Georgia Institute of Technology

2.2.1 Accessing AI Tools For work in academic and research contexts, GT community members should use AI tools that are either an (1) Institutionally Approved AI Tool or a (2) Limited Use AI Tool as designated by a Local AI Point of Contact. GT community members can find approved tools (https://oit.gatech.edu/governance/ai/) and the process for requesting tool approval may be found (https://oit.gatech.edu/governance/ai/). Please note that use of an approved AI tool must remain within its approved scope and for its intended, approved purpose. A student’s use of free or personally licensed AI Tools in academic and research contexts must be consistent with this policy and accompanying guidance. Institute review, approval, and inclusion in the Institute or a Local AI Registry are not required for a student’s personal use of free or personally licensed AI Tools with their own data.

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2.2.2 Safeguarding Protected Data and Personally Identifiable Information (PII) Consistent with other Georgia Tech policies and legal requirements, GT community members should safeguard any information that includes personally identifiable information (PII) or is categorized by the Institute as Protected Data. GT community members must not submit any data categorized by the Institute as Protected Data or any data including personally identifiable information (PII) that can directly or indirectly identify another individual (for example, the combination of major, GPA, and academic term) into an AI tool unless it is an approved scope for an approved AI Tool. Even when using institutionally approved tools, GT community members must adequately safeguard this data from improper disclosure. Further discussion of safeguarding protected data and personally identifiable information (PII) may be found in the Guidance on the Use of AI in Academic and Research Contexts.

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2.2.6 AI in Academic Instruction The Center for Teaching and Learning provides guidance and sample language to support instructors in communicating expectations regarding AI use. Instructors should provide students with clear guidance about permissible and impermissible uses of AI in their courses and assignments. Instructors should refer to Section VI.I.1 of the current Georgia Tech Catalog for requirements regarding syllabus content describing acceptable student conduct as it relates to the use of AI. Before instructors may use AI outputs to inform grades, provide formal feedback, or create any official record, instructors should use Human Oversight to verify the appropriateness and correctness of the use.

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2.2.5 Disclosure of AI Use GT community members using AI tools in their academic, scholarly, and research products may need to disclose that AI has been used in their creation. The magnitude of the AI use and significance of the work product are factors to determine the necessity and appropriateness of a disclosure. GT community members should not create the impression that output generated by AI tools is their own. GT community members should cite any quotations, paraphrasing, or ideas derived from AI tools. Failing to do so may be considered a violation of the Academic Honor Code or another’s IP rights, or it may be considered scientific or scholarly misconduct. Disclosure is discussed more fully in the accompanying Guidance for the Use of AI in Academic and Research Contexts. For more information on academic integrity, GT community members should refer to the Academic Honor Code and resources maintained by the Office of Student Integrity. For more information on research integrity, GT community members should refer to the Faculty Handbook provisions governing Scientific or Scholarly Misconduct and resources for the responsible conduct of research maintained by the Office of Research Integrity Assurance and the Office of Graduate and Postdoctoral Education.

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Throughout the Conduct Process, the Respondent, as party to the proceedings, is granted the following rights: to seek information from a Student Conduct Administrator and/or Investigator; to be informed of the charge(s) and alleged misconduct upon which the charge is based; to be informed of the Information upon which a charge is based and afforded an opportunity to offer a relevant response; to use an Advisor; to remain silent with no inference of responsibility drawn; to call and question relevant Witnesses; to present Information in his/her behalf; to be considered not responsible until proven responsible by a Preponderance of the Evidence; to be informed of the outcome of the disciplinary proceeding in writing; to appeal the decision; to waive any of the above rights; and to have resolution of the case within a reasonable time.

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In determining the severity of sanctions or corrective actions the following should be considered: the frequency, severity, and/or nature of the offense, history of past conduct, a Respondent’s willingness to accept responsibility, previous institutional response to similar conduct, strength of the evidence, and the wellbeing of the Institute community. The Institute will determine sanctions and issue notice of the same, as outlined above. 1. Sanction Descriptions Disciplinary Warning A disciplinary warning is a formal written notice that the Student, Group, or RSO has violated the Student Code of Conduct and that further violations may result in more serious disciplinary action. Students, Groups, or RSOs who receive a disciplinary warning are still considered in good standing with the Institute. Disciplinary Probation Disciplinary probation means there is a specified time period during which the Student, Group, or RSO is considered not in good standing with the Institute. Further violations during that time period may result in more serious disciplinary action, up to and including expulsion from the Institute. Suspension

