Policy: Use of Artificial Intelligence (AI)

Document Number: 9.003
Title: Use of Artificial Intelligence (AI)
Effective Date: 12/11/2025
Revised Dated: N/A

POLICY STATEMENT

River Parishes Community College (RPCC) recognizes the transformative and growing role of Artificial Intelligence (AI) in enhancing teaching, learning, workforce training, research, and administrative operations. This policy establishes standards for the responsible, ethical, transparent, and secure use of AI technologies within RPCC. The purpose of this policy is to ensure responsible and transparent AI use, protect privacy and data security, promote innovation and efficiency, prevent bias and discrimination, ensure compliance with applicable laws and regulations including but not limited to the Family Educational Rights and Privacy Act of 1974 (“FERPA”), and uphold institutional integrity and human oversight.  

POLICY SCOPE

This policy applies to full-time employees, part-time employees, independent contractors, interns, consultants, suppliers, clients, vendors, and other third parties. The policy governs the use of all AI technologies, including but not limited to generative AI, machine learning, automated decision-making systems, and cognitive computing tools used for instruction, research, or administrative purposes. This policy excludes AI features with limited automation (e.g., spell-check, spam filtering, or predictive text) that do not independently generate new content or make decisions. This policy supplements existing RPCC and LCTCS technology and cybersecurity policies and does not supersede federal regulations such as FERPA.  

DEFINITIONS

• Artificial Intelligence (AI): Systems or software capable of performing tasks that typically require human intelligence, including but not limited to learning, reasoning, perception, cognition, planning, and problem-solving. 
• Generative AI: Tools or systems used to create new and original content, such as text, images, or audio, based on patterns from existing data. 
• Machine Learning: Systems that learn and adapt through data analysis without explicit programming. 
• Confidential Data: Any information whose unauthorized disclosure could cause adverse effects on an agency, individual, or LCTCS, including information protected by FERPA (e.g.., Student or employee personally identified information (PII)), and institutional nonpublic information (NPI) data. 
• Restricted Data: Data requiring strict adherence to federal, state, or local law, specific contractual agreements, or policy-based restrictions. 
• Proprietary Information: Any code, formula, design, device, or process that constitutes proprietary or trade secret information submitted for official use or approval. 
• Copyrighted Material: Original works protected under federal law, where the creator holds exclusive rights to copy, distribute, or sell the work. 
• AI Incident: Any event where an AI system fails, is manipulated, or behaves in ways that compromise safety, security, fairness, or compliance. 

GOVERNANCE

RPCC shall designate an AI Strategy & Compliance Officer and establish a local AI Governance Committee composed of representatives from Academic Affairs, Business & Administration, Student Services, and Workforce Development. This committee shall oversee AI implementation, risk assessment, compliance, training, guidance, and maintain an inventory of approved AI tools. This committee will also provide the following: 

• Guidance on responsible use of AI. 
• Mechanism for reporting the misuse of AI. 
• Documentable processes by which AI tools are vetted and approved for existing platforms or prior to the purchase and implementation of new platforms. 

The AI Strategy & Compliance Office shall serve as the Institutional AI Liaison to coordinate AI governance locally and represent RPCC on the LCTCS AI Governance Committee. The AI Strategy & Compliance Officer and/or college Chancellor shall report a list of approved AI platforms to the LCTCS Responsible Compliance Officer who shall maintain a list of approve AI platforms on behalf of the LCTCS AI Governance Committee.  

RESPONSIBILITIES

RPCC employees may use approved AI systems to enhance academic, administrative, and operational efficiency, provided that all usage complies with this policy and applicable data protection laws. AI systems must always be used with human oversight, and outputs must be verified for accuracy, fairness, and integrity. These responsibilities may be supplemented with additional guidance from the AI Strategy & Compliance Officer and the RPCC AI Governance Committee. 

Prohibited uses include: 

• Entering confidential, restricted, proprietary, or copyrighted LCTCS or college data into unapproved AI systems, including free, consumer-grade, and personally licensed AI tools. 
• Using AI to make autonomous decisions regarding enrollment, transcripts, employment, program eligibility, finances, or compliance. 
• Using AI systems developed, operated, or controlled by foreign nation-states including the Chinese Communist Party, such as DeepSeek, as identified in Executive Order JML 25-109. 
• Using AI in a manner that is inconsistent with Executive Order JML 25-109 or applicable law. 
• Creating or disseminating AI-generated content that is unlawful, misleading, or discriminatory. 
• Bypassing or attempting to bypass AI safety or security controls. 
• Using AI to create, distribute, or assist in producing deepfakes, impersonations, misinformation, phishing, or other social engineering content. 
• Using AI in a manner that violates FERPA or data protection laws or policies. 
• Using unapproved AI systems or tools for RPCC or LCTCS business purposes. 

