Microbiology & Cell Science

UF MCS Guidelines for Using Large Language Models (LLMs)

These guidelines apply to all faculty, staff, and students in the Department of Microbiology & Cell Science (MCS). They summarize University of Florida policies and approved tools for using AI and LLMs.

Approved Tools

NaviGator Chat – Secure UF platform to interact with multiple LLMs. Cloud models: public/non-sensitive data only. Local HiPerGator models: restricted or sensitive data permitted.
NaviGator Assistant – Department-configured AI assistants.
NaviGator Toolkit – API keys and access for GPT, Llama, Gemini, Claude, and other models with UF guidance.
UF GPT (Microsoft Copilot) – UF-authorized AI assistant via GatorLink login.
NaviGator Tutor – Personalized, interactive AI-powered learning tool for students, faculty, and staff.
NaviGator Notebook – Google Gemini-powered research and note-taking tool for students, faculty, and staff.
NaviGator Analytics – Instructor-facing tool providing Canvas LMS, student evaluation, and grade data. Available to UF faculty only.
NaviGator Alt-text Generator – AI-generated alt-text for images to support document accessibility.
NaviGator ConVey – AI-powered feedback collection and strategic planning platform.

Do not use personal or consumer versions of ChatGPT, Gemini, Claude, DeepSeek, etc. with UF work or data.

Data Rules

Sensitive or restricted data (student records, health data, HR/financial data, unpublished research) may only be used with local/HiPerGator-hosted models in NaviGator Chat (tagged “local”). It is not permitted with cloud-hosted models. When in doubt, treat data as restricted and consult UF IT Security.
Follow UF Acceptable Use Policy and privacy requirements (FERPA, HIPAA, FIPA, GDPR, etc.).
Classify your data before using AI tools; when in doubt, consult UF IT Security.

Risk Assessment (Faculty/Staff)

All new AI tools handling UF data must be reviewed through UF’s Integrated Risk Management (IRM 2.0) process (effective January 2, 2026).
IRM involves reviews by UFIT Security, Privacy, General Counsel, Procurement, and IRB if needed.
Check UF’s Fast Path Solutions (FPS) list for already-approved tools. Products on FPS can be used without additional review depending on data classification.

Academic Use

Faculty: Clearly state AI tool use policies in your syllabus. Promote AI literacy and require students to verify AI outputs.
Students: Use only AI tools allowed in your courses. Cite AI assistance when required. Never use AI to handle restricted data.
Research: Document AI use, address bias and validation, follow IRB and UF data protection guidelines.

AI in Meetings

Unauthorized AI transcription tools (e.g., Read.ai) may share all meeting content—including recordings and data disclosed—with third-party vendors and may use it to train their models.
Do not use unapproved AI transcription or summarization tools in meetings involving sensitive or restricted data.
Meeting hosts must inform attendees when AI transcription or summarization is in use; attendees should have the opportunity to object.
AI-generated meeting transcripts and summaries may be subject to UF public records requests.

Agentic AI

Agentic AI (“AI agents”) refers to semi- or fully autonomous AI systems that can take actions on your behalf and integrate with other software. All agentic AI tools used for UF activities must be approved through IRM or listed on Fast Path Solutions.

UFIT has identified Opencode and Pi (used via NaviGator Toolkit) as approved options for agentic coding tasks.
Do not deploy or connect unapproved AI agents to UF data systems or institutional workflows.
See the UFIT Agentic AI page for current guidance and approved tools.

Do / Don’t

Do

Use UF-provided AI tools (NaviGator, UF GPT).
Limit AI use to public or approved data; use local/HiPerGator models in NaviGator Chat for restricted data when needed.
Fact-check AI outputs and keep human oversight.
Disclose significant AI use in teaching, research, and publications.
Inform meeting attendees when AI transcription or summarization tools are active.

Don’t

Paste restricted data into cloud-hosted LLMs.
Use personal or consumer AI accounts (ChatGPT, Gemini, Claude, DeepSeek, etc.) for UF work.
Adopt unapproved AI services or agentic tools without IRM review.
Assume AI outputs are always correct.
Use unauthorized AI transcription tools (e.g., Read.ai) in meetings involving sensitive data.
Allow AI systems to make consequential decisions without human review.

Getting Help & Reporting Issues

Submit risk assessment requests through UF IRM 2.0
Report privacy or security incidents through the UF Privacy Office

References

Last updated: August 24, 2026