Last updated Nov 25, 2025
1. What AI tools are recommended for use at NCSSM?
NCSSM ITS recommends using Google Gemini and other Google AI apps (like NotebookLM) with your NCSSM account for all educational and business needs. These tools are protected by default:
Data entered is not used to train models
No human review by Google
Fully supported by ITS
For meeting transcription, use Zoom AI Companion (available to all faculty and staff with a Zoom license).
More info:
https://ncssm.atlassian.net/wiki/spaces/ITS/pages/1800011778
https://ncssm.atlassian.net/wiki/spaces/ITS/pages/2353856513
https://ncssm.atlassian.net/wiki/spaces/ITS/blog/2024/11/22/2001010689
2. What are the key data privacy and security rules?
Never enter sensitive institutional data (student, employee, business, or financial data) into public AI tools.
Only use AI tools approved and supported by ITS for handling any internal or confidential information.
If you wish to use a new AI tool or integrate AI with institutional data, contact ITS for review and approval.
3. Can I use AI detection tools to check for AI-generated content?
No. AI detection tools are not recommended at NCSSM due to high rates of false positives/negatives and potential bias. They cannot be used as evidence for conduct or discipline. Use a holistic approach to academic integrity instead.
4. What are the academic guidelines for students and faculty?
AI is not permitted for assignments unless specifically allowed by the instructor.
Instructors must clearly communicate permitted uses in syllabi or on assessments.
When allowed, students must cite all AI-generated content and are responsible for its accuracy.
If unsure, students should ask their instructor for clarification.
Student and faculty guidance:
5. What should I do if I have questions or want to use a new AI tool?
Contact ITS for any questions about AI tools, software, or services, especially if they involve institutional data or are not already approved.
6. What does data storage, retention, and access look like for supported AI tools?
NCSSM has specific agreements and configurations with our supported AI tool providers to protect school data and user privacy. A primary protection is that your data is not used to train the providers' public AI models.
Here is a breakdown of data handling for each specific tool when you are logged in with your NCSSM account: https://ncssm.atlassian.net/wiki/spaces/ITS/pages/2575499268
7. Where can I find the full guidelines?
Summary:
Use only approved AI tools (Gemini, NotebookLM, Zoom AI Companion), protect sensitive data, avoid unreliable AI detection tools, follow academic integrity guidelines, and contact ITS with any questions.