This Artificial Intelligence Use Policy (AI Policy) is meant to guide the use of Artificial Intelligence (AI), specifically generative AI, by HPCC staff, volunteers, and vendors. This policy does not address or restrict use of the AI components of common software tools such as Microsoft Word and Outlook.
HPCC staff, volunteers, and vendors must abide by the terms of HPCC’s AI Policy when using Generative AI for an HPCC-related purpose.1 AI is a rapidly developing technology. If there is ever a question about how generative AI may be used, or the interpretation or application of this AI Policy, please contact the Chief Executive Officer.
1. Understanding Generative AI
Generative AI, including Large Language Models (LLMs) like ChatGPT, Dall-E, Copy.ai, Bard, and Microsoft Copilot, uses massive datasets to create text, images, or other media. While generative AI’s capabilities are vast, so are the associated responsibilities and risks.
Generative AI can significantly enhance creativity, productivity, and operational efficiency but should not be seen as a replacement for human judgment and expertise.
2. Data Security & Privacy
HPCC’s intellectual property, proprietary, sensitive, or confidential information (“HPCC Information”) should not be uploaded into or shared with any AI prompts or AI platforms. Always opt out of machine learning data usage wherever possible.
Similarly, never enter or upload HPCC related personally identifiable information (PII) into any AI prompts. PII is any information that identifies a specific person including, but not limited to, date of birth, social security number, name, address, email address or phone number.
Sharing HPCC Information or PII with Generative AI platforms is a security risk, compromises HPCC’s rights and ownership in and to such information, and breaches confidentiality. Once HPCC Information is shared with a generative AI platform, the platform learns from it, shares it with others and incorporates it into its database. Sharing HPCC Information undermines HPCC’s ability to protect its information.
HPCC Information includes, without limitation, exam questions, educational content and materials, publications, data, financial statements and other financial information, contact lists, certificant information and records, exam records and scores, supplier lists, minutes, strategic plans, data, and any other information or materials that HPCC considers proprietary, confidential or sensitive.
3. Use of AI During HPCC Meetings
Generative AI may not be used to record, transcribe, or summarize HPCC’s meetings (in whatever form or format held, i.e., in-person, conference call, videoconference, etc.). Audio, video, or other recordings of HPCC meetings may not be uploaded into generative AI in order to produce a transcript of the meeting (either during or after the meeting). Any request for an exception to this policy as a reasonable accommodation must be made to the HPCC Chief Executive Officer.
Use of generative AI in connection with HPCC meetings destroys the confidentiality of such meetings and creates the risk that potentially confidential or sensitive information will be publicly disclosed. Moreover, its use may have negative legal consequences and destroy important legal projections.
4. Quality Control and Due Diligence
DO NOT rely on the accuracy of AI-generated content. Always carefully review AI-generated content before it is used to prevent costly mistakes, embarrassing outcomes, and reputational damage. AI-generated content is known to frequently be plagiarized, biased, and/or inaccurate. Always use outside sources for verification and ensure the accuracy and authenticity of all content. All public-facing interactions must involve human engagement to maintain personalized, accurate, and empathetic connections. The exceptional level of service provided by HPCC’s teams cannot be replaced by AI.
Do not include trademarks, copyrighted text, celebrity names, well-known images, or popular fictional characters in AI inputs that prompt AI to create some form of work product.
Using prompts that reference someone else’s intellectual property or notable names can lead to results that incorporate such content. If those results are then used by HPCC, such incorporation might expose HPCC to claims of copyright infringement, trademark infringement, or rights of publicity violations. Referencing existing publications or work, prompts the creation of summaries that include content copied verbatim from the source material.
Any work that is prepared using AI or AI-assisted technologies must include a disclaimer disclosing such use. Disclosing the use of these technologies supports transparency and trust between staff, volunteers, candidates and certificants and facilitates compliance with the terms of use of the relevant tool or technology.
5. Use of Generative AI in Connection with HPCC’s Exams, Educational Materials, Publications, and Other Materials
Works subject to copyright (such as exam questions, newsletter articles, educational materials, publications, etc.) created for publication, dissemination, or other use by HPCC (collectively, Works) may not be created by, or with the assistance of, artificial intelligence (i.e., ChatGPT, Microsoft Copilot, or other AI system or chatbot).
It is important to HPCC’s work that it owns the copyrights in and to most (if not all) of its Works. Under current copyright law, works created by non-humans (i.e., AI), including machines, are not eligible for copyright protection.
Generative AI or AI-assisted technologies should not be used to develop or review HPCC exam questions.
Generative AI or AI-assisted tools may not be used to create or alter artwork or images in HPCC’s exams or other Works. This may include enhancing, obscuring, moving, removing, or introducing a specific feature within an image or figure. Use of AI or AI-assisted tools to adjust brightness, contrast, or color balance are acceptable if and as long as they do not obscure or eliminate any information present in the original.
This AI Policy does not prevent the use of AI and AI-assisted tools in formal research design or research methods (i.e., for data acquisition or analysis) (as is common in many fields). Where AI or AI-assisted tools are used in this context, they should be described as part of the methodology of the work, with details provided in the methods section.
AI Policy Violations
Violations of this AI Policy will be referred to the HPCC Board of Directors for potential disciplinary or other action up to and including suspension of privileges, sanctions, or reprimand.
In light of the ongoing advancements in AI technologies, this policy will be reviewed at least annually and updated as required.
1 HPCC staff must also comply with such AI policies as may be adopted by the Hospice and Palliative Nurses Association and applicable to its subsidiaries, affiliates and employees (“HPNA Policy”). In the event of a discrepancy between the terms of this AI Policy and the terms of any HPNA Policy, the more restrictive terms shall control. Questions should be directed to the HPCC Chief Executive Officer.