University AI Policy

Guidelines for Educators:

The Faculty is committed to academic freedom and respects the diversity of teaching and assessment methods in its training programmes and subjects. In all cases, the use of AI systems is determined by the requirements of the course or subject, in accordance with university regulations and ethical standards.

The course coordinator (or course instructor) is responsible for determining whether the use of AI systems is partially or fully permitted or prohibited in the fulfilment of course requirements; this must be indicated in the course syllabus in the Neptun system². If permitted, the course syllabus must specify in detail which types of AI systems and which of their functions are permitted during the completion of the course and the preparation of student work².

Regardless of their position on the use of AI, the primary task of instructors remains to require students to use various AI tools ethically and responsibly so that these tools can effectively support learning processes and the development of independent problem-solving skills.

Instructors are obliged to use AI systems in a transparent, ethical and responsible manner during the teaching process. The AI tools used by teachers cannot replace the transfer of professional content; they can only play a complementary, supporting role. It is the teacher's responsibility to make it clear to students how and for what purposes AI is used in teaching (e.g. curriculum development, illustration, generation of exercises) and to ensure that the content created by AI meets professional and ethical standards.

Guidelines for Students:

Students are allowed to use AI and similar technologies in specific cases³. However, in all cases, students should check whether the use of AI systems is permitted in the situation and should take into account any restrictions on use³.

When using AI systems, students should be aware of the limitations of the technology and adhere to the recommended use, in particular to ensure that:

• Data security: students must not upload confidential or encrypted data, including non-public research data, to AI systems. Generative AI systems do not treat uploaded information as confidential by default, and as a result, protected or sensitive data may become accessible to unauthorised persons.

• Responsibility: Students are responsible for all content they create or publish, even content created with the help of AI, if they use it in their work.

• Correct citation and referencing: as stipulated in other university and faculty regulations – in particular the Regulation and the Code of Ethics – students are required to reference the use of AI systems appropriately. Failure to do so constitutes plagiarism and will be subject to appropriate disciplinary action. If a student uses content generated by AI in their written work, they must reference it as text created by AI, in accordance with Annex 14 of the Regulation.

In the case of essays and academic writing (e.g. research reports, theses, portfolios, doctoral dissertations, DLAs), the student must include a statement indicating which AI systems were used in the work, which functions were used, and how and for what purpose. To make this declaration, please complete Appendix 4 to this Directive. The purpose of the declaration is to ensure that academic and professional integrity is maintained in a transparent and verifiable manner, to ensure that the student uses the AI in a conscious and responsible manner and to confirm the verifiability of independent intellectual performance.

² Appendix 2 builds on the content set out in the university guidelines and provides recommendations for the formulation of requirements that can be included in course descriptions.

³ Appendix 3 recommends the use of the recommended citation method.

The emergence of AI systems offers new opportunities for research, but their use also has limitations, such as the question of the acceptability of content created by AI. Researchers must therefore take into account not only personal but also institutional and organisational considerations when using the technology, as they also represent the interests of the university through their institutional affiliation.

In all cases, researchers assume sole responsibility for their scientific output. They are critical of the integrity of the scientific content generated through the use of AI systems. They are aware of their limitations, such as biases, hallucinations and inaccuracies. AI systems are neither authors nor co-authors.

The use of AI systems should be transparent. In the interests of transparency, researchers should indicate in their publications and scientific papers which AI systems were used in the research, for example in the methodology section (or equivalent), with a responsible assessment of the extent of the contribution.

When using AI, researchers should pay attention to issues of privacy, confidentiality and intellectual property rights (do not share sensitive or proprietary information with AI systems). Researchers should bear in mind that the input generated or uploaded (text, data, queries, images, etc.) can be used for other purposes, so they should not upload unpublished work or work containing sensitive information (e.g. documents not published by themselves or others) to AI systems. Researchers should take care not to disclose third party personal data to external AI systems.

Researchers should pay particular attention to avoiding plagiarism when using the outputs of AI systems, whether written, visual or other content. Researchers should respect the authorship of others and acknowledge the work used. AI should be used as a support tool and not as a substitute for the researcher's own intellectual contribution to scientific results.

It is the responsibility of researchers to continuously study and learn about the development of AI systems in order to maximise their benefits and new uses.

The use of AI in research should follow relevant ethical standards, data management principles, disclosure guidelines and collaboration protocols.

Various AI systems can be used to streamline administrative processes, such as report writing, generation or scheduling, provided that they comply with institutional data security standards. Outputs generated by AI must be reviewed and validated by staff to ensure accuracy and suitability for purpose.

In accordance with data protection and information security regulations, the use of AI is not permitted for automated decision-making that affects students' results, for processing sensitive personal data or uploading other sensitive data, for critical decisions that replace human judgement, or for handling matters containing confidential information.

Acquisition or adoption of AI systems for administrative purposes must be approved by the University's IT systems and data protection unit.

Inappropriate use of AI, failure to report its use, violation of course-specific rules, or compromising data security constitutes a violation of academic or professional integrity.

Failure to comply with these guidelines will be governed by the Code of Ethics of the Faculty.

Final Provisions:

This Policy shall enter into force on 10 September 2025, with the first application in the academic year 2025/2026.

This Policy will be reviewed by the Faculty at regular intervals in the light of the rapid technological development of AI systems and the evolving public perception of AI.