How SDU puts its AI policy into practice

Artificial intelligence has become an integral part of research, teaching and administration. With a common AI policy, SDU has established the overarching principles governing how the technology may be used at the university.

For Bue Raun Andersen, Head of IT and Digitalisation, it is about SDU itself taking a position on the role of the technology.

– The question is no longer whether artificial intelligence will transform the academic world or us as an institution. The question is how we choose to shape that change. The possibilities offered by the technology should not, in themselves, define what we use it for. That is why we need a common framework based on our values and requirements for academic quality, ethics, and security, he says.

The policy applies to both staff and students. It is based on SDU’s AI Code of Conduct and principles relating to, amongst other things, academic quality, transparency, ethics and data protection. At the same time, it clarifies responsibilities and sets out a framework for the use of AI across the university.

Based on this policy, specific guidelines can be drawn up for systems and areas of work. SDU already has a guideline for Microsoft Copilot Premium, which describes the types of tasks the AI assistant may be used for and the conditions that apply.

Academic judgement is crucial

A key principle is that the use of AI must support academic judgement. Responsibility for assessments and results remains with the people using the technology.

This also applies to systems approved by SDU. The University’s agreements and security requirements set out the framework for use, whilst the professional assessment depends on the specific task.

– AI cannot take over professional responsibility, make management decisions, or replace academic judgement. Human assessment is the cornerstone of all use of artificial intelligence. As an institution, we will provide secure tools and ensure that staff have the necessary skills and understand the framework for using them, says Bue Raun Andersen.

Copilot is integrated into SDU’s existing systems

SDU has chosen Copilot as a cornerstone of its work with the university’s business data because the AI assistant is integrated into Microsoft 365, where staff already write documents, manage emails and collaborate with colleagues. Its use is therefore covered by SDU’s existing agreements with Microsoft and its security and data protection frameworks, with new risk and impact assessments supplementing these frameworks.

Copilot is available both as a chat function and in an extended version with a premium licence. Copilot Premium has AI features integrated into Outlook, Teams, Word, Excel and PowerPoint, amongst others. The assistant can draw on documents, emails and meeting content to which the employee has access in Microsoft 365, and help to find information, summarise and analyse material, and create new content.

Before using the assistant, you should therefore review the documents and sharing permissions for which you are responsible. This is intended, amongst other things, to prevent outdated documents from being included in responses, or information from becoming accessible to unauthorised persons.

Guidance on reviewing documents and access rights is available on SDUnet. The All about Copilot page also features the compulsory module ‘Responsible use of AI’, which staff must complete before using Copilot Premium.

Learning must be linked to work

Staff members’ needs for AI skills vary according to their roles and experience. Around 900 staff members have taken part in SDU IT’s courses on AI skills and Copilot.

– The skills development programme also includes a discussion on ethics, values and security. It is important that we discuss the use of AI and the questions it raises. The aim is for staff to be familiar with the framework and to feel confident about using AI actively and responsibly in their work, says Bue Raun Andersen.

In November, SDU IT is running courses on ‘Basic AI’, ‘Advanced AI’ and ‘Ready, Steady, Copilot!’. The courses will continue into the new year.

See registration details and upcoming sessions in SDU’s course outline

The basic course is also available in a shorter online version in Danish and English, which staff can complete at their own pace. Here, they can, amongst other things, practise formulating instructions for AI and critically evaluating responses.

Teams and departments can contact the AI Hub at aihub@sdu.dk regarding learning programmes tailored to their tasks.

Experience will shape future development

The policy will be revised as technology, legislation and SDU’s experience evolve. For Bue Raun Andersen, the benefits must first and foremost be evident in the university’s operations.

– It must be clear that AI contributes to the quality of our work. AI must create new opportunities in research, education and administration, whilst ensuring we maintain control over security, ethics and accountability. The policy must make it easier to use AI.