Generative AI Images and Video Policy
For Marketing and Communications Use
Policy Category: Marketing and Communications
Effective Date: Drafted by representatives from University Marketing Communications January, 2026
Responsible Officer: Vice President, Chief Marketing, Enrollment, and Communications Officer
History/Last Updated: Last updated January, 2026
Responsible Office: University Marketing and Communications
Purpose
This policy is intended to provide guidance to Simmons University related to the use of Generative Artificial Intelligence (AI) for creating images for use in externally facing marketing and communications uses. This does not apply to student use or faculty or academic uses. We encourage faculty and staff to adhere to these guidelines for internal communications as well, but it is not required.
Scope/Applicability
This policy applies to all members of the Simmons community, students, faculty, staff, and affiliates creating external marketing and communications content.
Legal
N/A
Policy
Introduction
As there is an increase in popularity of generative AI tools, Simmons has developed this policy to assist and set guidelines regarding its use, including the prohibition on entering sensitive, confidential, and copyrighted information and materials into generative AI tools for marketing and communications purposes.
Policy Statement on Acceptable Use of Generative AI Images and Video in Marketing and Communications
- Only use AI image tools for minor enhancements of existing licensed/owned images or video (e.g., removing unwanted items, extending background, improving clarity).
- Substantial modifications require disclosure and University Marketing and Communications approval.
- Full generation for marketing or communications purposes is not currently permitted and is deferred for future review.
- Ensure that any edits preserve essential context/authenticity and do not mislead, distort, or materially change meaning without disclosure.
Procedures
- The original image’s rights must be verified (Simmons holds the rights to or licenses the image).
- For any substantial modifications, document the AI tool used (vendor/name/version), the edits applied, and confirm that the output has been reviewed by a human for accuracy, context, appropriateness, and bias.
- If the image is used externally (public-facing) and the AI edits constitute a substantial modification, include a brief disclosure: “Image has been enhanced/edited using AI tools.”
- All use of AI image tools for use in marketing or communications must be reviewed and approved by the University Marketing and Communications and Technology teams.
- All images generated by generative AI for use in external-facing marketing or communications must be reviewed and approved by the University Marketing and Communications team.
Prohibitions
- Do not enter copyrighted, potentially copyrighted images, or content into non-enterprise AI tools.
- Do not input sensitive, proprietary, personally-identifiable, or confidential image data into non-enterprise AI tools.
Definitions
Generative AI Tool
Any software, platform, or system capable of creating, modifying, or synthesizing text, images, audio, video, code, or other media using machine-learning models. Examples include, but are not limited to, OpenAI tools, Adobe Firefly, Midjourney, and similar services. For the purposes of this policy, “generative AI tools” refer specifically to tools that use user-provided inputs (prompts or uploaded content) to produce new or altered outputs.
Sensitive information
Any data classified as Restricted or Private, including but not limited to:
- Personally identifiable information (PII)
- Protected health information (PHI)
- Student education records under FERPA
- Financial, payroll, or donor information
- Confidential university business records, internal research data, or other information that could expose the university or individuals to risk if disclosed
Copyright and rights
The legal rights associated with the ownership, licensing, creation, reproduction, or distribution of creative works, including photographs, graphics, video, artwork, and written or digital content. Users must ensure that:
- The university owns or has licensed the original materials being modified,
- usage complies with licensing terms,
- and AI-generated or AI-modified outputs do not infringe upon the rights of creators, license holders, or subjects depicted.
Minor enhancement, substantial modification, and full generation
- Minor Enhancement: Small, non-material edits to an existing university-owned or licensed image that do not change the essential meaning, truthfulness, or context of the content.
Examples: removing blemishes or background clutter, adjusting lighting, extending a neutral background, and improving clarity. - Substantial Modification: Alterations that significantly change the content, appearance, or interpretive meaning of an existing image.
Examples: adding new objects, altering facial features or environments, or modifying an image in a way that could mislead or change viewer interpretation. - Full Generation: The creation of an entirely new image, graphic, or visual element produced primarily or wholly by a generative AI tool without a pre-existing, university-owned source file.
Policy Violations
- Not adhering to any of the above guidelines may result in disciplinary action.