AI procurement guidelines

AI-assisted applications are increasingly available to provide support in a wide range of college functions. When an AI tool is identified for implementation, the following steps should be taken:

Consider all impacts

Engage with community members who may be impacted by the use of the system, generate a summary of identified impacts and strategies to mitigate potential harms.

Complete AI procurement request form

When requesting the procurement of an AI system for use by Augustana employees in an official role, you will be asked to complete the following assessment in written form, to be submitted to the procurement director for approval. The form can be completed in collaboration with the system vendor.

After AI procurement approval

• Pilot testing & evaluation: Upon approval from the review team, consider implementing in limited scope with clear metrics. Assess outcomes against established metrics.
• Documentation & guidelines: Create system-specific guidelines for users. Generate appropriate training materials where relevant.
• Refinement: Adjust implementation based on feedback and assessment of stakeholder impact.
• Ongoing review: Regularly reassess effectiveness and alignment with institutional values.