Purpose
In support of the university’s commitment to transparent communication, brand consistency, and responsible innovation, this policy provides guidance for the ethical, effective, and mission-aligned use of generative artificial intelligence (AI) in marketing and communication work. Anderson University encourages the thoughtful use of AI to increase capacity, reduce bottlenecks, support creativity, and strengthen materials. This policy outlines expectations that protect AU’s brand, uphold quality standards, and reflect our Christ-centered mission.
Scope
This policy applies to all staff, faculty, student workers, and contractors who create or support forward-facing marketing, branding, or communication materials for Anderson University. This includes written content, visual assets, digital media, email communication, websites, advertising, and enrollment communications. Use of AI for personal, one-to-one communication (such as individual emails) is not governed by this policy unless the message is designed for broad or repeated distribution.
Alignment With AU Values
AI usage must align with:
- Anderson University’s Christ-centered mission
- Employee expectations outlined in the employee handbook
- Student expectations outlined in the student handbook
- University communication standards in the editorial style guide
- AU’s brand voice and visual identity in published brand guidelines
- AU’s Acceptable Use and Data Governance policies
- AU’s commitment to accuracy, authenticity, and stakeholder trust
All use of AI must safeguard confidential information, student data, internal documents, and protected records. Sensitive, restricted, or confidential information may not be entered into any AI tool without explicit approval from Information Technology Services or the Office of Marketing and Communication.
Policy Procedures
The procedures below guide the ethical and effective use of AI for any AU office, academic department, athletic team, student organization, or individual that produces university-affiliated communications or operates a university-affiliated social media account.
Text-Based Content Generation: AI may be used for idea generation, outlining, drafting, and editing. Because AI cannot consistently ensure factual accuracy or maintain AU’s brand voice, all AI-generated text must be reviewed and edited by a human before publication.
Users must:
- Provide clear prompts
- Fact-check all output
- Edit for tone, clarity, grammar, and correctness
- Remove bias or inaccuracies
- Require a second human review for all forward-facing materials unless trained and exempted by the Office of Marketing and Communication.
This applies to web copy, social media content, email campaigns, admissions communications, newsletters, talking points, and printed marketing pieces.
Image-Based Content Generation: To protect AU’s visual identity, AI image generation must follow these guidelines:
- Anderson University logos, athletics marks, and imagery of Rodney the Raven may never be uploaded into AI tools for alteration or re-creation.
- AI-generated logos or graphics, as well as original creations, may not be used in place of or in addition to an official AU logo or graphic when the intention is to represent AU from a branding standpoint. All logo and graphic requests are to be directed to the Office of Marketing and Communication.
- AI-generated photos or illustrations may not depict scenes that could reasonably be interpreted as AU students, employees, or campus environments.
- Real photos of AU students, faculty, staff, and campus are preferred, as authenticity is highly valued by prospective and current students.
- AI tools may not impersonate people or create fabricated or misleading scenes involving AU individuals or settings.
- AI-based editing tools may be used only for standard corrections such as lighting, cropping, or background cleanup that do not alter reality.
- When AU photography is not available, royalty-free stock photography is preferred before AI-generated images.
- Approved AI image tools include Adobe Firefly, Shutterstock, and Tess, which use licensed or compensated databases.
- All AI-generated images intended for external audiences must be reviewed and approved by the Office of Marketing and Communication.
Approved practical use examples:
- I'm making a flyer, with the official AU logo included, and I'm going to use AI to help create a visual diagram or infographic in addition.
- I want to make a sticker with a bible verse on it, and I'm going to ask AI to make a sticker design of the scripture, then I'll add the official AU logo to it.
- I want to make a one-off apparel design that says AU, and I’m going to have AI come up with a fun design, but I’m not going to manipulate any official AU branding elements to do so.
- I’m creating a social media post for an AU event, and with the help of AI, I’ll come up with the template as long as it doesn’t break the official AU branding guidelines.
Not-approved practical use examples:
- I'm making a flyer, and I want to use AI to create a fun logo for my department and put that logo on my flyer instead of the official AU logo.
- I want to have AI help make a sticker for my department that will be used in place of our official AU logo.
- I want to make a one-off apparel design that says AU, and I’m going to have AI come up with a fun design, but it will be altering the official AU brand in the design.
- I’m creating a social media post for an AU event, and with the help of AI, I’ll use the graphic without consulting the official AU branding guidelines for violations.
Video and Audio Content Generation
- AI-generated voice-over audio may be used only if it does not imitate or impersonate an identifiable AU individual or public figure.
- AI may not be used to create deepfakes or misleading representations of people, events, or campus.
- Any AI-generated audio or video element used in external-facing content must be reviewed by the Office of Marketing and Communication and credited appropriately.
Language Translation
AI-assisted translation is permitted, including tools such as Google Translate. For content distributed to broad audiences, a native-language speaker should review translations when possible. If a reviewer is not available, a small notation such as “Translated with Google Translate” should be included.
Citing AI Use
Transparency supports trust and academic integrity. Credit must be given when AI tools directly create forward-facing creative assets.
Citations are required when:
- Images, graphics, or illustrations are generated entirely by AI
- Video or audio uses AI-generated components
- Written or web content is translated solely by AI without human review
Citations are not required when:
- AI assists with drafting that receives full human revision
- Standard photo editing uses AI for minimal corrections
- AI is used for internal brainstorming or ideation
Examples:
- Image credit: Created using [AI Tool Name]
- Voice-over created using [AI Tool Name]
- Translated with [AI Tool Name]
Training and Exceptions
Certain staff members within Admissions or the Office of Marketing and Communication may be designated as trained AI users and permitted to publish AI-assisted content independently after receiving training from the Office of Marketing and Communication or Information Technology Services. Their work must still follow all standards in this policy.
Continuous Improvement
AI tools evolve rapidly. As Anderson University continues developing internal AI agents to support workload reduction and improve operational efficiency, this policy will be updated to reflect best practices and campus needs. Approved tools and use cases will be maintained by Information Technology Services and the Office of Marketing and Communication.
Questions and Concerns
- Marketing and branding questions may be directed to the Office of Marketing and Communication.
- Technology, security, and data privacy questions may be directed to Information Technology Services.
- Questions about accessibility or translation support may be directed to the Office of Marketing and Communication.
Review and Update
This policy will be reviewed annually to ensure clarity, relevance, and alignment with emerging technologies, legal considerations, and Anderson University’s mission. Recommended updates will be submitted to Cabinet for approval.