Generative (GEN) AI Policy - Otago Polytechnic

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Generative (GEN) AI Policy

Section

Management

Approval Date

9 October 2025

Approved By

Executive Director

Next Review

9 October 2027

Responsibility

Director: Digital

Pastoral Care Code Outcomes

Outcome 3: Safe, inclusive, supportive, and accessible physical and digital learning environments

Purpose

The purpose of this policy is to:

Guide the responsible, ethical, and secure use of Generative Artificial Intelligence (GenAI) tools within Otago Polytechnic

Safeguard academic integrity and the authenticity of learning and assessment.

Ensure compliance with privacy, data security, and regulatory requirements.

Promote transparency and accountability in the use of GenAI tools by kaimahi and ākonga.

Establish clear expectations and responsibilities regarding the appropriate and ethical application of GenAI technologies at Otago Polytechnic.

This policy is to provide guidance for all kaimahi and ākonga in responsible use of GenAI.

Compliance

Academic Integrity Policy

Information Management Policy

Intellectual Property Policy

Intellectual Property - Mātauraka Māori Policy

Use and Security of Information Systems Policy

Background

GenAI tools have rapidly emerged as powerful technologies that can create text, images, code, and other content. While these tools offer significant opportunities to enhance learning and learning in vocational education, they also present challenges related to academic integrity, assessment validity, and ethical use.

This policy:

recognises that GenAI tools are increasingly integrated into professional practice across trades and vocational sectors; and

aims to prepare ākonga for responsible GenAI use in their future careers while maintaining the integrity of educational processes and ensuring authentic skill development.

Policy

Data Security and Privacy

1.1. Sensitive, personal, institutional, confidential information, or intellectual property (refer Clause 3.1) owned by others, must not be inputted into non-organisational GenAI systems without explicit written consent. (Refer to Appendix 1 Approved GenAI Tools List).

1.2. If users of Otago Polytechnic systems input personally identifiable information, intellectual property of others, research information, or other institutional content through personal AI accounts, this could violate:

Privacy Act 2020 requirements

General Data Protection Regulation (GDPR) obligations (for international ākonga)

Institutional data handling policies

Research ethics protocols

Te Tiriti o Waitangi commitments and Māori Data Sovereignty.

1.3. Kaimahi and ākonga must not use their Otago Polytechnic email address to sign up for a non-approved AI tool (refer to Appendix 1. Approved GenAI Tools List) outside of Otago Polytechnic systems as external AI services may have different security standards than Otago Polytechnic systems. This could expose Otago Polytechnic to security risks such as:

Password breaches could expose institutional email access.

Phishing attacks targeting AI service users.

Potential pathway for cyber-attacks on Otago Polytechnic systems.

2. Assessment and Academic Integrity

2.1. Ākonga and kaimahi using AI tools for ākonga assessment must uphold Academic Integrity policy, principles, and values.

2.2. For further guidance on the application of this policy, please refer to Tūhono, How we can Help, Academic Integrity.

3. Ethical Use and Responsibilities

3.1. Otago Polytechnic is guided by Artificial Intelligence Guiding Principles (refer to Appendix 2.)

Kaimahi Responsibilities for Gen-AI Tools

3.2. Kaimahi must model ethical Gen-AI use, acknowledge all usage transparently, and equip ākonga with proper guidance.

3.3. Kaimahi should:

understand privacy implications, adapt teaching and assessment methods to incorporate these tools appropriately; and

provide clear written guidance for each assessment specifying permitted Gen-AI use and consequences for misuse.

Ākonga Responsibilities for Gen-AI Tools

3.4. Ākonga must:

follow any course-specific Gen-AI guidelines and Academic Integrity policy

understand that AI outputs can be biased or fabricated

verify all AI-generated content against reliable sources

take full responsibility for any errors

know which assessments permit Gen-AI use and understand that unauthorised use constitutes academic misconduct.

Consent for use

3.5. As conditions of ākonga enrolment and kaimahi employment, work may only be submitted and accessed via approved organisational tools (refer to Appendix 1 Approved GenAI Tools List).

3.6. As per Intellectual Property policy and Intellectual Property - Mātauraka Māori policy, any use outside what is deemed acceptable in the aforementioned policies, requires written consent from the owner of the intellectual property.

4. Monitoring and review

Academic Integrity Monitoring

4.1. Refer to the Academic Integrity policy.

Operational Monitoring

4.2. The Information Systems and Support team (ISS) will monitor institutional use of GenAI tools in administrative, marketing, and support functions. This role includes:

ensuring tools meet security and privacy standards

ensuring tools are used within approved scopes

providing an updated approved list of GenAI tools.

Review

4.3. This policy will be reviewed annually or more frequently if required due to significant technological or regulatory changes.

4.3.1. Reviews will include input from:

academic kaimahi,

ākonga,

ISS kaimahi, and

relevant external stakeholders

4.3.2. To submit a request for Otago Polytechnic ISS to consider a GenAI tool, a service case needs to be logged with ISS, the tool will be reviewed, and if approved added to Appendix 1 Approved GenAI Tools List.

Appendices

Appendix 1

Approved GenAI Tools List - click to download current version.

Appendix 2.

Guiding Principles 

Our Artificial Intelligence (AI) framework is built upon seven core principles: 

Human-Centred and Ethical AI Use

AI should augment, not replace, human teaching and decision-making. We prioritise human agency, ensuring AI remains a tool that enhances rather than dictates learning outcomes. Ethical considerations, such as fairness and accountability, guide our AI implementation. 

Equity, Inclusion, and Fairness

AI must support all learners, regardless of background, neurodiversity, or digital literacy levels. We commit to actively mitigating bias in AI applications and ensuring accessibility for all students and staff. Our approach acknowledges that AI is not neutral and must be critically examined for potential reinforcement of inequities. 

Transparency and Explainability

Educators and learners must understand how AI systems work, including their limitations, biases, and potential risks. We support open dialogue on AI’s role in education and encourage critical engagement with its outputs. 

Data Privacy, Security, and Māori Data Sovereignty

AI use must align with robust data protection policies, ensuring learner and staff information remains secure. We affirm Māori data sovereignty, ensuring that Māori data is governed in ways that respect tikanga and uphold the principles of Te Tiriti o Waitangi. 

Regulatory Compliance and Risk-Based Governance

AI systems at Otago Polytechnic will be evaluated based on a risk-based approach, following international regulatory standards such as the European Union AI Act. This means identifying different levels of risk in AI applications (e.g., minimal vs. high-risk) and ensuring compliance with ethical and legal obligations. 

Kaiako and Ākonga Empowerment and AI Literacy 

AI should be integrated thoughtfully into learning and teaching, and research environments, with kaimahi and ākonga having the necessary knowledge to use AI effectively and critically. We commit to providing professional development opportunities to build AI literacy among educators and students, ensuring they understand the cultural and ideological dimensions of AI.

Responsible AI Deployment and Continuous Evaluation

AI systems used within Otago Polytechnic must be evaluated regularly for effectiveness, ethical considerations, and unintended consequences. Our institution will maintain a proactive approach to monitoring and refining AI implementation, ensuring alignment with evolving global best practices, Indigenous knowledge systems, and regulatory requirements. 

References

Academic Integrity – Te Pūkenga Policy

Intellectual Property Policy

Intellectual Property - Mātauraka Māori Policy

Information Management Policy

Assessment and Moderation Policy

Use and Security of Information Systems Policy

Approved

Dr Megan Pōtiki

Executive Director

9 October, 2025

Policy Version V1.