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AI Use & Policy Guide

Introduction 

  1. UCLA supports the responsible, transparent, ethical, and risk-informing use of generative AI tools in education, research, and administration
    1. All AI aligns with:
      1. UC Responsible AI Principles
      2. UC Electronic Communications Policy
      3. UC IS-3 Information Security Policy
      4. UCLA’s IT security, academic integrity, and data governance policies
    2. Campus guidance and resources are available through UCLA AI Education Hub
    3. UCLA actively enables responsible innovation while informing risk, helping faculty, staff, and students understand the opportunities and limitations of AI tools in various contexts

Approved AI Tools 

  1. UCLA provides enterprise access to approved generative AI tools that meet institutional security and compliance requirements:
    1. Microsoft Copilot & M365 Copilot
    2. Google Gemini (and Gemini for Workspace)
    3. OpenAI ChatGPT Enterprise
    4. Google Notebook LM
    5. AWS Bedrock models (Amazon Q, PartyRock, Claude, LLaMA, etc.)
    6. Zoom AI Companion (Education license)
  2. Check the Available Tools Matrix for data classification levels (P1-P4) allowed with each tool. Most tools are currently restricted to low-risk data (P1-P2)
    1. For further information regarding data classification levels, refer to UCOP Protection Levels Classification Page

Guiding Principles — AI Use

  1. UCLA is committed to advancing the use of generative AI to enhance academic, research, and operational excellence while upholding integrity, ethical conduct, and responsible use
  2. UCLA emphasizes the following principles:
    1. Academic Integrity
    2. Data Privacy and Security
    3. Ethical Considerations
    4. Awareness of Limitations and Risks
    5. Support for Students, Instructors, and Staff

Data Protection & Prohibited Use 

  1. Users may not input the following into AI tools unless explicitly approved in a secure environment:
    1. FERPA-protected student information (IDs, grades, coursework, etc) – UCLA Registrar FERPA Policy
    2. HIPPA-protected health data – UCLA Health HIPAA Notice
    3. Employee personnel/performance data – UC IS-3 Information Security Policy
    4. Unpublished research, IP, or grant proposals – UC Copyright & IP Policy
    5. Export-controlled or restricted data – UCLA Export Control Guidance
    6. Malicious or harmful prompts (malware, phishing, harassment, discrimination, political deepfakes) – UCLA IT Security
  2. Academic Integrity: Students may not present AI-generated work as their own without acknowledgement. Misuse constitutes plagiarism under the UCLA Student Conduct Code

Training & Access

  1. UCLA provides a range of modules and resources to support responsible AI use across campus through UCLA AI Education Hub
    1. UCLA provides AI training through user guides and training materials
      1. Courses for GenAI applications are available through LinkedIn Learning for all UCLA students and employees
        1. Provides a wide array of courses on Generative AI applications across various software, including use-case scenarios and practical applications
      2. Microsoft Copilot User Guide
      3. Additional Resources
    2. BruinLearn AI Courses now includes a new AI Literacy Learning Path — a campus-wide program designed to give all community members foundational knowledge of artificial intelligence. It includes:
      1. AI Foundations — Introductory AI concepts focusing on practical, responsible AI use and prompt engineering
      2. Applied AI — Intermediate AI concepts including AI in daily workflows, research, education, AI model implementation, and technical applications
      3. Advanced AI — Deep technical knowledge and specialization incorporating AI research, strategy, and development methodologies

Incident Reporting

  1. Concerns should be reported through appropriate channels
    1. Academic misconduct (plagiarism/cheating): UCLA Student Conduct
    2. FERPA violations: Registrar’s Office
    3. HIPAA/privacy violations: UCLA Health Compliance
    4. Export control issues: Export Control Office
    5. IT security breaches/phishing: UCLA IT Security
  2. Anonymous reporting: UC Whistleblower Hotline

AI Education Hub

  1. UCLA’s AI Education Hub provides centralized access to AI courses, training materials, and FAQs
    1. BruinLearn AI Courses is an AI Literacy Site designed to provide foundational knowledge of artificial intelligence for all backgrounds
    2. User Guides & Training is a centralized UCLA-curated and vendor-supported materials that provide quick onboarding, skill development, and ongoing updates for AI tools
    3. FAQ provides answers to the most common questions received through the Service Desk and campus committees

Trustworthy AI Standards 

  1. UCLA’s approach to generative AI is grounded in established UC and national standards for responsible and trustworthy AI. UCLA’s practices align with:
    1. UC Responsible AI Principles
    2. NIST AI Risk Management Framework
  2. Across these frameworks, UCLA emphasizes the core principles of:
    1. Security & Privacy
    2. Transparency & Explainability
    3. Fairness & Equity
    4. Reliability & Robustness
    5. Accountability

Policies & Governance 

  1. UCLA maintains a multi-layered governance structure to ensure that artificial intelligence is adopted responsibly, ethically, and in alignment with campus values and regulatory requirements. The following committees and initiatives provide oversight, strategic direction, and ongoing guidance as the university navigates the rapidly evolving AI landscape:
    1. UCLA Teaching and Learning Center (TLC) Advisory Committee on AI in Teaching and Learning
      1. Provides research-informed, ethically grounded guidance on the integration of AI into instruction
    2. Data Governance Committee
      1. Provides oversight for campus projects and initiatives involving institutional data (excluding research data). Guided by the Executive IT Governance Board, the Committee ensures that data used in AI systems is accurate, consistent, secure, and aligned with UCLA’s mission. Its work spans three governance layers:
        1. Conceptual Governance
        2. Logical Governance
        3. Physical Governance
    3. AI Innovation Initiative
      1. UCLA’s campuswide effort to expand responsible AI usage, strengthen literacy, and encourage innovation. The initiative began with:
        1. The launch of a central hub for generative AI tools and resources
        2. The release of the first Microsoft-based AI web search experience for faculty and staff
        3. Campuswide Copilot and Google Gemini pilots
        4. A foundational agreement with OpenAI, making UCLA the first California university to adopt this technology at scale
      2. The initiative also launched a campuswide OpenAI Project Proposal Call in Fall 2024, inviting innovative uses of ChatGPT Enterprise in instruction, research, administration, and operations
    4. Coming Soon: The Artificial Intelligence (AI) Committee