George Mason University is committed to protecting university data and ensuring compliance with institutional and state policies. To uphold these standards, the use of AI-based transcription and summarization tools for university business is limited to approved solutions only.
Currently Approved Tools
- Zoom AI Companion
- Microsoft Teams AI Notes (limited licenses assigned for Accessibility purposes)
Why This Matters
Meeting hosts using these tools are responsible for:
- Informing attendees about AI functions during meetings.
- Reviewing AI-generated content for accuracy before sharing or storing.
- Informing attendees about AI functions during meetings.
- Reviewing AI-generated content for accuracy before sharing or storing.
Unapproved tools, such as ReadAI,OtterAI, and similar services, pose significant risks to data privacy, security, and compliance. When university information is processed by tools without a contractual relationship with George Mason, it falls outside the safeguards the university provides to protect sensitive data.
Approved tools have been vetted to ensure they meet George Mason’s standards for security and compliance.
Policy Foundations
This guidance aligns with:
- University Policy Number 1301: Responsible Use of Computing Policy
- ITS AI Toolkit
- Virginia IT Agency AI FAQs
- Additional records management policies that are applicable are listed at https://recordsmanagement.gmu.edu/records-policies/
What You Should Do
- Review the ITS AI Toolkit for guidance on approved tools and best practices.
- Do not upload or share university data with any AI service—including transcription or summarization—unless it is explicitly approved.
- Contact ITS Support if you have questions or need assistance identifying approved solutions.
By following these guidelines, the university community helps maintain the integrity and security of university data, records, and information systems while responsibly leveraging AI technologies.