AI Policy

Hood College Marcom AI Policy

Guidelines

The use of generative AI comes with benefits and risks. Experimentation with and the use of AI should always be balanced with caution. As such, the Office of Marketing and Communications recommends the following best practices for the internal use of AI and similar technologies. These guidelines apply to all staff, interns and vendors who work on behalf of the Office of Marketing and Communications. These guidelines do not supersede or modify any AI-related policies or guidance found in the Hood College AI Policy Statement.

Brand and Reputation Protection

All AI-assisted communications must align with established brand standards, editorial voice and tone, message map, visual identities and logo usage.

Use AI to...

• Generate transcripts and meeting notes.
• Modify elements of photographs (while preserving intent of original image) and non-deceptive image enhancement.
• Create parts of illustrations to enhance meaning.
• Outline/draft copy (before human refinement).
• SEO and metadata support.
• Video captioning.
• Accessibility assistance.

Do not...

• Input confidential and/or sensitive information into AI platforms.
• Use AI as a replacement for subject matter experts.
• Publish generative AI copy verbatim.
• Use entirely AI-generated images; AI should be used for editing or enhancement of an image or illustration.
• Alter images, especially of people, in a way that undermines the identity and/or intent of original image.

Transparency

You must take responsibility for any text/copy that you produce using AI, including but not limited to reviewing outputs for accuracy and ensuring alignment with the College’s values. All communicators and marketing professionals should maintain high standards of quality and integrity in their work. AI text/copy outputs are drafts and starting points, not finished products. 

AI-generated outputs may contain bias, stereotypes, inaccuracies or accessibility issues. AI models have been trained on copyrighted material, used without the permission of the original creator. Review all content, and if possible, ask for and cite source material or modify to avoid plagiarism.

In cases where content has been created fully with AI tools (written, visual, audio), the content should be clearly labelled as such.

Example: “This image has been created using AI technology.” / “This article was written with editorial assistance from AI technology.”