NOTE: These are living guidelines and are continuously updated as new information is received. All information is subject to change. These guidelines were last updated on February 12, 2025. 

AI technologies have a profound impact on education, research, and the daily lives of the students, faculty, and staff at Ball State University. While we are optimistic about AI, we understand that these technologies bring their own sets of challenges and must be appropriately addressed.

As Cardinals, we are committed to fostering an ethical approach to AI that aligns with our enduring values:  

  • Innovation. We commit to responsible AI experimentation and implementation to enhance creativity, learning, and research. 

  • Courage. We commit to willingly exploring the possibilities within AI while also addressing potential ethical challenges and risks. 

  • Integrity. We commit to upholding human creativity and critical thinking with our AI usage, avoiding misuse. 

  • Inclusiveness. We commit to developing and using AI in accessible and equitable ways, designing and testing with safety as a priority. 

  • Social responsibility. We commit to minimizing harm, maintaining rigorous standards, and prioritizing ethical considerations when using AI. 

  • Gratitude. We commit to valuing collaboration and appreciating the ethical guidelines that shape responsible AI use. 

Our principles and values show our commitment to responsible and impactful AI usage. We believe in diverse ethical approaches to human relationships with AI. As a starting point for your intellectual and ethical exploration, we present:  

  • Digital Humanism: This perspective emphasizes the role of digital technologies in enriching human experiences and upholding our core values. As we integrate AI, our goal is to enhance human potential and interaction, not replace it. 

  • Post-Humanism: Post-humanism considers how human identity and agency might evolve with advanced technologies. It invites us to rethink traditional boundaries and explore what it means to be human in an AI-driven world. 

  • Trans-Humanism: This approach promotes using AI and other technologies to extend human capacities and overcome limitations. While offering exciting possibilities, it also challenges us to carefully weigh the ethical implications of pushing beyond natural human boundaries. 

Ball State students, faculty, and staff are highly encouraged to use University-approved AI tools. 

Before purchasing any AI tools or services that are not from the University or its partners, please submit a request to the Technology HelpDesk or call 765-285-1517 to discuss your intended use of these software.

Do not input confidential Ball State information into public AI tools that are not approved by the University. 

This includes personally identifiable information, financial records, academic records, legal documents and contracts, health and counseling records protected by HIPAA or FERPA, unpublished or proprietary research, grant proposals and funding agreements, disability accommodations and support services, employment contracts, financial contributions, passwords and access credentials, network security configurations, confidential portals, software and data encryption keys, and any other information that is not freely available to the public. 

Data retention refers to how long AI systems store user data, including inputs, outputs, and metadata. Retained data is used for processing, training, and improving AI models so you can use AI tools with enhanced accuracy and improved performance. 

Retention periods of AI tools vary depending on complexity of use. Some tools retain data only temporarily for processing, while others store it longer to ensure improvements or compliance. It is important to keep in mind that external AI tools, like Gemini and ChatGPT, may store your data. Ball State is not responsible for any personal data stored on external AI tools. 

Ball State’s custom created, in-house AI tools do not use your data to train or teach models, and we do not sell your data. Cardinal DocuQuery only stores your data to preserve your chat histories so you can reference them when needed. If you delete your chats in Cardinal DocuQuery, your data will be completely deleted from Ball State’s system. All GrantsAI and CloudLab data is controlled by you, the user. 

If you have concerns or questions about data retention, contact The Digital Corps at digitalcorps@bsu.edu.

Ball State University is dedicated to creating a future where AI positively impacts both society and the planet. We understand the energy consumption and resource demands inflicted by AI, and are committed to following the lead of our partner, Google, as they navigate this evolving landscape. 

Google’s transparency and dedication to environmentally responsible practices will allow us to advance university-wide AI solutions while mitigating some of its environmental footprint. To learn more about Google’s environmental strategy and its continued goal of responsibly managing the resource consumption of AI, read their latest environmental report.

In addition, we affirm our commitment to the university’s larger sustainability goals. We will incorporate environmental principles and environmentally responsible practices as fundamental and integrated components of our AI efforts. To learn more about Ball State’s fundamental sustainability principles, read the University’s official statement. 

If AI is used in academic research, it must be appropriately cited following MLA, APA, or Chicago style guidelines.

At Ball State, we recommend being upfront about AI usage when creating draft documents, emails, records, and files with the following citation process: 

This document contains AI content from [PLATFORM] [MODEL] generated on [DATE]. AI was used to [INTENT]. 

For example: 

This document contains AI content from Gemini 2.0 Flash generated on January 1, 2026. AI was used to create an initial list of talking points for the speaker. 

Please remember that using AI tools to complete assignments and claiming it as your own work is a direct violation of Ball State’s Academic Integrity Policy. Faculty are required to report violations to the Office of the Vice Provost for Academic Affairs. 

Our commitment to ethical AI usage extends beyond implementation. We aim to foster ongoing critical reflection. You can download a set of reflection questions is designed to encourage you to think about the broader impact of your AI projects to ensure your usage is socially and environmentally responsible.

Download the AI Impact Reflection Questions