Understanding VCU’s Generative AI Policy: Responsible, Ethical and Safe Use of AI on Campus
Artificial intelligence tools are quickly transforming the way we learn, teach, research and work. As an institution that leads with integrity, VCU is committed to embracing these powerful technologies responsibly and ethically. On November 12, 2025, VCU adopted the Acceptable Use of Generative AI Technology policy to establish clear expectations and guidelines for how AI should be used across the university community.
AI is like the wild west – there’s a lot of unknown still. But we’ll tell you what we do know – like why this policy matters, what it means for VCU students, staff and faculty, and how embracing these best practices will help VCU remain a leader in academic excellence.
Why Does This Policy Matter?
Generative AI (GenAI) is technology that can create new content, including text, images, code and more based on patterns learned from large datasets. Members of the VCU community are already using tools like Google Gemini, Microsoft Copilot and Adobe Firefly. While these tools offer tremendous potential for creativity and efficiency, they also raise new ethical and compliance questions around data privacy, academic integrity, copyright and accuracy.
VCU’s Acceptable Use of Generative AI Technology policy sets baseline boundaries to ensure that AI technologies are used in a way that:
- Protects confidential and sensitive information
- Supports academic and research integrity
- Ensures compliance with university, state and federal regulations
- Fosters digital literacy and ethical technology use
Key Policy Points
1. Protecting Data & Privacy: One of the core expectations is that usersdo not enter confidential or sensitive data — such as personal student records, research data, financial or health information — into GenAI tools unless the tool has been approved for that level of data.
GenAI systems do not inherently guarantee privacy and content entered into public models that can be accessed or reviewed by others – interfering with regulations like FERPA, HIPAA and institutional data classification standards.
2. Using AI with Academic Integrity: For students and educators, the policy notes classroom-specific guidelines on academic integrity. AI tools should not replace a student’s own work or original thinking.
Faculty are encouraged to provide clear guidance in syllabi about how, and if, GenAI tools may be used for coursework. Students must remain accountable for the content they submit, and any AI-assisted work should be verified for accuracy and properly attributed. Using AI tools in ways that are dishonest, or misrepresent student effort, is considered academic misconduct.
3. Upholding Transparency and Accuracy: It’s important to understand the limitations and risks associated with AI-generated content. GenAI can produce outputs that appear factual but are inaccurate, biased, or misleading. Cross-checking AI-generated content against trusted sources is a must.
The policy also underscores the importance of respecting copyright and intellectual property rights, meaning users should not use AI tools that might infringe upon the rights of third parties.
4. Keeping Freedom of Information Laws in Mind: Conversations with AI that involve VCU-related business may be available for public record requests under the Freedom of Information Act (FOIA). This means that even chats generated on personal accounts or devices could be accessed if they pertain to university operations.
Balancing Innovation with Accountability
VCU’s commitment to responsible AI use goes beyond policy. The university offers guidelines, resources, training and approved tools via the CIO’s office and academic partners. These materials help community members stay informed about secure and effective ways to leverage GenAI in their work. Whether you’re a student using AI for research, an educator exploring innovative learning approaches or a staff member incorporating AI into administrative work, these policies aim to balance innovation with accountability.
Always Moving Forward
Just as AI technology is quickly evolving, so is VCU’s approach to its regulation. These initial policies are a thoughtful step toward integrating AI into VCU’s ecosystem with the goal of respecting individual rights, preserving academic standards and strengthening our integrity.