Staff Guidelines for Generative AI Usage

September 12, 2024

CNM is dedicated to promoting an innovative environment that embraces the potential of Artificial Intelligence (AI) within its educational and administrative operations. CNM is also committed to integrating these tools to advance educational outcomes, streamline operations, and drive innovation in our daily work. These guidelines align with CNM’s Mission, Vision, and Values, as well as its Strategic Plan Goals and Objectives. In line with our commitment to the Framework for Quality Education, CNM values the exploration of AI tools to benefit learners and employees. The privacy of individual learner, faculty, and staff data is essential and must be protected.

These guidelines apply to all staff employees at CNM. Separate guidelines will be created for faculty using GenAI. The Academic Integrity Policy has been updated to include the acceptable use of AI for students. 

As generative AI continues to evolve, these rules may be updated. For questions regarding AI usage or to learn more about AI notetaking tools, reach out to the ITS Service Desk at [email protected] or call (505) 224-HELP (4357) for additional guidance.  

Generative Artificial Intelligence (GenAI) is a computer-based deep learning model that generates text, images, and other outputs in response to specific prompts. The model creates new content by recognizing patterns in the training data and using that information to respond to the prompt. Some examples of GenAI tools include: ChatGPT; DALL-E; Perplexity; and CoPilot.

  • GenAI tools may be used on CNM-issued devices when they can enhance or assist in performing job-related tasks.
  • Users are responsible for ensuring the accuracy and transparency of content. When using GenAI tools, do not knowingly plagiarize or violate any intellectual property rights.
  • All data entered into GenAI tools must align with CNM's Technology Use Policy and Data Classification Handling Policy.
  • FERPA protected data and CNM student directory information may not be entered or directed into any GenAI system. Under FERPA, "education records" are those records, files, documents and other materials maintained by an institution or its authorized agent that contain information directly related to a student. Directory information includes the following:
    • Name
    • Major field of study
    • Dates of attendance
    • Classification; freshmen or sophomore
    • Enrollment status
    • Awards and honors
    • Degrees and certificates received
    • CNM-issued e-mail address (limited use directory information)
    • Mailing address (limited use directory information)
  • Personal Identifiable Information (PII) such as name, address, social security number, telephone or email address may not be entered or directed into any GenAI tool.

AI Meeting Assistant/AI Notetaker in Zoom and Teams Meetings

  • Notify participants when AI notetaking apps are invited. Because the person who invited the AI app may not be present, the meeting organizer is responsible for getting consent from all participants before every meeting.
  • Opting Out. Participants have the right to opt-out from AI notetaking by following the app’s protocol, usually included in the meeting chat.
  • AI Notetaking Prohibitions.The use of AI notetaking for sensitive meetings such as personnel matters, interviews or subsequent debrief sessions, or confidential discussions is prohibited. 

Training, Tips, and Support

  • Leave and end a meeting completely and start a new meetingif topics and participants change. This alleviates the automated notetaker from sending notes about topics not intended for all participants.  
  • Disable AI tools from joining all meetings. For Read.ai, navigate to Account Settings > Meeting Assistant and toggle off Auto-Join meetings.
  • Turn off report distribution. For Read.ai, navigate to Account Settings > Report Access & Distribution. In the Report Distribution section, toggle off Meeting Reports and Meeting Pre-Read.

By following these guidelines, those fulfilling administrative tasks can use generative AI effectively while upholding ethical standards.