Introduction
Undeb Aberystwyth is committed to fostering an innovative, inclusive working environment where employees are empowered to use Artificial Intelligence (AI) responsibly and effectively. AI can enhance productivity and creativity, but it is a tool, not a substitute for human judgement, expertise, or accountability.
All employees may encounter AI in some form. It is therefore essential that everyone understands both the potential and limitations of AI, and uses it in a way that reflects our organisational values, behavioural expectations, and commitment to fairness, transparency, and data protection.
Scope
This policy applies to all employees of Undeb Aberystwyth.
Principles
AI can support and enhance our work when used thoughtfully. Our aim is to provide clear guidance that enables employees to make informed, ethical decisions about AI use.
We will:
- Encourage responsible AI use: AI should support work, not replace professional judgement, expertise, or empathy.
- Promote transparency: Employees should be open about when and how AI has been used, including the data provided and how outputs have been validated.
- Mitigate bias and ensure fairness: AI outputs should be checked for potential bias or unintended discrimination.
- Protect data and confidentiality: AI must not be used in ways that compromise personal, sensitive, or organisational information.
- Support managers and teams: Managers should guide their teams on safe AI use and encourage innovation within appropriate boundaries.
- Enable ongoing learning: Employees are encouraged to stay informed about AI developments, share good practice, and experiment responsibly.
- Consider the impact of AI use on the environment
Artificial Intelligence (AI)
Systems that perform tasks typically requiring human intelligence, such as generating text or images, analysing data, or making predictions.
AI Tools
Application
s or platforms that use AI to generate outputs. Examples include language models, code generators, predictive analytics tools, and automated decision‑making systems.
Employee Responsibilities
Employees are expected to:
- Understand the AI tools they choose to use.
- Apply professional judgement when interpreting AI outputs.
- Ensure outputs are accurate, fair, and aligned with organisational values.
- Protect confidential or proprietary information and avoid sharing it with external AI platforms.
- Report concerns about AI misuse, unexpected outputs, or ethical issues to their manager.
Manager Responsibilities
Managers should:
- Encourage open discussion about AI use.
- Provide guidance on safe and responsible AI practices.
- Consider how AI can support team performance without replacing human decision‑making.
- Support team members in understanding risks such as bias, data protection, and inappropriate use.
- Seek advice from People & Wellbeing or other experts when needed.
Safe, Responsible, Sustainable, and Transparent Use
Employees should:
- Use AI as a support tool, not a sole decision‑maker.
- Ensure that AI is not used needlessly where it is not going to make activity more accessible or reasonably enhance quality or capacity of activity
- Carefully check and validate AI outputs before acting on them or including them.
- Be transparent about AI involvement in work tasks. Where possible we should use real photographs and examples but in the rare cases where AI images are developed using AI tools these should be labelled transparently.
- Avoid entering personal, sensitive, or confidential information into AI tools that are not secure.
- Apply critical thinking to identify potential errors, bias, or gaps in AI outputs.
Use of Microsoft Copilot
Aberystwyth University provides access to Microsoft Copilot with enhanced security and Enterprise Data Protection. Where AI is used for work involving university systems or confidential information, employees should use Copilot while signed in with their AU credentials. Public AI tools must not be used for personal, sensitive, or confidential data.
Workplace Supports
To support responsible AI use, Undeb Aberystwyth will:
- Provide training, guidance, and resources on AI tools and best practice.
- Maintain internal discussions for updates on AI developments and ethical considerations.
- Include AI use in ongoing discussions about innovation, productivity, and wellbeing.
Improper Use
Improper or unsafe use of AI, including sharing confidential information, generating harmful content, or relying on AI outputs without appropriate validation, will be managed in line with existing performance and conduct policies.
Security, Monitoring, and Audit
The organisation is committed to safe and secure AI use. AI activity may be monitored, sampled, or audited where necessary to protect data, maintain reputation, and ensure regulatory compliance.
Raising Concerns
Employees who have concerns about AI use, bias, or ethical implications should raise them with their line manager or through existing grievance or whistleblowing procedures.
Evolving practice
AI is rapidly evolving. This policy will be reviewed regularly to reflect technological developments, emerging best practice, and organisational experience. Employees are encouraged to stay informed, experiment responsibly, and contribute to continuous improvement.
Conclusion
This policy outlines Undeb Aberystwyth’s expectations for responsible AI use. By combining guidance, oversight, and employee empowerment, we aim to harness AI to enhance our work while maintaining high standards of professionalism, fairness, and accountability.
Approved by Trustee Board in June 2026