Generative AI Procedure | SCC

About

Generative AI Procedure

Division: Institutional Effectiveness
SCC Policy Number: SPR4.2.7
OPR: Dr. Bruce Gover
Issued: 10/24/2025
Revised: 
Effective: 11/26/2025
Approved SCC President/CEO: 11/26/2025
Reference KCTCS Policy: 4.2.5 Information and Information Technology Responsible Use, 2.0.2, Procedure 2.0.2-P Employee Responsibilities & Corrective Action, 5.1.20-P Core Values and Ethical Conduct, KCTCS Code of Student Conduct, 6.2 Family Educational Rights and Privacy Act (FERPA), 3.3.5 Intellectual Property, 6.5 Student Disability Support Services

Overview

SCC recognizes both the opportunities and challenges that Generative Artificial Intelligence (AI) poses for higher education. This policy identifies the responsibilities and expectations of faculty, students, and staff to ensure educational integrity and responsible use of AI. SCC’s AI Policy aligns with the KCTCS AI Mission and AI Guidance and with the principles of transparency, accountability, fairness, and human-centered learning, associated with national higher education standards.

Definition

For the purposes of this procedure, Generative AI refers to technologies capable of creating new content, such as text, images, data, or multimedia, by identifying and reproducing patterns and structures from existing models and datasets. Examples include, but are not limited to, tools such as ChatGPT, Copilot, Gemini, Perplexity, and DALL·E, as well as automated writing assistants and other applications that simulate human cognitive processes. As the field of AI continues to evolve, SCC acknowledges that this definition may evolve over time as new technologies emerge and existing tools advance.

Appropriate Use

Appropriate use of AI is determined by the requirements and expectations of the task(s) and situations for which AI is being evaluated and considered for use. It is the responsibility of the AI user to determine:

  • if AI is authorized for use; Authorization refers to institutionally approved tools and systems, not individual or consumer-grade AI platforms (i.e., publicly available AI tools accessed through personal accounts that have not been reviewed or approved by the institution for use with institutional data), and
  • if AI use aligns with course, department, and/or professional AI usage requirements and expectations.

AI must not be used in ways that misrepresent authorship, replace required human reasoning or originality, or undermine the development of essential knowledge or skills. All AI-generated content must comply with copyright laws and SCC’s intellectual property policies and be identified as AI-generated content as required by the use case.

Importance of Human Verification of Review

It is the AI user's responsibility to verify the accuracy of information generated by AI to guard against inaccurate or deceptive information. Additionally, it is the user's responsibility to review AI outputs for bias, including discriminatory or prejudicial language or ideas. Users must be aware that AI tools may produce inaccurate, incomplete, or fabricated outputs (sometimes referred to as “hallucinations”) and should critically evaluate results based on reputable sources and subject matter expertise.

AI Use Across Roles

The following sections identify role-specific expectations for responsible AI use in instructional and professional contexts. Faculty and staff are expected to model appropriate and ethical AI use to set expectations for students and to foster a culture of transparency, critical thinking, and academic honesty in all learning environments.

AI supports a wide range of teaching, learning, and operational functions at SCC. To maintain educational integrity and responsible practice, expectations for ethical AI use apply to all members of the college community. Faculty, staff, and students share responsibility for ensuring that AI enhances human learning, creativity, and judgment, while never replacing or misrepresenting them.

Student Use

Students are expected to use AI tools responsibly, ethically, and as a supportive resource to enhance learning, not as a substitute for the student’s own knowledge, reasoning, or creativity and in accordance with SCC’s Academic Integrity Policy and the guidelines provided in their course syllabus. Students may use AI tools when permitted by their instructor and only in ways consistent with course expectations. Unless explicitly authorized, students must not use AI to generate or complete assignments, assessments, or projects in whole or in part.

All AI-generated material used in any course submission must be clearly cited or acknowledged following the citation guidelines specified by the instructor. Failure to disclose AI use, or submitting AI-generated work as one’s own, constitutes a violation of SCC’s Academic Integrity Policy and will be subject to disciplinary action. Students are encouraged to develop AI literacy skills, use AI tools thoughtfully, and seek clarification from instructors about the acceptable forms of AI use within each course.

Faculty Use

Faculty have a central role in shaping the ethical and effective use of AI in teaching and learning. As such, faculty are encouraged to expand their knowledge of AI and explore available tools to enhance teaching, assessment, and student engagement, while modeling the ethical and transparent use of these tools. AI may be used to support instructional design, lesson planning, learning materials and resource development, assessment, process and administrative improvements, idea generation, feedback, and other applications necessary and related to the faculty role.

Faculty are responsible for determining when and how AI tools may be appropriately integrated into coursework and for clearly communicating those expectations to students. Faculty should emphasize that AI is a supportive resource and not a replacement for critical thinking, originality, or disciplinary expertise.

When using AI for professional or instructional purposes, faculty should:

  • verify the accuracy, fairness, and inclusiveness of AI-generated content;
  • protect student data and adhere to all privacy and intellectual property policies;
  • cite or acknowledge AI contributions transparently when they appear in instructional materials; and
  • continually evaluate how AI use supports learning outcomes and academic integrity.

