Kendall County Generative AI Chatbot Usage Policy

Summary

Outlines the use of generative AI chatbots, like ChatGPT and Bard, for Kendall County employees.

Prohibits using county email addresses and submitting proprietary or confidential data into these platforms.

Requires employees to consult with Executives regarding chatbot use, who may approve, deny, or modify usage parameters.

Mandates proper citation and accuracy checks for AI-generated content.

Enforces disciplinary actions, including termination, for policy violations or inappropriate use, ensuring ethical compliance with conduct and antidiscrimination policies.

Instructs employees to undergo training on proper chatbot use.

Applies Technology and Record Retention Policies when using AI with County equipment.

Addresses training queries with Human Resources or the Information, Communication and Technology Department Director.

Outlines a policy for responsible use of generative AI chatbots to protect employees and the county.

NEW PROPOSED POLICY FOR COUNTY HANDBOOK

Section 9.6. Generative Artificial Intelligence (AI) Chatbot Usage Policy

A. Purpose

With the increasing popularity of generative AI chatbots such as OpenAI’s ChatGPT and Google’s Bard, it has become necessary to outline the proper use of such tools while working with the Employer. While we remain committed to adopting new technologies to aid our mission when possible, we also understand the risks and limitations of generative AI chatbots and want to ensure responsible use. Our goal is to protect employees, Executives, the public, and Kendall County from harm.

Covers AI chatbots' conversational use, addressing risks like content ownership and security/privacy issues. Applies to all employees.

B. Overview

While AI chatbots can be used to perform a variety of functions, this policy addresses only the use of a web-based interface to ask or “prompt” the chatbot in a conversational manner to find answers to questions or to create or edit written content. Some examples of what could be created using an AI chatbot include: Emails and letters. Blog posts, reports and other publications. Sales and advertising copy. Policies and job descriptions. Spreadsheet calculations. Foreign language translations. Coding development or debugging. Document or information sorting. Outlines or summaries of internal or external information.

There are, however, risks in using this technology, including uncertainty about who owns the AI-created content and security/privacy concerns with inputting proprietary information or sensitive information about an employee, elected official, a member of the public, etc., when interacting with the chatbot. Additionally, the accuracy of the content created by these technologies cannot be relied upon, as the information may be outdated, misleading or—in some cases—fabricated.

C. Eligibility

This policy applies to all employees and to all work associated with the Employer that those employees perform, whether on or off the Employer’s premises.

Allows generative AI chatbot use if compliant with policy; requires executive approval and data confidentiality.

D. Policy

The use of generative AI chatbots will be allowed while performing work for the Employer, provided such use complies with this Policy and all other policies set forth in this Employee Handbook. Kendall County email addresses, credentials and phone numbers cannot be used to create an account with these technologies. No proprietary data and/or any other confidential data may be submitted (copied, typed, etc.) into these platforms.

Employees wishing to use generative AI chatbots should discuss the parameters of their use with their applicable Executive. Executives may approve, deny, or modify those parameters as best meets the Employer’s policies, legal requirements, and other operational needs.

All AI chatbot-generated content must be properly cited, as must the use of AI chatbotgenerated content when used as a resource for the employee’s work, except for general correspondence such as email.

All AI-generated content must be reviewed for accuracy before relying on it for work purposes. If a reliable source cannot be found to verify factual information generated by the chatbot, that information cannot be used for work purposes.

Any violation of this policy will result in disciplinary action, up to and including termination of employment.

Requires employees to be trained in AI chatbot use and prohibits creating inappropriate or harmful content.

E. Training

All employees using AI chatbots for work purposes must be trained on the proper use of these technologies before using them. All questions related to this training should be addressed with the applicable Human Resources Representative and/or the Director of Kendall County’s Information, Communication and Technology Department.

F. Ethical Use

Employees must use generative AI chatbots in accordance with all the Employer’s conduct and antidiscrimination policies. These technologies must not be used to create content that is inappropriate, discriminatory, or otherwise harmful to others or to the Employer. Such use will result in disciplinary action, up to and including termination of employment.

Applies existing technology and record retention policies to generative AI chatbot use with employer's equipment.

G. Monitoring

The Employer’s Technology and Record Retention Policies set forth in this Employee Handbook still apply when using generative AI chatbots with the Employer’s equipment.