Unauthorized Recording and AI-Assisted Technology Guidelines
Document Type: Interim University Guidelines
Applies To: NLU Faculty, Staff, Students, and Other Members of the University Community
Responsible Office: Human Resources and Student Affairs, as applicable
Purpose
National Louis University is committed to maintaining learning, working, living, and support environments that protect privacy, confidentiality, academic integrity, accessibility, and trust. With the increased availability of recording-capable devices and AI-assisted technologies, these guidelines establish expectations for responsible technology use, particularly when recording, transcribing, livestreaming, capturing, or sharing conversations and information. These guidelines provide interim direction while the University develops a more comprehensive framework regarding recording, privacy, and AI-assisted technology.
General Guidelines
Unauthorized Recording and Capture
Unauthorized recording, photographing, livestreaming, transcription, or AI-assisted capture of conversations, meetings, classes, or private interactions is not permitted, subject to applicable law and protected rights. Individuals should ensure that use of these technologies is appropriately authorized and consistent with applicable University expectations.
This guidance applies broadly to technologies capable of capturing or processing information, including:
- Smartphones, smart watches, and smart glasses.
- AI-enabled wearable devices.
- Audio and video recording applications.
- Automated transcription and meeting-summary tools.
- Other technologies capable of recording, transmitting, or processing conversations and information.
The expectations apply to the activity being performed, rather than to any particular device or application.
Appropriate and Authorized Technology Use
University-approved recording, transcription, and AI-assisted tools may continue to be used for legitimate educational, business, research, accessibility, or other authorized University purposes. Such use must remain consistent with applicable:
- University policies and expectations.
- Academic guidelines and academic integrity requirements.
- Confidentiality and privacy requirements.
- Approved accommodation processes.
- Applicable legal requirements, including consent requirements.
These guidelines are not intended to limit appropriate educational technology, accessibility support, innovation, research, or other legitimate and authorized University activities.
Situations Requiring Particular Care
Particular care should be taken when using recording or AI-assisted technologies in settings where privacy, confidentiality, or fairness is expected. Examples include:
- Student conduct, Title IX, complaint, grievance, and appeal processes.
- Advising, accessibility, wellness, case management, and student support meetings.
- Residence hall private spaces and other sensitive community settings.
- Sensitive classroom environments, examinations, assessments, and academic integrity-related activities.
- Employment, supervisory, or confidential administrative meetings.
Individuals should seek appropriate guidance before using recording or AI-assisted capture technologies when authorization is unclear.
Accessibility and Accommodations
NLU recognizes that recording, transcription, and other assistive technologies may be important accessibility tools. Individuals who require such technology as part of a disability-related accommodation should continue to work through the University's established accommodation process. Nothing in these guidelines is intended to interfere with approved accommodations or other rights protected by applicable law.
Additional Policy Development
These guidelines provide interim direction and are not intended to serve as a comprehensive University policy. NLU is developing a broader University-wide framework concerning recording, privacy, and AI-assisted technology use. Additional guidance and resources will be provided as that work progresses.
Questions
Employees with questions regarding these guidelines should contact Human Resources. Students with questions should contact Student Affairs or the appropriate University office.
Guiding Principle
Recording and AI-assisted technologies can support teaching, learning, accessibility, and University operations when used appropriately. Their use should also respect privacy, confidentiality, individual rights, and the University's commitment to maintaining an environment of trust.