Faculty are encouraged to consult with the members of the AI Project Team or relevant groups for guidance, examples, or professional development on integrating AI effectively and ethically in teaching and assessment.

Syllabus Statement

Faculty are responsible for developing and including course-specific AI policies in each course syllabus. AI syllabus statements should:

  • describe how AI is utilized and aligns with the course objectives;
  • specify any restrictions or prohibitions on AI usage in the course;
  • list authorized and unauthorized AI tools in the course (if applicable);
  • outline AI attribution and/or citation disclosure expectations and guidelines for any authorized AI contributions;
  • reinforce expectations and process for maintaining academic honesty and integrity;
  • and state disciplinary actions for unauthorized AI use.

Course-specific AI policies should align with all applicable SCC or KCTCS policies, procedures, and guidance.

Staff Use

Staff are encouraged to use AI tools to enhance efficiency, creativity, and service quality in their professional roles in accordance with any supervisory, departmental or divisional expectations for authorized use. AI should serve as supportive aid, not a substitute, for professional judgment, accountability, or decision-making. Staff members are responsible for reviewing and verifying all AI-generated content to ensure accuracy, compliance with institutional policies, and alignment with SCC’s standards of professionalism and confidentiality.

AI use must never involve the disclosure of confidential, proprietary, or personally identifiable information. This Restriction does not apply to institutionally approved AI-enabled systems that are specifically designed and authorized to handle such information in accordance with applicable privacy and security requirements. AI work products created with the assistance of AI must reflect the user’s own professional oversight and integrity. Supervisors are encouraged to discuss the appropriate and authorized use of AI within their departments to ensure consistency, transparency, and ethical use across administrative and operational functions.

Privacy, Data Security, and Confidentiality

Sharing of any confidential or protected information (e.g., personal identification numbers, student information, personal information, financial information, health records, intellectual property, or any other sensitive data) when using AI is prohibited. This prohibition does not apply to institutionally approved AI-enabled systems that are specifically designed to process confidential or protected information (such as advising or student support systems), provided those systems have undergone appropriate legal, security, and data privacy review and comply with all applicable SCC and KCTCS policies.  Existing SCC and KCTCS policies and guidance related to data security, privacy, and confidentiality apply.

AI Literacy, Accessibility, and Training

SCC is committed to building AI literacy among students, faculty, and staff to promote equitable access and understanding of AI tools. SCC will provide ongoing access to training resources, including workshops, tutorials, and self-paced materials, to ensure that all students and employees can meet learning and professional expectations. Faculty requiring or encouraging the use of AI should recognize that not all students may have access to advanced tools or the skills to use them effectively. When AI tools are required for coursework or instructional activities, faculty must ensure that students have access to those tools at no additional cost or provide reasonable alternatives that allow all students to participate effectively.

Prohibited Uses

The use of AI for harassment, discrimination, generating false, misleading, or deceptive materials, or violating federal, state, local, or institutional laws, regulations, and/or policies is strictly prohibited. AI tools must not be used to produce fraudulent credentials, falsify institutional records, or circumvent academic integrity expectations. Use of AI to process, transmit, or store confidential student, personal, administrative, or financial data outside institutionally approved systems is also prohibited.

Violations and Enforcement

Violations of this policy that involve misrepresentation or unauthorized AI use are considered breaches of SCC’s Academic Integrity Policy and will follow existing academic integrity review procedures. Violations may result in disciplinary action, including but not limited to, academic penalties for students (e.g., failing an assignment) or professional consequences for faculty and staff, in accordance with SCC’s academic integrity, technology use, privacy policies (see Related Policies) and KCTCS guidance related to AI.

Reporting Misuse

Suspected misuse of AI should be reported through existing institutional processes and procedures:

  • Students: to the instructor or Dean in accordance with SCC’s Academic Integrity Policy.
  • Faculty or Staff: to their immediate supervisor or the Office of Human Resources.
  • Institutional or operational concerns: to the Vice President of Institutional Effectiveness or the AI Project Team.

Compliance, Oversight, & Review

To ensure the consistent, ethical, and effective application of this procedure, an AI Project Team, comprised of broad-based representation from across the college community, will provide ongoing oversight. This group will:

  • review and recommend revisions to this procedure as AI technologies evolve;
  • monitor the ethical, academic, and operational impacts of AI use;
  • coordinate professional development to promote responsible AI literacy; and
  • serve as a consultative body for questions or concerns related to AI use in teaching, learning, or administrative functions.

The procedure will be reviewed as part of SCC’s standard institutional policy/procedure cycle and updated as needed to reflect significant shifts in technology, institutional practice, or KCTCS guidance. Additionally, the AI Project Team may recommend interim revisions at any time if emerging artificial intelligence tools or practices significantly impact existing procedures or ethical standards.

Related Policies, Procedures, & Guidance

The following policies and procedures provide additional guidance and governance related to academic integrity, ethical conduct, data privacy, and technology use at SCC and across KCTCS:

Reviewed: Review date(s)