User requirements include: 

• All AI outputs must be independently vetted and verified for factual accuracy, context, and fairness. 
• AI-generated content must be labeled appropriately when shared publicly. For the purposes of this policy, publicly is defined as any individual other than the person who generated the content such as, but not limited to, students, co-workers, industry partners, and the general public. 
• All AI-generated content generated after adoption of this policy must be labeled appropriately. 
• Faculty are required to include a use of AI policy in their syllabus that defines acceptable and unacceptable use of AI in the course. The policy may not contradict or otherwise set policy that is not in compliance with this, LCTCS, Board of Regents, state, or federal policies. The faculty member is responsible and liable for ensuring that the policy set for their course follows policies, guidelines, and executive orders set forth by the previously listed agencies/individuals. 
• AI may not be used as the sole source of decision-making or reference for institutional actions. 
• Users must immediately report any suspected data breaches or misuse to the AI Strategy & Compliance Officer and Executive Leadership. RPCC must report these incidences to the LCTCS CIO. 
• Users must opt out of data collection or model training features in AI systems when available. 
• State email or credentials shall not be used to register unsupported or unapproved AI tools. 
• AI systems should be used in a manner consistent with data minimization principles, such that only data that is directly relevant, adequate, and necessary to achieve a specific purpose is processed. 

DATA PRIVACY & SECURITY 

AI systems must comply with LCTCS data protection, privacy, and information security standards. Colleges must maintain and regularly update an inventory of approved AI tools, documenting their purpose, risk classification, vendor compliance, and system evaluations. The RPCC AI Strategy & Compliance Officer and/or Chancellor shall inventory all AI-related contracts and use cases pursuant to JML 25-109. 

AI note-takers have additional special considerations and requirements that must be followed to ensure data privacy and security. Requirements include: 

• AI note-taker applications that have been approved by the local AI Governance Committee may be used if all participants in the meeting consent to its use. This consent must be obtained, explicitly in text/written form, prior to the AI note-taker being added to the meeting. If any participant does not consent to the use of AI note-taking, its use is prohibited. 
• In accordance with applicable laws, the person initiating the use of an AI note-taker is required to be in the meeting at all times while the note-taker is present. If the initiating person is not available to attend a meeting or must leave early, the use of the AI note-taker must be stopped, and the note-taker removed from the meeting immediately. 
• The use of an AI note-taker in any meeting containing the following is prohibited:
  • Meeting where a student is an attendee/participant 
  • Discussions regarding student FERPA-protected information (PII) 
  • Discussion of student directory information 
  • Discussion of any other regulated student information
• The use of an AI note-taker in any meeting containing proprietary, confidential, or restricted data/information is prohibited. 
• Transcriptions from note-taking AIs are subject to Louisiana Public Records law. Use of AI note-takers in any conversation that is intended to be “off the record” is prohibited. If such conversations happen, the AI is required to be stopped and removed from the meeting prior to such conversations occurring. 
• The rules regarding AI note-takers apply to meetings that occur online via Teams, Zoom, or any other online technologies, phone calls, or in-person meetings or recordings of those meetings. 

COMPLIANCE & REPORTING 

The local AI Governance Committee shall develop procedures for reporting and investigating AI misuse or violations of this policy. Disciplinary actions shall be coordinated with Human Resources. All data breaches, security incidents, or other AI incidents must be reported immediately to the AI Strategy & Compliance Officer and Executive Leadership. RPCC must report these incidences to the LCTCS CIO. 

TRAINING & PROFESSIONAL DEVELOPMENT 

RPCC shall implement continuous AI training for all employees, including specialized programs for IT, research, and communications staff. Training programs will be reviewed bi-annually to align with emerging technologies, risks, and legal requirements. 

POLICY REVIEW 

This policy shall be reviewed every year or sooner to reflect new technologies, risks, and regulatory developments. Any policy or procedure differences set forth from the federal or state governments, the Board of Regents, or LCTCS shall supersede policies set forth in this policy. Every effort shall be made to keep this policy up to date in a timely manner in accordance with the governing bodies.