AI Guidelines for Marketing and Communications Teams
These guidelines outline the basic best practices for use of generative AI in Oklahoma State University marketing and communications, deliverables and activities. These guidelines will continue to be updated and refined as new technology and its accompanying regulatory framework evolves.
These are broad parameters intended to align OSU MarCom staff’s use of artificial intelligence with the underlying principles of the Cowboy Code.
Any questions about specific use cases or scenarios for MarCom staff should be directed
to contactus@okstate.edu.
Using AI to produce marketing and communications content
Quality and Accuracy
AI should help you work, not think for you. Generative AI is a tool, not a replacement for human expertise and judgment.
AI-generated content can be inaccurate, misleading, or entirely fabricated (sometimes called “hallucinations”), or may contain copyrighted material. You are responsible for ensuring any content you create using generative AI is accurate and meets quality standards. To avoid blind spots in the content creation process, clearly communicate how you are using AI to your team and project partners and always carefully review any AI-generated content before publication.
Protecting Confidential, Copyrighted, or Personal Data
Prioritize data privacy and security in all generative AI-related work. You should not enter private or proprietary data into generative AI tools that lack data privacy protections and should ensure data privacy settings before engaging with a specific generative AI tool. Information shared with generative AI tools using default settings is often not private and could expose proprietary or sensitive information to unauthorized parties.
Microsoft Co-Pilot with data security is OSU’s recommended AI tool. NOTE: You must be signed in to your university Office 365 account to ensure data privacy protections are active.
For additional information, view OSU’s data privacy policy.
Digital Accessibility
When using generative AI, prioritize creating outputs that are accessible and inclusive. For additional information regarding digital accessibility guidelines, visit Oklahoma ABLE Tech.
Image Transparency
Any images where the content has been solely created by AI, or otherwise significantly altered or manipulated should be clearly labeled as a “Photo Illustration” in a caption and alternative text. Similar steps should be taken regarding video.
NOTE: This does not apply to routine image preparation, such as cropping and minor
color/light level adjustments. Any images shared with earned media, in particular,
must be authentic photos. For any questions or suggestions regarding particular use
cases for photo illustrations, please email contactus@okstate.edu.
- AP clarification on editorial alteration of photos: You are permitted to crop and reformat the Content you have licensed solely as necessary
for you to display or publish the Content on the Preview Materials or Licensed Platform,
as applicable. If You crop or reformat any Content, You must not alter or compromise the editorial
content, integrity or meaning of such Content.
- Social media and AI image alteration: Using AI-generated content on social media can negatively affect the reach of your social media accounts. For more information about the guidelines for each platform, see the following links:
Prohibited Uses
Generative AI should not be used to replicate or imitate a person’s likeness or voice without their written consent.
Generative AI should not be used for official statements related to crisis communications and/or the management of sensitive issues.
Generative AI should not be used to create headshots or portraits of individuals.