AI and Virtual Meetings at Tufts

The use of unapproved 3rd-party AI meeting tools is generally not recommended for a variety of reasons, including:

• Limited end user understanding – These tools are new and are often not fully understood, including by the people who sign up for them and the other attendees in their meetings.
• Lack of transparency – It's not always clear how these tools work, what kind of data they collect, where that data is stored, and how it will be used.
• Data overreach – In addition to recording information from your meetings, some of these tools collect information from your calendar, contacts, etc.
• Increased exposure – The more places your data is stored, the greater the risk of it being shared or hacked.
• Insufficient oversight and support – The use of tools not properly vetted and supported by TTS increases the chance that something can go wrong and decreases the likelihood that you can get help!

• Vet and approve all AI notetaker/recording tools with Tufts Technology Services (TTS). Currently ONLY Zoom AI Companion is vetted and approved.
• Create transcripts in Microsoft Teams or Zoom and login with your Tufts credentials to use Microsoft Copilot (a Tufts approved Generative AI tool) to create meeting summaries as an alternative to AI bot notetaking. 
• Hosts should:
  • Remove any non-approved AI tools from Tufts meetings.
  • Notify all meeting attendees (including participants joining late) that an approved AI tool is being used in the meeting. Once notice is given, attendees can opt-out of the meeting or request that the AI tool be turned off.
  • Be the only individual using an AI tool during the meeting.
  • Be responsible for sharing the AI-generated content and for deleting recordings when they are no longer needed.
  • Pause the use of approved AI tools during any breaks in the session.
  • Be aware of privacy regulations and ensure that recorded content is stored securely and accessible only to authorized individuals.
  • Review recorded content to ensure accuracy and relevance.
• All participants should:
  • Avoid inviting any AI tool to a Tufts video conference if you are not the meeting host. Only the host should allow use of vetted and approved AI tools.
  • If you notice an un-approved AI tool has joined a meeting, alert the host.
  • Avoid forwarding meeting summaries to individuals or groups who did not attend the meeting, unless express permission has been obtained.
  • Be vigilant about AI tools which may add themselves to your or others’ meetings without your permission. For assistance getting these AIs removed contact it@tufts.edu
• Members of the Tufts community should:
  • Comply with existing laws and contract provisions (i.e., it is illegal to secretly record meetings without consent of all participants in the state of MA).
  • Consider if the use of AI is appropriate in meetings initiated outside of Tufts (i.e. vendors or other schools). If the content of the meeting is considered confidential, participants should request the AI be turned off.
• Virtual meetings subject to HIPAA compliance should be done in the Tufts HIPAA Zoom service, which does NOT allow cloud recording or Zoom AI Companion features.

Before the Meeting

• Require authentication to join – Limits access to your meeting to current members of the Tufts community by forcing them to sign in with their Tufts credentials to join. (Note: You can use the Authentication Exception option to grant access to specific non-Tufts people, if needed.)
• Enable the waiting room – Puts attendees who attempt to join your meeting in a virtual waiting room. Hosts and co-hosts can grant or deny access as needed.

During the Meeting

• Deny entry from the waiting room – If you have the waiting room enabled and you notice an AI bot attempting to get it, click Remove to deny entry.
• Deny recording privileges – If an AI bot gets into your meeting and asks for recording privileges, do NOT grant recording privileges.
• Remove from the meeting – If an AI bot gets into your meeting, find it in the Participant panel and click More > Remove.

Before the Meeting

• Enable the lobby – In your meeting options, under Security > Who can bypass the lobby, select “People in my org” or something even more restrictive than that.

During the Meeting

• Deny entry from the lobby – If you have the lobby enabled and you notice an AI bot attempting to get in, deny entry.
• Remove from the meeting - If an AI bot gets into your meeting, find it in the Participant panel and click More > Remove from meeting.