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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
Personal data must be adequately protected. Never input confidential, personal, or sensitive information into public AI tools.

Effective July 1, 2025, a Privacy Impact Assessment (PIA) is mandatory for any collection of personal information. If you're collecting or working with personal data, visit Western's Legal Counsel website to learn more.

What counts as Personally Identifiable Information (PII)? Examples include:

  • Government-issued IDs (driver's license, passport, Social Insurance Number)
  • Credit card numbers and banking details
  • Login credentials and encryption keys
  • Patient diagnoses, treatment plans, lab results
  • Employee records
  • Student records
  • MAC addresses

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: