Generative artificial intelligence (AI) is a great tool for brainstorming and efficiency. At App State, we embrace these technologies as helpful assistants, not as replacements for the creative people who tell our story.
What Do We Mean by AI?
When we refer to generative AI, we mean software tools (such as ChatGPT, Google Gemini, Microsoft Copilot, Midjourney or Adobe Firefly) that create brand-new text, images or code based on user prompts. This guide focuses on creative generation and synthesis tools, rather than standard automation features such as spellcheck or basic search algorithms.
Whether you are staff, faculty, student or an outside vendor, use this guide to ensure your AI use stays brand-compliant, legally sound and maintains university trust.
The Core Checklist
Keep it Human: AI is a springboard for drafts or ideas. A human must always review, fact-check, edit and approve all output before it goes live. You are 100% responsible for anything created by generative AI.
Protect Logos & Brand Marks: Never use AI to create, alter or generate university logos, marks or trademarked materials. AI distorts fine details, creating serious intellectual property issues.
Prioritize Authentic Photos: Avoid using AI to generate photorealistic synthetic humans or fake representations of App State’s Boone and Hickory campuses.
Respect Copyright & Ownership: Purely AI-generated content cannot be copyrighted. To protect the university’s intellectual property, a human must substantially rewrite, edit or transform the work. Additionally, ensure AI outputs do not infringe on third-party copyrights.
Protect University Data: Never input private student data, confidential university plans, personnel files or unpublished research into public or free AI tools. Assume anything entered into a free tool becomes public domain.
Mind Audience Perception & Bias: Large language models (LLMs) inherit biases from the internet. Watch for representation issues or stereotyping. Keep in mind that audiences value authenticity and unnecessary AI use can harm institutional credibility.
Disclosures Are Not Required for Minor Edits: Disclaimers are only needed if a major piece of content (such as a central illustration or feature story) was primarily created by AI.
Detailed Rules: Using AI With Images & Media
When working with media assets, follow these specific parameters.
Permitted Uses
Minor Technical Retouching: Removing temporary blemishes, lens flares or stray background items (such as a water bottle or stray trash).
Denoising & Upscaling: Cleaning up grainy, high-ISO images or enlarging photos for specific formats, provided fine detail isn't lost.
Nondescript Background Extensions: Extending simple, blurred or textured backgrounds (e.g., extending a green shrub behind a portrait to fit a banner format).
Abstract & Stylized Illustrations: Creating standalone non-photorealistic art (e.g., cut-paper, charcoal or abstract graphics) that cannot be mistaken for real life.
Brainstorming & Mood Boards: Generating conceptual art directions or visual inspiration internally.
Prohibited Uses
Fabricating Reality: Changing permanent physical traits, clothes or features of people, or altering campus architecture and landmark locations.
Generating Typography: Fonts are legally protected assets; do not ask AI to generate text inside images.
Generating Fake Stock Photos: Do not use AI to mimic photorealistic photography of students, faculty, staff or campus.
Broad Multimedia Coverage: AI guidelines apply across all media, including AI-generated or manipulated audio, video, music and voice synthesis, to protect individual privacy, copyright and official brand authenticity.
Working with Approved Tools
Always use university-approved, enterprise-level AI software to protect institutional data assets. All AI tools must align with the university's Acceptable Use Policy and relevant state/federal regulations.
Frequently Asked Questions (FAQs)
Question: I used an AI image generator to create a graphic for a campus flyer. Is that copyright infringement?
Answer: It depends on the tool you used. Many free, public AI image generators were trained on datasets that scraped copyrighted artwork without the owners' permission, which puts you and the university at risk. To stay safe, only use university-approved, enterprise tools (such as Adobe Firefly) that are legally backed and trained strictly on licensed or public domain imagery.
Question: If I use AI to write a press release or web article, who owns the copyright?
Answer: Current legal standards dictate that purely AI-generated content cannot be copyrighted. To protect the university's intellectual property, a human must substantially edit, rewrite and shape the content. Your unique human perspective is what legally protects our creative work.
Question: I used AI to generate a cool background texture for a publication but didn't change anything else. Do I need to include an AI disclosure statement?
Answer: No. You do not need a disclaimer for stylistic elements, minor background expansions or standard technical edits (such as using AI to remove a stray object from a photo). Disclosures are only required if a major piece of creative content, e.g. an entire feature article or a central illustration, was primarily produced by an AI tool.
View the Full Policy
The AI landscape shifts rapidly. For comprehensive rules, data protection policies and a list of approved enterprise tools, visit the official AI at App State page.
Unsure if your design or text is brand-compliant? Reach out to University Communications (ucomm@appstate.edu, 828-262-6156); we are happy to help!