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Below, you will find guidance and key considerations for the use of AI tools to perform work related to HR, finance, payroll, and grants management at WSU.

This guidance is targeted toward staff and faculty using AI for non-academic or research applications, such as business and administrative tasks.

Background

Like all higher education institutions, AI presents a set of unique opportunities and challenges for WSU students, faculty, staff, and administrators. As AI tools become more widely available and incorporated into the systems we use every day, it is important to be mindful of these security, privacy, and ethical concerns as we approach AI in our work, outlined by the Provost’s Office AI Council.

WSU does not discourage the use of AI tools by staff and faculty to assist in their daily work. AI tools offer benefits that may help reduce administrative burden and increase efficiency for employees across a variety of tasks. Read more about WSU’s institutional position on the use of AI by staff and faculty in this memorandum from the Provost’s Office

Using AI in Your Role

Employees have access to a variety of AI tools at WSU, including Microsoft Copilot, Zoom AI functionality, and an increasing library of tools available within Workday. Each tool offers unique benefits that make some a better fit for certain tasks than others.

Employees are encouraged to use AI with discretion, observing the following guidance to ensure their use of AI tools is safe, secure, and ethical.

Expand each section below to learn more:

What is AI?

AI is the ability for machines to perform tasks traditionally seen as requiring human intelligence. These functions include solving problems, making decisions, and understanding language. As with any other major technological innovation, the goal of AI is to improve human lives and enhance productivity. (Workday)

Types of AI used in non-academic settings at WSU

AI tools used currently by WSU employees typically fall under the following types:

  • Machine Learning (ML): This is a type of AI where systems learn from data to identify patterns and make predictions or decisions without direct programming.
    • Machine Learning tools used by WSU include Workday features such as Expense Protect.
  • Natural Language Processing (NLP): NLP enables computers to understand, interpret, and generate human language. This is what powers voice assistants like Siri and Alexa, translation services, and chatbots.
    • NLP tools used by WSU include Ask Workday, as well as tools outside of Workday such as Microsoft Copilot.

Source: Google, “Artificial intelligence (AI): a simple-to-understand guide”

Data Security and AI at WSU

AI tools may pose a significant risk to institutional and personal data security if not used with discretion, while adhering to university data security policies.

Executive Policy 8 prohibits the inclusion of legally protected or regulated data (e.g., proprietary, personally identifiable information, HIPAA, FERPA) in queries provided to generative AI platforms like ChatGPT.

All WSU employees should refrain from entering sensitive or confidential data, such as employee information or financial data, into the following AI tools:

  • Copilot
  • Zoom
  • Microsoft Teams
  • Percipio
  • Atlassian AI tools (within Jira and Confluence)

Sensitive data already stored in Workday may be used in queries using Workday’s in-system AI tools. Workday AI tools are not open source and information entered within the system remains confidential.

If you are unsure about whether or not information is protected or regulated, refrain from entering this data into an AI query. Employees may reach out to the following contacts with questions regarding data security:

  • HR data: HRS@wsu.edu
  • Financial, P-card, grants, etc: Workday Service Desk
  • Student data and other sensitive information: ITS*
    • If you think you have already accidentally entered secure or protected data of any type into an unsecured system, please contact ITS immediately at abuse.wsu.edu.

Employees can read more about WSU’s Information Security policies, standards, and procedures at the ITS website. Staff and faculty are also encouraged to complete the mandatory annual web Insider Threat Awareness and Phishing Awareness trainings in Percipio.

Workday Processes, Data, and AI

Workday offers an expanding suite of AI tools designed to support employees in accessing and performing tasks, increasing their productivity, and assisting in business-related decision making.

As more tools are gradually introduced into Workday for WSU, Modernization will provide detailed updates and support resources to assist employees in learning to use these tools.

Employees are advised to refrain from seeking guidance on Workday processes and functionality using the following tools:

  • Copilot
  • ChatGPT and other open source generative AI platforms
  • Teams
  • Zoom
  • Percipio

WSU’s Workday processes are largely unique to our institution, and proprietary to WSU and Workday. WSU’s reference guides and Workday training materials are also proprietary and confidential. As such, external AI platforms are unable to access, and therefore generate, reliable and accurate responses regarding Workday processes at WSU.

As of February 2026, employees are encouraged to continue using only the WSU Workday Knowledge Base and Service Desk to search for Workday guidance.

University & State Policy and AI

AI tools may not always accurately provide information regarding university, state, and federal policies and procedures. For the most current and accurate information, employees are encouraged to refer to the following resources:

AI and Public Records Requests

Similar to records such as emails, Teams chat transcripts, and other correspondence, AI prompts and queries created using WSU tools and resources within your official capacity may be subject to public records requests.

FAQs

Do I have to use AI in my role?

Employees are free to opt in or out of AI tools based upon their preference. While tools such as Copilot and Workday Assistant/Ask Workday cannot be disabled in their respective systems, employees may choose to not use these tools.

How does Microsoft Copilot work?

Copilot answers queries and makes suggestions based on your personal and organizational data sourced from your user documents, emails, calendar, chats, and more, along with bringing in external information from open source platforms like ChatGPT. It protects and stores this information differently based on its source and security needs. Learn more about how Copilot’s platform and security work in this page from Microsoft.

How do Workday AI tools work?

Workday AI tools are powered by different types of AI technology. Primarily, AI tools in Workday use either Machine Learning or Natural Language Processing. Workday AI tools are trained using WSU’s own confidential institutional data to ensure the most accurate pattern recognition and query return possible. In fact, Workday AI tools require a minimum amount of data to be processed in training before institutions may turn them on.

Is our Workday data accessible to other WSU AI tools, like Copilot?

No. Workday is a closed system. This data is protected and not available to any AI tools outside of Workday. This also means that sensitive data stored in Workday is inaccessible to other AI tools, such as Copilot, and that information about Workday processes and data cannot be sourced by external platforms.