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Using AI

Here are five principles to guide Western's engagement with generative AI:

1. Integrity

The use of generative AI must be clearly disclosed, in academic work and in professional or administrative work alike. Cite or acknowledge AI when it plays a meaningful role in what you produce — documents, presentations, research, reports, correspondence, or image generation.

2. Privacy

When can Western users use personal information in AI tools?

Personal information is protected under the Freedom of Information and Protection of Privacy Act, and must be safeguarded against unauthorized access, modification, distribution, or use due to its sensitive nature and the potential for harm if this data were to be compromised.

For this reason, Western users cannot input any personal information into public AI tools.

Western users may only use personal information in an AI tool in the following circumstances:

  1. You are using an institutionally approved general-use AI tool, such as Gemini, Copilot and NebulahOne, andyour use of personal information has been reviewed through the University’s Privacy Impact Assessment (PIA) process

    OR 
  2. You are using another AI tool and your use of that tool has been reviewed through the University’s Technology Risk Assessment Committee (TRAC) process.

For additional information about PIAs, including requirements, resources, and assessment forms, please visit the University's Privacy Impact Assessment webpage. For additional information about TRAC, please visit the Technology Risk Assessment website or email uwo-risk@uwo.ca.

What is personal information?

Personal information refers to any recorded information about an identifiable individual. This includes information that can identify a person directly or that, when combined with other information, could reasonably be used to identify them.

Examples of personal information include:

  • a person's name
  • personal contact information (e.g. home address, email address, cell phone number, postal code, etc.)
  • date of birth
  • demographic information (e.g. race, national or ethnic origin, religion, age, sex, sexual orientation, marital status, family status, etc.)
  • biometric data (e.g. audio or video recordings, photographs, behavioural information, fingerprints, blood type, etc.)
  • identification numbers (e.g. student number, employee ID, driver's license, passport number, social insurance number, IP address, etc.)
  • educational or employment history
  • financial information, including credit card numbers and banking details
  • academic information (e.g. grades, feedback, attendance, academic progression, interactions between a student and an AI tutor, etc.)
  • accommodation needs
  • dietary restrictions
  • communications between an individual operating in their personal capacity and Western

Personal information generally does not include a person's business contact information or information about them acting solely in a professional or official capacity.

3. Accountability

You bear responsibility for the consequences of AI-generated outputs. Always review and fact-check what AI produces — never assume it's accurate, unbiased, or appropriate for your context.

4. Inclusion

Actively consider accessibility and fairness. AI tools can reflect and amplify existing biases, so be mindful of who might be affected by the output.

  • Check outputs for stereotyping, exclusionary language, or skewed assumptions before using them.
  • Consider whether the tool itself is accessible to people with disabilities, and offer alternatives if it isn't.
  • Don't let AI-generated content set a bar (in tone, examples, or assumptions) that excludes parts of your audience.

5. Transparency

The algorithms, data, and design decisions underlying AI systems should be openly accessible to the extent possible. Be open about when and how you're using these tools.

  • Tell collaborators, students, or colleagues when AI contributed to something they're relying on.
  • Where you can, note which tool or model you used — this helps others judge the output's reliability.
  • If an AI tool's data sources or limitations are unclear, say so rather than presenting the output as fully vetted.

Experiment with generative AI responsibly, safely, and ethically. Use it to brainstorm ideas, draft early versions, organize information, summarize notes, or improve clarity — but don't let it replace your own thinking, judgment, or creativity, especially for tasks that require ethical reflection, nuance, or expertise. AI is a tool, not a replacement for your voice, your role, or your responsibilities.

AI Tool to use based on Data Type

Use Case Example

Copilot & Gemini

(When logged in with Western credentials)

Other AI Tools

Student / staff number

❌ No

❌ No

Budget draft (sensitive / confidential)

✅ Yes

❌ No

Employee Name, role, phone #

✅ Yes

✅ Yes, publicly available on the Western website

Dept planning doc (sensitive)

✅ Yes

❌ No

Workshop feedback

✅ Yes

⚠️ Maybe (not if feedback identifies participants or sensitive issues at Western)

Email to job applicants

✅ Yes

❌ No

Job Applicant resumes

❌ No

❌ No

AI Tool to use based on Task Types

Use Case Example

Copilot & Gemini

Other AI Tools

Draft email to colleague

✅ Yes

⚠️ Maybe (but leave out name and any sensitive or identifying information)

Summarize / theme survey results

✅ Yes

⚠️ Maybe (only if survey topic and feedback is not sensitive and does not identify individuals)

Create a PPT

✅ Yes

⚠️ Maybe (only if content and topic is publicly available)

Edit or finalize written communication

✅ Yes

❌ No

Generate ideas for a workshop / meeting activity

✅ Yes

⚠️ Maybe (if topic is not sensitive and AI tool is using publicly available information)

Analyze Excel spreadsheet

✅ Yes

❌ No

Summarize meeting minutes

✅ Yes

❌ No

Transcribe a meeting

✅ Yes

⚠️ Maybe (if the meeting can be completely held in a public space then yes.)

Summarize an article

✅ Yes

⚠️ Maybe (only if data is publicly available)

Notes: