Data Usage Guide

This guide outlines how to use artificial intelligence (AI) tools at BYU-Idaho in compliance with AI Acceptable Use Policies and Data Usage Guidelines.

Step 1: Is the AI Tool Approved?

Is the AI tool you plan to use approved by the AI Committee? See Approved Tools for a current list of approved AI tools.

Unapproved AI tools may be used only if no private or institutional data is involved. Be cautious—unknown tools can pose security risks, especially when linked to your BYUI account.

Yes

Proceed to Step 2

Submit a request for approval.

Step 2: What type of data will you put into the AI tool?

See the CES Data Classification Policy for more information.

AI Data Use Cards

Public Data

Any data that can be found publicly on the web or can reasonably be accessed without credentials.

Examples: BYU-Idaho public websites, Calendars and Events, Course Catalogs, and Basic Campus Maps.

Result: Go nuts.

Internal or Confidential Data without PII

Any data that you have access to and a reason for using, related to your role within the University.

Examples: Policies and Procedures, Budgets and Financials, Resources and Scheduling, Course Content, Meeting Notes and Recordings, and Deidentified Data (surveys, evals, etc.) with PII removed.

Result: Proceed to Step 3.

Personally Identifiable Information (PII)

Any data that could potentially identify a specific individual, either on its own or when combined with other data.

Examples: Names, Contact Information, Usernames, I-Numbers, Photos of Individuals, and other data that could be used to identify individuals.

Result: Proceed to Step 3.

Restricted

Information of the highest sensitivity where inappropriate loss, changes, or disclosure could have grave consequences to the University or its students.

Examples: Social Security Numbers, Credit Card Numbers, Bank Account Numbers, Passwords, HIPAA-protected data (e.g., medical records).

Result: Restricted data is generally not allowed in AI tools. Contact the AI Committee to explore alternatives.

Step 3: Are you using the authenticated version?

Are you using the BYUI-authenticated version of this tool that prevents AI models from training on the data?
See AI Training to learn how to check.

Yes

Proceed with care. Always log in with your BYUI account to protect private data.

Submit an AI Data Usage Request for approval. The AI Committee will evaluate the use case.

Always Remember

Whenever working with private data, always follow the CES Privacy Principles.
Make sure to comply with intellectual property (IP) guidelines and copyright laws when using AI tools.
AI output can be wrong—verify all results before making important decisions.