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    Microbiology & Cell Science

    Microbiology & Cell Science

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    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 (public/non-sensitive data only).
    • NaviGator Assistant – Department-configured AI assistants.
    • NaviGator Toolkit – API keys and access for GPT, Llama, Gemini, Claude with UF guidance.
    • UF GPT (Microsoft Copilot) – UF-authorized GPT-4 assistant via GatorLink login.

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

    Data Rules

    • Never enter sensitive or restricted data (student records, health data, HR/financial data, unpublished research) into LLMs unless explicitly approved.
    • 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) process.
    • IRM involves reviews by UFIT Security, Privacy, General Counsel, Procurement, and IRB if needed.
    • Check UF’s Fast Path Solutions list for already-approved tools.

    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.

    Do / Don’t

    Do

    • Use UF-provided AI tools (NaviGator, UF GPT).
    • Limit AI use to public or approved data.
    • Fact-check AI outputs and keep human oversight.
    • Disclose significant AI use in teaching, research, and publications.

    Don’t

    • Paste restricted data into any LLMs.
    • Use personal AI accounts for UF work.
    • Adopt unapproved AI services without IRM review.
    • Assume AI outputs are always correct.

    Getting Help & Reporting Issues

    • Submit risk assessment requests through UF IRM - https://it.ufl.edu/security/audiences/faculty--staff/irm/ 
    • Report privacy or security incidents through the UF Privacy Office - https://privacy.ufl.edu/ 

    References

    • UFIT Artificial Intelligence Services
    • UF Acceptable Use Policy
    • UF Privacy Laws & Regulations
    • AI Guidance for Instructors
    • AI Guidance for Students
    • AI Guidance for Researchers

    Last updated: September 8, 2025

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    Microbiology & Cell Science Department
    1355 Museum Dr. Gainesville, FL, 32611 Building 981 P.O. Box 110700 Gainesville, FL 32611-0180
    (352) 392-1906

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