Artificial Intelligence (AI) Use at TTUHSC

Responsible, Ethical & Compliant AI Use

Artificial Intelligence (AI) tools are rapidly evolving and offer powerful opportunities to support education, research, clinical care, and operations. TTUHSC is committed to ensuring AI is used responsibly, ethically, and in compliance with institutional and regulatory requirements.

TTUHSC’s AI guidance is designed to:

Promote responsible and ethical AI use
Protect personal, confidential, and regulated information
Ensure compliance with institutional policies and legal requirements
Support innovation while minimizing risk
AI is a tool to support your work, not replace professional judgment.

Allowable Use

AI tools may be used when appropriate and in compliance with institutional policy. Publicly available information may be entered into AI tools, provided its use aligns with applicable guidelines and data governance requirements.

Prohibited Use

Using unapproved AI tools with sensitive or regulated data
Entering confidential information into unapproved AI systems
Generating non-public or restricted content such as:
- Research data
- Legal analysis
- Grading decisions
- Personnel decisions
Engaging in fraudulent, illegal, or policy-violating activities

AI Governance at TTUHSC

The AI Governance and Risk Committee, established by the President’s Cabinet, provides oversight of AI activities to ensure alignment with TTUHSC’s mission, regulatory compliance, ethical standards, and risk management. The cross-functional committee approves AI policies, reviews and assesses AI tools and associated risks, monitors performance and compliance, evaluates vendors, oversees training, and addresses reported concerns.

TTUHSC is committed to protecting the privacy of patients, learners, and team members. Approved AI tools that meet institutional privacy and security standards are currently under evaluation. Until formal approval is confirmed, AI tools must not be used with protected or confidential information without prior review.

Artificial Intelligence (AI) Policy at TTUHSC

TTUHSC OP 52.21 – Acceptable Use of AI Tools

Yes. AI tools may be used for drafting content if no sensitive, confidential, or regulated information is entered into the system. Always review and verify AI-generated content for accuracy before using it.

No. Protected Health Information (PHI) or any HIPAA-regulated data may only be used in TTUHSC-approved AI tools that are covered by secure institutional agreements. If unsure whether a tool is approved, contact the Institutional Privacy Officer or Information Security Officer before proceeding.

AI may not be used to independently make grading, hiring, promotion, or other personnel decisions. AI may serve as a drafting or brainstorming aid (using non-sensitive data), but final decisions must always be made by qualified team members.

It depends on the type of data involved. Public or non-restricted information may be used. However, unpublished research data, proprietary information, or regulated data may only be entered into approved AI tools. Consult department leadership or the compliance office if unsure.

AI tools undergo institutional privacy, security, and risk review processes prior to approval. At this time, no AI tools have been formally approved for use with sensitive or regulated information. The institution will communicate broadly when approved tools become available. If you have questions about a specific tool, please contact the Institutional Privacy Officer or Information Security Officer. Do not assume a tool is approved simply because it is widely used.

Report the incident immediately to Information Security, the Institutional Privacy Officer, and your supervisor. Early reporting allows the institution to assess and mitigate potential risk in a timely manner.

AI outputs may contain inaccuracies, outdated information, or fabricated references. Always verify accuracy before relying on AI-generated content for academic, clinical, research, or administrative purposes.

AI is a decision-support tool, not a decision-maker.

Not typically. The following are generally not considered AI tools unless they include embedded AI-powered features:

Calculators
Basic grammar or spell checkers
Standard office software (e.g., Word, Excel, PowerPoint)
Simple rule-based automation
Basic device functions (such as camera autofocus)

However, some modern software platforms now include AI-driven capabilities. If those AI features are enabled and used, the tool may fall under institutional AI guidance.