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Suspension means a Student, Group, or RSO has been found responsible for violating the Institute’s Policy. Suspension is separation of the Student from the Institute for a specified period of time, after which the Student is eligible to return. Conditions for readmission may be specified by OSI or the Associate Vice President for Student Life & Dean of Students. A suspended Student shall immediately leave campus and may not re-enter campus without prior approval from the Associate Vice President for Student Life & Dean of Students. Students on suspension are not permitted to enroll in classes at the Institute during their suspension. OSI will determine when the Respondent has met the requirements for readmission. For an RSO, the Institute will withdraw recognition for the duration of the suspension. Any further disciplinary violation may result in disciplinary action up to and including Expulsion. Expulsion Expulsion means a Student, Group, or RSO has been found responsible for violating the Institute’s Policy. Expulsion is permanent separation and termination of the Respondent’s status as a Georgia Tech Student, and exclusion from Institute Premises, privileges, and activities. For an RSO, the Institute permanently withdraws recognition. For suspension and expulsion, the Institute must articulate, in its written decision, the Substantial Evidence relied upon in determining that suspension or expulsion were appropriate. 2. Supplementary Requirements Fine: A monetary penalty paid to the Institute. Grade Change: Change of grade for the course and/or coursework in which the academic misconduct occurred. Programmatic Requirements: Required completion of designated educational programs (e.g., alcohol, community issues, anger management, assessments, etc.).

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1. Reasons for Appeal The appeal process is not intended to grant a new hearing at a higher level. An appeal shall be limited to a review of the record of the initial hearing, supporting documents, and the Respondent’s written appeal. The Respondent must explicitly state why he or she believes an appeal is warranted. Appeals will be considered only for the following reasons: a. to consider new information, sufficient to alter the decision, or other relevant facts not brought out in the original hearing (or appeal), because such information was not known or knowable to the person appealing during the time of the hearing (or appeal); b. to allege a procedural error within the hearing process that may have substantially impacted the fairness of the hearing (or appeal), including but not limited to whether any hearing questions were improperly excluded or whether the decision was tainted by a conflict of interest or bias by the Title IX Coordinator, Conduct Officer, investigator(s), or decision maker(s); or c. to allege that the finding was inconsistent with the weight of the information. 2. Process a. Effective date of sanctions If a case is appealed, sanctions are not imposed while the appeal is pending unless the welfare of a person or the community is threatened. Sanctions will be imposed if an appeal is not filed, the deadline for an appeal passes, or when an appeal decision has been finalized. b. Appeal to the Associate Vice President for Student Life & Dean of Students The appeal must be made in writing and must set forth one or more of the bases outlined above and must be submitted within five (5) Business Days of the date of the final written decision.

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The appeal shall be a review of the record only, and no new meeting with the Respondent or the Reporter will be held. The Associate Vice President for Student Life & Dean of Students, or their designee, may affirm the original finding and sanction; affirm the original finding but issue a new sanction of greater or lesser severity; remand the case back to the decision-maker to correct a procedural or factual defect; or reverse or dismiss the case if there was a procedural or factual defect that cannot be remedied by remand. The Associate Vice President for Student Life & Dean of Students or their designee shall then issue a decision in writing to the Respondent within a reasonable time period, ordinarily ten (10) Business Days. This is the final decision of the Institute, unless the sanction is suspension or expulsion.

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The Associate Vice President for Student Life & Dean of Students or their designee shall then issue a decision in writing to the Respondent within a reasonable time period, ordinarily ten (10) Business Days. This is the final decision of the Institute, unless the sanction is suspension or expulsion. In cases where the Respondent has been expelled or suspended, the decision of the Associate Vice President for Student Life & Dean of Students may be appealed to the President or their designee solely on the three grounds set forth above. c. Appeal to the President The appeal to the President or their designee must be made in writing, must set forth one or more of the bases outlined above, and must be submitted within five (5) Business Days of the date of the final written decision by the Associate Vice President for Student Life & Dean of Students. The President’s designee shall normally be the Vice President for Student Engagement and Well-Being, unless there is a conflict of interest or the Vice President for Student Engagement and Well-Being is otherwise unavailable. The appeal shall be a review of the record only, and no new meeting with the Respondent or the Reporter (where applicable) will be held. The President or their designee may affirm the original finding and sanction; affirm the original finding but issue a new sanction of greater or lesser severity, remand the case back to any lower decision maker to correct a procedural or factual defect; or reverse or dismiss the case if there was a procedural or factual defect that cannot be remedied by remand. The President or their designee's decision shall be issued in writing to the parties within a reasonable time period, ordinarily within ten (10) Business Days. The President or their designee's decision shall be the final decision of the Institute.

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a. Effective date of sanctions If a case is appealed, sanctions are not imposed while the appeal is pending unless the welfare of a person or the community is threatened. Sanctions will be imposed if an appeal is not filed, the deadline for an appeal passes, or when an appeal decision has been finalized.

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“Advisor” refers to an individual, chosen by the Respondent or the Reporter (where applicable), who assist a Respondent or the Reporter with the Conduct Process. The Respondent and the Reporter have the right to use an Advisor (who may or may not be an attorney) of their choosing, and at their own expense, for the express purpose of providing advice and counsel. The Advisor may be present during meetings and proceedings of the investigatory and/or resolution process at which the advisee is present. The Advisor may advise the advisee in any manner, including providing questions, suggestions, and guidance on responses to any questions asked of the advisee, but shall not participate directly during the investigation and/or resolution process unless it is a Title IX proceeding.

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