{"id":4559,"date":"2025-04-24T14:37:57","date_gmt":"2025-04-24T18:37:57","guid":{"rendered":"https:\/\/www.med.unc.edu\/spo\/?p=4559"},"modified":"2025-04-24T14:52:13","modified_gmt":"2025-04-24T18:52:13","slug":"safe-uses-and-best-practices-of-ai-tools-at-unc","status":"publish","type":"post","link":"https:\/\/www.med.unc.edu\/spo\/2025\/04\/safe-uses-and-best-practices-of-ai-tools-at-unc\/","title":{"rendered":"Safe Uses and Best Practices of AI Tools at UNC"},"content":{"rendered":"

“With great power comes great responsibility.”<\/h2>\n

The letter was sent out by the Office of the CIO <\/a>on April 9, 2025<\/p>\n

This email, provided by the Office of the CIO, addresses questions surrounding artificial intelligence (AI) tools and programs, emphasizing the exclusive use of Microsoft Bing Copilot for institutional activities. It outlines guidelines, precautions, and ethical considerations to ensure secure and responsible use of AI. Topics include data protection protocols, limitations on sensitive data usage, and best practices for integrating AI into work while safeguarding accuracy, integrity, and ethical standards. Resources and training opportunities are provided for a seamless and informed AI experience.<\/p>\n

