Procurement and Contracting

Software and hardware vendors are evolving their products to exploit new AI capabilities. Contract reviewers for software and hardware should carefully examine new and renewing contracts to understand if and or how institutional data may be used for purposes like AI model training and retraining. In addition, all students, faculty, and staff are advised to carefully read the Terms and Conditions for subscription services because many providers are adding language allowing for the use of data for model training.

Procurement Objective

Generative AI systems, applications and software products that process, analyze, or move confidential information require review before they are acquired, even if there is no cost to the University. This review will help ensure the security and privacy of university data. The University desires a procurement process that recognizes shared interests while minimizing institutional risks.

Procuring and Using AI Tools – Data Usage

Artificial intelligence (“AI”) tools, including free, subscription-based, and vendor-provided tools, are subject to university policy when used for official, university purposes. These policies include information security and data governance.

Procuring Vendor Generative AI Tools

Procurement of vendor generative AI tools falls under various University policies and procedures, including the University technology purchasing procedures, contract administration, and the Software Acquisition Process. Connect with OIT before procuring (or acquiring for free) generative AI tools.

Procuring Generative AI Subscriptions

The University does not currently have an enterprise-wide generative AI subscription solution. If an enterprise-wide subscription model is adopted, then individually purchased subscriptions, regardless of the funding source, will no longer be allowed using University funds. University notices will provide ample time to transition. Connect with OIT before procuring (or acquiring for free) AI subscriptions.

Licensed Generative AI Tools

OIT has developed a reference guide for existing applications that use generative AI technology at the university.

Contract Administration

The Office of Legal Affairs and SMU Purchasing can assist users in drafting contract language for contracts that include generative AI tools.