AI Use & Data Policy

Effective Date: January 2026

Plain‑English Summary

The AI Course Assistant uses artificial intelligence to help instructors save time by drafting announcements, feedback, discussion responses, and course improvement recommendations. AI is used only when you choose to use it.

Nothing generated by AI is automatically shared with students. You always review, edit, and approve content before it is published. All AI‑assisted actions are logged so they can be reviewed later if needed.

This policy explains how AI is used and what responsibilities you retain when using the Service.

1. Purpose of AI Use

The Service uses AI technologies to assist instructors and teaching staff with instructional workflows, including:

• Drafting course announcements;
• Drafting grading feedback and recommended grades;
• Drafting discussion responses;
• Providing course revamp recommendations based on a review of existing course materials.

AI is used solely to generate drafts and recommendations intended to support, not replace, instructor judgment.

2. User Control and Approval

AI-assisted functionality within the Service is user-initiated only.

You acknowledge and agree that:

• AI-generated outputs are drafts and recommendations;
• You retain full control over whether, how, and when any AI-generated content is edited, approved, or published;
• AI will never automatically assign grades, post announcements, publish discussion responses, or release content to students without your explicit approval.

3. Data Used for AI Processing

At your direction, the Service may submit the following types of data for AI-assisted processing:

• Instructor-authored content (such as prompts and announcements);
• Student submissions;
• Discussion posts;
• Grade recommendations and feedback drafts.

Student data may be processed by AI technologies solely for the purpose of providing the Service.

4. Auditability and Logging

The Service maintains audit logs of AI-assisted actions, including:

• When AI-assisted drafts are generated;
• When AI-generated content is reviewed, edited, or approved by a user;
• When approved content is published through the Service.

Audit logs are maintained to support transparency, accountability, and institutional review requirements.

5. Limitations of AI

You acknowledge that:

• AI-generated outputs may contain inaccuracies, omissions, or unintended content;
• AI does not understand institutional policies, course-specific nuances, or student context unless explicitly provided;
• AI-generated outputs should not be relied upon without human review.

6. Data Handling and AI Providers

The Service uses third-party AI providers, such as OpenAI, to deliver AI-assisted functionality.

True North NexTech:

• Uses AI providers solely to deliver the Service;
• Does not use customer or student data to train proprietary AI models;
• Applies contractual and technical safeguards consistent with the Service’s Privacy Policy.

7. Instructor Responsibilities

By using AI-assisted features, you agree that you are responsible for:

• Ensuring AI-generated content complies with institutional policies and academic standards;
• Reviewing AI-generated drafts prior to publication;
• Making final academic decisions, including grades and feedback.

8. Acknowledgment and Consent

By creating an account or using AI-assisted features of the Service, you acknowledge and consent that:

• AI may be used to assist in course content generation and draft responses;
• You retain final control over what is published to students;
• Your use of AI-assisted features is logged and auditable;
• You have read and agree to this AI Policy and the Terms of Service.

9. Changes to This AI Policy

We may update this AI Policy from time to time. Material changes will be posted with an updated effective date.

10. Contact Information

For questions about this AI Policy, please contact:

True North NexTech LLCkristy@truenorthnextech.com