Effective Date: July 2024
General Use
The Cisco Webex AI Assistant is available for use by authorized users at the University of Rhode Island. When using the Webex AI Assistant, users must ensure their actions align with the organization’s AI and data usage policies. All meeting participants should use the most recent version of Webex to ensure proper functionality and receive notice of AI Assistant usage.
Notice of Use – Business Use
The Cisco Webex AI Assistant can be enabled by the meeting organizer to:
- Create automated meeting summaries.
- Provide attendees with the ability to review discussions and key decisions.
- Identify and track action items discussed in the meeting.
- It is the responsibility of the meeting organizer to inform attendees at the start of the meeting whether the Webex AI Assistant will be enabled. Once enabled, attendees are notified of transcription and note-taking activities conducted by the AI Assistant.
- All use of the AI Assistant must comply with applicable university policies.
Notice of Use – Educational Use
When using the Cisco Webex AI Assistant in educational settings, such as lectures or student communications, the following guidelines must be observed:
- Information generated by the AI Assistant should only be accessible to instructors and enrolled students.
- Students must be informed about the use of the AI Assistant in advance, such as through course syllabi or direct communication.
- Generated meeting data is for educational purposes only and must not be shared, copied, or redistributed without proper authorization.
- Faculty and students must ensure that meeting recordings and data generated by the AI Assistant remain secure and are not shared without permission.
Accuracy
Content generated by the Cisco Webex AI Assistant may be incomplete or contain inaccuracies. Users must review and verify AI-generated content for accuracy before relying on it. All content should be validated in accordance with the University’s AI guidelines.
Restricted Use
The Cisco Webex AI Assistant is not approved for use in meetings involving:
- Protected Health Information (PHI) or HIPAA-regulated data.
- Social Security Numbers, financial account numbers, or other sensitive personal identifiers.
- Non-student minors or legally restricted participants.
Specific Guidelines for Using the Cisco Webex AI Assistant
- Prior Notification: The meeting organizer is responsible for notifying participants of the AI Assistant’s use at the start of the meeting. In educational settings, this notification should be included in course materials whenever possible.
- Enable/Disable AI Assistant: The meeting organizer should discuss with attendees whether to enable or disable the AI Assistant’s functionality during the session.
- Access Control: Data generated by the AI Assistant must be restricted to authorized users, such as meeting participants or specific organizational stakeholders.
- Compliance with Policies: Users must ensure that the AI Assistant’s use complies with all applicable organizational, departmental, and regulatory policies.
- Accuracy Review: Users should always review AI-generated content for accuracy and correctness before relying on it for decisions or official documentation.
- Restricted Use: Avoid using the AI Assistant in contexts involving sensitive, regulated, or legally protected information.
Frequently Asked Questions (FAQs)
How can users ensure the accuracy of AI Assistant-generated content?
Users should review AI-generated content thoroughly, cross-referencing key points with other reliable sources. Exercise critical judgment and seek clarification for ambiguous content.
What are the potential consequences of non-compliance with policies regarding the Webex AI Assistant?
Non-compliance may result in disciplinary actions, revocation of access to Webex services, or potential legal consequences for privacy and data protection violations. Maintaining adherence to policies ensures responsible and ethical technology use.
| Version | Date | Description | Approved By |
| 1.0 | 07/12/2024 | Initial Guidance Release | CISO |