Guidelines for the use of AI-based generative applications at Osnabrück University (UOS)

The German orignal version of these guidelines has been adopted by the president’s cabinet of UOS in its 409th meeting on October 24, 2024.

The text has been machine-translated and revised by the university's translation service.

These guidelines, endorsed by the senate and adopted by the president’s cabinet at UOS, set out general principles for the use of generative artificial intelligence (AI) at UOS. They may also serve to determine and specify the legal requirements for the planning and policies of UOS. This particularly concerns higher education law, science law, and examination law. The guidelines may be supplemented and further specified by policy recommendations by the president’s cabinet at UOS for specific areas of application, as well as by specific guidelines and recommendations proposed by UOS departments or organizational units

Openness to innovation

UOS supports a culture of critical reflection as well as an active focus on the future with respect to generative AI-based applications. Potentials and risks alike must be taken into account if UOS is to actively shape the future of learning, teaching, and research as well as the future of work in technology and administration.

Sovereignty

In the interest of remaining autonomous in the long term, UOS is evaluating the advantages and disadvantages of using both commercial and non-commercial services and products based on its needs and requirements. UOS is focused on taking decisions in the interest of financial, ecological, and social sustainability, while at the same time ensuring the protection of personal rights and intellectual property rights.

Participation

To promote equal opportunities, UOS provides its members and affiliates with reliable access in line with data protection guidelines to selected generative AI-based applications, and is creating information and counseling services to allow users to use AI competently and in accordance with the law.

Responsibility

Authors are responsible for the content they create with the help of generative AI tools. This applies to both the accuracy and the legal permissibility of the content they use and disseminate. In particular, personal rights, data protection rights, and copyright must be observed in the contexts of studying, teaching, and research as well as in technology and administration.
When members or affiliates of UOS seek to obtain scientific knowledge in the contexts of studying and research at UOS and present it independently in text or any other form in accordance with academic or examination law, it must in principle be conceptualized and substantively framed as an original creative human achievement. If a Declaration of Authenticity is made, this applies equally to contributions made using generative AI tools.

Transparency

The use of generative AI tools in the context of teaching, studying, research, and administrative activities shall be declared. Content created entirely or partially by generative AI tools shall be appropriately labeled.
The use of these tools in the context of teaching, studying, and research activities must be documented. Furthermore, students and researchers should be able to explain their approach and the added value of the specific use of generative AI-based applications in accordance with the guidelines of their respective disciplines. Instructors and supervisors of theses and dissertations shall clearly define and communicate the extent to which the use of these tools is permitted when specifying the resources, aids and reference materials allowed in courses and examinations, and how any declarations should be made.

Competence

All members and affiliates of UOS shall be offered regular in-service training in order to further their knowledge and skills in using generative AI-based applications.