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Dear Students, Faculty, and Staff,<\/div>\n
<\/div>\n
Many of you continue to raise questions about opportunities and concerns with artificial intelligence tools and programs. This email endeavors to provide practical advice on the use of AI, emphasizing the exclusive use of Microsoft Bing Chat and Copilot, and outlining necessary precautions and considerations for employing other AI tools.<\/div>\n
<\/div>\n
Exclusive Use of Microsoft Bing Copilot<\/b><\/div>\n
Microsoft Bing Copilot is the only Generative AI tool approved for general use. All other AI tools must go through security and data governance review to safeguard institutional data. Do not use personal AI accounts (even personal Microsoft accounts) with university data.<\/div>\n
<\/div>\n
Security and Data Concerns\u202f\u00a0<\/b><\/div>\n
Other GenAI tools lack the same level of security and data protection as Microsoft Copilot due to guardrails in place within our relationship with Microsoft. Our institution is obligated to adhere to strict data privacy regulations and security protocols, particularly when handling sensitive data. Unauthorized use of non-approved AI tools could compromise the confidentiality and integrity of our data.<\/div>\n
AI tools do not change the rules about data. Your obligations under grants, contracts, data use agreements, or other external obligations remain the same. Additionally<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Do not use AI tools for data subject to HIPAA (Health Insurance Portability and Accountability Act) or Tier 3 data which includes social security numbers, credit card information, and other restricted data (more information on data classification can be found here:\u00a0Article – Information Classification …<\/a><\/u><\/b>\u202f\u00a0)<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 While Bing Chat Enterprise has the appropriate safeguards for Tier 1 and Tier 2 data, make sure any external obligation, data management plans, or system security plans allow for the use of this tool. Those obligations would override any \u201csafe for Tier 1 or Tier 2\u201d designation<\/div>\n
Ethical Considerations:<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Do Not Let AI Think FOR You:<\/b>\u00a0AI tools, including Microsoft Copilot, are designed to assist and augment human capabilities, not replace them. It is essential to use AI as a supportive tool rather than relying on it to make decisions or generate content autonomously. Always apply your professional judgment and expertise when interpreting AI-generated outputs<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Check Citations and Accuracy:<\/b>\u202f\u00a0When using AI to assist with research or educational content creation, it is imperative to verify the accuracy of the information provided. Cross-check citations and ensure that the data is reliable and up to date. This practice helps maintain the credibility and integrity of your work<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Bias Awareness:<\/b>\u00a0AI tools can inadvertently reflect biases present in the data they were trained on. Be vigilant about recognizing and mitigating potential biases in AI-generated content<\/div>\n
Using Microsoft Bing Copilot While Logged into Your M365 Account\u202f\u00a0<\/b><\/div>\n
To ensure a secure and efficient experience with Microsoft Copilot, follow these steps to correctly log into your M365 account:<\/div>\n
1.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Open Microsoft Edge<\/div>\n
2.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Go to copilot.microsoft.com<\/a><\/div>\n
3.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Navigate to the “Sign In” option, usually located in the top-right corner of the application window<\/div>\n
4.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Enter your work email address (ONYEN@ad.unc.edu<\/a><\/u>) and click “Next”<\/div>\n
5.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Provide your password and follow any additional authentication steps (e.g., two-factor authentication)<\/div>\n
6.\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Once logged in, access Microsoft Copilot through the designated toolbar or menu within the application. Warning: If you are not signed in, you are using the public Bing Copilot<\/div>\n
Best Practices:<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Be Specific:<\/b>\u00a0When using Bing Chat, be specific in your prompts to get the most accurate and relevant responses.<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Provide Context and Instructions:<\/b>\u00a0Give Copilot some background information and guidance on what you want it to do and how. For example, instead of asking \u201cwrite a summary of this article,\u201d you could ask \u201cwrite a summary of this article in three sentences, highlighting the main point for an audience of biomedical engineering graduate students.\u201d<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Use examples and provide feedback:<\/b>\u00a0Show Copilot some examples of the desired output or format. Reinforce the model by providing feedback on its responses to improve its accuracy.<\/div>\n
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\u00a0Copilot Training and Resources\u202f\u202f\u00a0\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0UNC Provost\u2019s Gen AI Usage Guidelines for Research Community<\/a><\/u><\/b>\u202f\u00a0\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0UNC Provost\u2019s Gen AI Resources for Administration and Staff<\/a><\/u><\/b>\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0UNC Provost’s Gen AI Usage Guidelines Faculty\u00a0<\/a><\/u><\/b>\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0UNC University Libraries Student Guide to Generative AI<\/a><\/u><\/b><\/div>\n
<\/div>\n
\u00a0Consider these resources from LinkedIn Learning and Carolina AI Literacy (available for free to all UNC faculty, staff and students):<\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Get Started with Microsoft Copilot<\/a><\/u><\/b>\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Prompt Engineering: How to Talk to the AIs<\/a><\/u><\/b>\u202f\u00a0\u00a0<\/b><\/div>\n
\u00b7\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0Carolina AI Literacy (unc.edu)<\/a><\/u><\/b>\u00a0<\/b>hosts videos and modules to train University members on how to interact with tools like BCE including writing appropriate prompts.\u202f\u00a0\u00a0This material focuses on the educational mission but is useful to learn how to better interact with Generative AI tools including understanding biases and fact checking.<\/div>\n
The integration of AI tools like Microsoft Copilot presents exciting opportunities. By adhering to the guidelines and best practices outlined in this document, faculty and staff can harness the power of AI while maintaining the highest standards of security, accuracy, and ethical responsibility. Should you have any questions or require further assistance, please do not hesitate to reach out to our IT support team at\u00a0https:\/\/www.med.unc.edu\/it\/<\/a><\/u><\/b>\u00a0\u00a0<\/b><\/div>\n
<\/div>\n
Best Regards,<\/div>\n
<\/div>\n\n\n\n
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Jill Jemison, MBA\u00a0<\/b><\/div>\n
Associate Dean for IT and Chief Information Officer<\/div>\n
University of North Carolina at Chapel Hill\u00a0| School of Medicine IT<\/div>\n
o 919.966.9900 | |\u00a0<\/b>jill_jemison@med.unc.edu<\/a><\/u><\/b>\u00a0<\/b><\/div>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n
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<\/u>help.med.unc.edu<\/a><\/u><\/b><\/div>\n
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