Requesting Review of an AI Tool or AI Use Case

← Artificial Intelligence at SUNY Plattsburgh

Use this guide when you are considering an AI service that is not already listed as a campus-provided service, when an AI tool will connect to university systems, or when a proposed use may involve Protected Information.

Do not begin the proposed use while review is pending. Do not purchase the service, accept vendor terms on behalf of the university, connect it to university systems, or enter university information until the required review and approval are complete.

When review is required

Request review before:

  • Purchasing, subscribing to, or formally adopting an AI service for university work.
  • Using an AI service that is not listed in the Artificial Intelligence knowledge-base category.
  • Entering personal, sensitive, confidential, regulated, or other Protected Information.
  • Connecting an AI service to university email, files, data, applications, or other systems.
  • Using AI to materially support a consequential university decision or workflow.
  • Allowing a vendor to use university information to train or improve an AI model.

Information to gather

Providing the following information will help reviewers understand the request:

  • Service: Vendor, product name, website, and proposed license or subscription.
  • Purpose: The problem being solved and the intended university use.
  • Users: Who will use the service and who will be affected by its output.
  • Information: The types of information the service will receive, create, store, or access.
  • Connections: Any integrations with university accounts, Google Workspace, Microsoft 365, Zoom, learning systems, or other services.
  • Output and decisions: How results will be reviewed and whether they could affect students, employees, applicants, or other individuals.
  • Accessibility: How the proposed use will remain accessible to people with disabilities.
  • Timing: The desired implementation date and any procurement deadline.

Submit a request

Artificial Intelligence Review Request

ITS may coordinate review with Information Security, the appropriate data owner or steward, Procurement, SUNY Legal, Accessibility Resources Office, Academic Affairs, or other offices depending on the proposed use.

What happens next

  1. ITS confirms the requested service, purpose, users, information, and integrations.
  2. The appropriate campus offices evaluate privacy, security, accessibility, contractual, academic, and operational considerations.
  3. The requester receives an approval, conditions for use, a request for more information, an alternative recommendation, or a denial.
  4. Approved uses should be documented and periodically reviewed when the service, information, or workflow changes.

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