The purpose of this policy is to outline the use of AI Bot Note Takers during Zoom meetings at Parami University for both students and staff, specifying the permissible contexts for utilization.

Scope

This is an administrative policy applicable to all members of Parami University, including students and staff, participating in Zoom meetings.

Referenced Laws, Regulations, and/or Policies 

This is the University policy. 

Compliance/Policy Statement 

For Students:

• Students are permitted to employ AI Bot Note Takers for the purpose of documenting extracurricular activities and students' club activities.

• However, the use of AI Bot Note Takers during regular class sessions is strictly prohibited.

For Staff:

• Staff members may use AI Bot Note Takers during meetings, subject to approval from their respective supervisors.

• It is advisable to exercise caution and discretion when considering the use of AI Bot Note Takers in confidential meetings.

For Both Students and Staff:

• All users intending to bring AI Bot Note Takers to a Zoom meeting must provide advanced notice to all meeting participants at least 24 hours in advance. This notification ensures transparency and allows participants to prepare accordingly.

Data Privacy and Security:

All users of AI Bot Note Takers are responsible for ensuring the security and privacy of any data captured during Zoom meetings. Confidential or sensitive information should not be recorded.

Accessibility Considerations:

Parami University is committed to ensuring accessibility for all participants in Zoom meetings. Users are encouraged to make provisions for accommodating participants with accessibility needs and to ensure that AI Bot Note Takers do not hinder accessibility.

Supervisory Oversight:

Supervisors granting permission for staff members to use AI Bot Note Takers in meetings should assess the relevance and necessity of their use, considering the meeting's objectives and potential impact on participants.

Recording Notifications:

In accordance with applicable laws and regulations, all participants using AI Bot Note Takers must notify others of the recording at the beginning of the meeting, ensuring that those uncomfortable with recording have the opportunity to voice their concerns.

Ethical Usage:

Users of AI Bot Note Takers must adhere to ethical guidelines, refraining from using these tools for any malicious or disruptive purposes, including but not limited to recording meetings without consent or using recorded information for unauthorized purposes.

Compliance Oversight:

The University may periodically review AI Bot Note Taker usage to ensure compliance with this policy. Non-compliance may result in appropriate actions, including but not limited to warnings, access restriction, or disciplinary measures.

Policy Updates:

This policy will be subject to updates and revisions as technology evolves and new ethical, legal, or security considerations emerge. Users are encouraged to stay informed about any policy changes.

Reporting Incidents:

Any concerns, incidents, or violations related to the use of AI Bot Note Takers should be promptly reported to the University's IT department or relevant authorities for investigation and resolution.

Review

The Administration is responsible for ensuring compliance with this policy in various offices of the University. 

Date