Summary
This guide explains how to safely use AI tools at Bellevue College, including Copilot, Teams AI, and Zoom AI, and outlines restrictions on unapproved AI note‑taking tools.
Body
Audience
Faculty • Staff • Students • Researchers • Instructional Designers
Summary
This guide explains how to safely use AI tools at Bellevue College, including Copilot, Teams AI, and Zoom AI, and outlines restrictions on unapproved AI note‑taking tools.
When You Should Use This Guide
- You use AI for teaching, research, or productivity
- You use Copilot (free or paid)
- You use Teams or Zoom AI features
- You are considering third‑party AI tools
Security Context
AI tools can expose sensitive data if not used properly. Bellevue College supports Copilot, Teams AI, and Zoom AI, but discourages all other meeting note‑taking AI tools due to privacy and FERPA concerns. Additional information can be found on our IT Security Intranet page, Interim AI Guidelines (BC employee log in required).
Step-by-Step Instructions
1. Use College‑Approved AI Tools
Approved:
- Microsoft Copilot (free and paid versions with college login)
- Teams AI features
- Zoom AI Companion
Not approved:
- Third‑party AI note‑taking bots
- Browser‑based AI meeting assistants
- Tools that join meetings as “ghost participants”
2. Protect Student and Research Data
- Do not paste FERPA, Personally Identifiable Information (PII) or confidential data into AI tools
- Use Copilot with sensitivity labels (labels coming soon!)
- Avoid uploading student submissions or research data to external AI platforms
3. Use AI Responsibly in Teaching
- Provide transparency to students
- Review the Provost Office AI Syllabus Guidelines (BC Employee log in required)
- Avoid using AI to evaluate student work unless approved
- Do not store student data in AI chat histories
4. Use AI Safely in Research
- Follow grant and Institutional Review Board (IRB) requirements
- Avoid uploading proprietary or confidential research data
- Use Copilot for summarization, coding assistance, and literature review only with approved datasets
5. Using AI Tools (free or paid)
- Research the AI tool data handling in regards to FERPA/HIPAA compliance
- Find out where do they store their data and if the data encrypted at all times
- Ask if they use your data to train the Large Language Model (AI)
- Is the AI tool accessible per Title II DOJ & WA USER-01 policy?
- Reach out to ITS-IT Business Operations, via Service Desk ticket
Common Mistakes to Avoid
- Allowing third‑party AI bots into Teams or Zoom meetings
- Using browser extensions for AI note‑taking
- Uploading student assignments to external AI tools
- Assuming all AI tools meet FERPA requirements
Examples
- Faculty using Copilot to draft syllabi (correct)
- Staff using unapproved AI bots to record meetings (incorrect)
- Researchers using Copilot to summarize non‑restricted literature (correct)
Troubleshooting
- AI bot joined meeting unexpectedly: Remove it and report
- Copilot not responding: Check M365 login and MFA
- Unsure if tool is approved: Contact IT Security
How to Request Assistance
You can submit a ticket anytime through our Service Catalog
425-564-HELP (4357)
We are available by phone during standard service hours
Send an email to servicedesk@bellevuecollege.edu anytime and we will get back to you
Come by the Service Desk in the B building on Main Campus, room 233, for in-person assistance