Responsible Use of AI at Algonquin College

Generative AI is transforming how we work, teach, and learn. At Algonquin College, we embrace this technology while ensuring it is used in ways that are legal, ethical, accurate, and respectful of privacy.

This page outlines the shared principles that apply to everyone in our community — employees, faculty, and learners— and directs you to the specific guidelines for your role.

Best PracticesWhat Can I Use?

Common Best Practices — For Everyone

The following eight practices apply to all members of the Algonquin College community, regardless of their role.

Never enter personal information (PI), personal health information (PHI), payment card information (PCI), or any Confidential or Restricted College data into AI tools. Apply a privacy-first mindset before every prompt.

AI-generated content can be inaccurate, outdated, or entirely fabricated — a phenomenon known as “hallucination.” You are responsible for any content you publish, submit, or act upon, whether or not AI helped create it. Always review and fact-check AI output before using it.

When AI meaningfully contributes to your work, say so. Cite AI-generated content according to the appropriate format for your context. Transparency about AI use is both a professional and academic responsibility.

AI tools can reflect and amplify biases in their training data — including those related to race, gender, disability, and culture. Before using AI-generated content, assess it critically for bias and ensure it meets the College’s commitment to equity, inclusion, and non-discrimination.

Understanding what AI tools can and cannot do is essential to building competency around their use. Actively develop your understanding of how these tools work, what their limitations are, and how to use them critically. AI literacy is an ongoing practice, not a one-time lesson.

Algonquin College has approved specific AI tools that include data protection agreements, ensuring your inputs are not used to train third-party models. Microsoft Copilot is the primary College-approved tool for employees and faculty. When using publicly available tools with a personal account, review the tool’s privacy terms and do not enter College credentials, and never enter the types of information listed at point 1 above.

AI is a tool to support and enhance your capabilities; it will not replace your judgment or responsibility. Whether you are producing a business document, a lesson plan, or an academic submission, you remain fully accountable for any content produced with AI assistance.

All use of AI at Algonquin College is governed by existing Corporate Policies, including:

AI use does not create exceptions to these obligations.

Which AI Tool Can I Use? — Quick Reference

Before using an AI tool, check whether the information you intend to share is appropriate for that tool. Use this table as your guide.

Legend: Personal Information (PI), Personal Health Information (PHI), Payment Card Industry (PCI) Data

Information TypeCollege Approved Copilot ToolsNotesExamples
Public Information✓ Permitted✓ PermittedPublicly available College or external information
  • Faculty and staff directory information
  • Course catalogues
  • Published research data
  • Advertised Jobs and Tenders
  • Corporate Policies
Internal / Non-Sensitive✓ Permitted⚠ Use cautionCollege-approved tools preferred; do not use public tools with internal data
  • Class Lists
  • ITS, Facilities and security system design and configuration information
  • Contractual agreements that include a confidentiality clause, are subject to a nondisclosure agreement, or include information which is not otherwise publicly available
  • Information related to a regulator’s request that could be damaging to the College and is not otherwise subject to Freedom of Information
Personal Information (PI), Personal Health Information (PHI) and Payment Card industry (PCI) data✗ Not permitted✗ Not permittedNever enter into any AI tool, regardless of approval status
  • Payment and Credit Information
  • Personal information identifying or reasonably linking to an individual and, if disclosed without authorization, could result in harm to the individual or the organization. Example includes any combination of identifiers such as student/employee ID and/or name with sensitive demographic information or student record data
  • Restricted Personal information such as government issued identification (Social Insurance Number (SIN), Passport...)
  • Research Data (containing personal and/or personal health information)
Confidential / Restricted✗ Not permitted✗ Not permittedNever enter into any AI tool; consult ITS for specific use cases
  • Exam materials and results
  • Organizational financial data that is not otherwise publicly available
  • Research data 4
  • Unpublished intellectual property
  • Contractual agreements deemed confidential under FIPPA
  • Information related to and identifying children and young persons
  • Solicitor-client privileged documents and communication
  • Litigation privilege documents and communications

Full list of College Approved AI tools

Guidelines for Your Role

Beyond these shared principles, Algonquin College has developed specific guidelines for each audience. Find the guidance that applies to you.

AudienceResourceMaintained ByExamples
EmployeesGenerative AI Guidelines for Institutional Use (PDF)Information Technology Services (ITS)Business use, data handling, approved tools, procurement
FacultyGuidelines for Teaching with Generative AI (LTS)Learning & Teaching Services (LTS)Course design, assessments, attribution, academic integrity
StudentsStudent Guidelines and ResourcesStudent Support Library ServicesAI literacy, citation, permitted use, AA48 policy

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AI at AC

"The true power of AI lies not in replacing humans, but in working alongside us to achieve what neither can do alone." — Sebastian Thrun

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