Generative AI & AI Meeting Assistants

Best Practices & Privacy Guidance for Staff

This guidance aims to provide clarity on the University's expectations for staff when using Artificial Intelligence (AI) tools in day-to-day general working practice. It is in addition to the University's specific Data Protection and AI policies, and complementary to the use of GenAI tools guidance in teaching, learning and study.

It is essential that staff are aware of and apply this guidance when considering using such tools to ensure relevant University data is kept safe.

Read the full document here: Generative AI and AI meeting assistants guidance

Summary of advice

The main pieces of advice in the Generative AI and AI meeting assistants guidance document are:

• The University acknowledges the benefits of AI and supports the use of AI tools.
• Personal or personal sensitive University data should not be used with Generative AI models. This means information related to an identified individual, and confidential information or intellectual property related to the University or third parties. If you have a particular need to use AI with data like this, please speak to DTS for advice.
• Microsoft Copilot Chat is recommended for day-to-day use at work. It can be used for tasks such as getting answers to queries, enhancing productivity and creativity, and DTS will provide basic support to colleagues with using it, as with our other Microsoft products. Although Copilot has better data protection arrangements in place, it should still not be used for personal or personal sensitive data.
• Researchers thinking of using Generative AI to assist with funding applications should check if this is permitted in the funder’s policies. The Research, Engagement and Innovation Office (REIO) can be contacted with further questions on this.
• AI meeting assistants should not be used for work meetings without prior approval. Colleagues have reported seeing these tools used in meetings in recent months, but there are privacy and data protection implications. Please speak to DTS for advice if you have a particular need for this technology.

Due to the constantly shifting landscape around AI, this guidance is a point in time position and the University will monitor and adapt in line with the technology.

Page updated by lm920207 on 07/04/25