom AI Companion in Meetings or Classes

  • Prior Notification: The meeting owner is responsible for notifying meeting attendees of the potential use of Zoom AI Companion at the beginning of the meeting. In educational settings, students should be informed in advance, such as through inclusion in the syllabus where possible.
  • Enable/Disable AI Companion: It is the responsibility of the meeting owner to discuss with meeting attendees whether to enable or disable the AI Companion service at the start of the meeting.
  • Access Control: When Zoom AI Companion is used in classes or student communications, the information generated should be made accessible only to the students and instructors in the class. Information generated for class use or other communications with students should not be disclosed to third parties unless they are school officials or academic administrators with a legitimate educational interest in such information.
  • Compliance with Policies: Use of AI Companion should comply with applicable University and School policies.
  • Accuracy Review: Users should always review the information generated by Zoom AI Companion for accuracy before relying on it in accordance with the University’s AI Guidance.
  • Restricted Use: Zoom AI Companion is not approved for meetings involving HIPAA data/Protected Health Information, Social Security Numbers, or credit card data due to existing restrictions. Additionally, it should not be used in meetings involving non-student minors.

Frequently Asked Questions (FAQs)

How can users ensure the accuracy of the information generated by Zoom AI Companion?

Users can ensure the accuracy of the information generated by Zoom AI Companion by reviewing the content for accuracy before relying on it. Additionally, they should consider cross-referencing the information with other reliable sources to validate its accuracy. It’s important to exercise critical judgment and not solely rely on the AI-generated content, in accordance with the University’s AI Guidance.

What are the potential consequences of not complying with the University and School policies regarding the use of Zoom AI Companion?

The potential consequences of not complying with university and school policies regarding the use of Zoom AI Companion could include disciplinary actions, loss of privileges to use the AI Companion, and potential violations of privacy regulations or ethical guidelines. Non-compliance may also lead to reputational damage for individuals or the institution as a whole. It is essential to adhere to the policies to maintain ethical and responsible use of the technology.

VersionDateDescriptionApproved By
1.007/12/2024Initial Guidance ReleaseCISO