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

  1. 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.
  2. Enable/Disable AI Assistant: The meeting organizer should discuss with attendees whether to enable or disable the AI Assistant’s functionality during the session.
  3. Access Control: Data generated by the AI Assistant must be restricted to authorized users, such as meeting participants or specific organizational stakeholders.
  4. Compliance with Policies: Users must ensure that the AI Assistant’s use complies with all applicable organizational, departmental, and regulatory policies.
  5. Accuracy Review: Users should always review AI-generated content for accuracy and correctness before relying on it for decisions or official documentation.
  6. 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.

VersionDateDescriptionApproved By
1.007/12/2024Initial Guidance ReleaseCISO

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