As AI tools become more prevalent in higher education, UNLV is committed to evaluating them thoughtfully by balancing innovation with the institution's obligations to protect student data, ensure accessibility, and maintain security.
If you're interested in using an AI tool with UNLV systems, data, or in an instructional context, this page explains what to expect from the review process.
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Policy Basis
UNLV does not currently have a policy specific to AI tools. However, several existing policies establish the basis for this review requirement.
Existing Policies at UNLV
| Policy Name |
Summary |
| Acceptable Use of Computing and Information Technology Resources |
Requires that all use of UNLV computing resources comply with applicable laws, license agreements, and university policies. It prohibits accessing, storing, or transmitting sensitive personal information without a valid business or academic reason, and applies to everyone who accesses UNLV computing and information technology resources — regardless of whether a tool is free or paid. |
| Software Licensing |
Requires that individuals using or installing university software understand and adhere to its license terms. Applies specifically to software obtained through university contracts, agreements, or funds. |
| Breach of Information Notification |
Requires that any exposure of sensitive personal information to an unauthorized party be reported immediately and investigated. There are no exceptions. The use of an unreviewed AI tool that processes student or institutional data could trigger breach notification obligations under this policy and under Nevada Revised Statutes Chapter 603A. |
Because UNLV's policies govern practices and resources broadly rather than specific technologies, there is currently no policy that addresses AI-specific concerns such as training data use, generative outputs, or AI-assisted decision-making. Notably, the Software Licensing Policy applies only to software obtained through university contracts or funds, which means free tools fall outside its scope, despite posing equivalent or greater risk.
Free Tools: The review requirement applies to any AI tool used with UNLV data, systems, or devices, regardless of whether the tool has a cost. The obligation flows from how a tool interacts with university resources and data, not from how it was acquired. Free AI tools frequently pose equal or greater risk than paid ones, as their free tiers commonly use input data to train AI models and offer no contractual data protections. The Acceptable Use Policy applies to all use of UNLV computing resources and data, and the Breach of Information Notification Policy has no exceptions — both apply whether a tool is free or not.
Personal Accounts: If you access an AI tool through a personal account for university-related work, the university cannot extend any protections or support. This includes signing up with your UNLV email address on a free or unlicensed plan. An institutional email address does not confer institutional protections. The review process applies regardless of how a tool is accessed.
Before You Submit a Request
An AI Solutions review requirement applies only when a tool's AI features directly process, analyze, or interact with UNLV data or user inputs. Thus, when thinking about whether the tool you are inquiring about fits into this, you should first ask yourself questions about the following three categories. Click on each heading to expand it for more details.
Existing Tools
Is there already a UNLV-supported tool that meets your need? Review UNLV's current AI tools and resources at
https://it.unlv.edu/ai-technology/tools before submitting a request. If a supported tool exists but doesn't fully meet your needs, briefly explain why in your request in order to clarify your use case.
Access to Data
Will the tool interact with student data, grades, or other sensitive information? If so, a formal review is required before use.
WebCampus Integration
Are you planning to integrate the tool with WebCampus (Canvas)? Canvas integrations require a separate technical review and are installed only during semester breaks.
Not all software that uses AI technology requires an AI Solutions review, however. Software that uses AI internally for back-end purposes such as data curation, content updates, or platform maintenance, where no UNLV data flows into any AI process and users interact only with the resulting output, does not require an AI Solutions review. If you are unsure whether your tool meets this threshold, submit a request, and we will make that determination.
IRB-Approved Research: IRB approval covers research methodology and does not constitute approval of specific technology tools. AI tools being submitted for approval used in IRB-approved research must still complete the IT review process. Be sure to request IT approval before specifying a tool in your IRB protocol.
API Access: If you are seeking API access for programmatic or research use, UNLV currently provides institutional API access for supported providers only. UNLV currently supports OpenAI API access through a centrally managed institutional account. See Requesting OpenAI API Access at UNLV. API access for providers not supported by UNLV is not available.
How to Submit a Request
Submit your request through the UNLV IT Service Portal (TDX), using the Artificial Intelligence (AI) Solutions Tool Review Form. You will be asked to provide:
- The name of the tool and a link to the vendor's website
- Your intended use case (what types of activities will the tool be used for?)
- What categories of data will be processed? Examples include public content, internal notes, student information, or research participant data, etc.
- Who will use this tool? (students, faculty, staff, or a combination)
- Whether the tool is connected to a funded research project, grant, or external partnership. If so, the name of the project, funding source, and any external partners involved
- Whether an integration with any UNLV systems is required
- Any vendor documentation about any required integrations, if available
What Gets Reviewed
All AI tool requests are evaluated by UNLV's AI Solutions team in coordination with the Information Security Office (ISO). The review covers the following areas:
Data Privacy and AI-Specific Concerns
This is the most critical part of the review for AI tools. Reviewers will determine:
- Whether the vendor uses your data to train their AI model. UNLV requires that institutional data — including student interactions, uploaded documents, and prompts — not be used to train or improve vendor AI models without explicit consent. Tools that cannot contractually guarantee this face significant barriers to approval.
- Where data is stored and for how long. UNLV requires that data handling practices align with applicable federal, state, NSHE, and institutional policies.
- Whether the tool is compliant with FERPA. Any tool that processes student educational records must meet FERPA requirements, typically through a signed data use agreement with the vendor.
- Whether other applicable regulations apply (HIPAA, GDPR, Nevada privacy law), depending on the context of use.
Security
The ISO will assess the tool for security vulnerabilities, authentication requirements, encryption standards, and any required integrations with UNLV's identity management system.
Accessibility
UNLV requires that all technology tools be accessible to users with disabilities. Once the initial review is complete, you will be notified to initiate an accessibility review with the Office of Accessibility Resources (OAR).
Institutional Fit
Reviewers will assess whether the tool serves a clear need, whether existing UNLV-supported tools already address that need, and whether there is a sustainable plan for administration and support.
Extensions, Plugins, and Add-ons
Many AI tools support additional features such as plugins, connectors, skills, custom GPTs, or other extensions that expand the tool's capabilities. These features are managed separately from the base tool review process and are subject to their own approval requirements.
Types of Extensions
| Platform Native Extensions |
Extensions published by the AI tool's own vendor and covered under UNLV's institutional agreement may be requested for approved use cases. Submit a request through the IT Service Portal describing your intended use case and audience. |
| Enterprise Tool Extensions |
Extensions that connect institutionally supported AI tools to other UNLV-supported platforms may be requested through the IT Service Portal. The connected platform must already have an active data agreement with UNLV.* |
| Third Party Extensions |
Extensions developed by outside vendors are not permitted for use with institutionally supported AI tools. Third-party extensions have their own data terms and privacy policies that are not covered by UNLV's institutional agreements and cannot be individually reviewed at this time. |
| Student Access |
Student access to extensions is determined by the terms of the institutional agreement for each platform. Where students have institutional licenses, access to approved extensions may be available within defined parameters. Students on personal or individual accounts do not have access to institutionally managed extensions. |
| User Created Extensions |
Creating, sharing, or uploading custom extensions is not currently enabled on UNLV's institutionally supported AI platforms due to the security and data risks they present. |
*
Note: some enterprise tool extensions require security configuration changes to function. If enabling the extension requires changes that affect data access, privacy settings, or security controls, additional review may be required before approval.
Intellectual Property
Intellectual property considerations, including questions of ownership of AI-generated outputs and confidentiality of inputs, are beyond the scope of this IT review. Faculty and staff with IP concerns related to AI use should consult with the Office of General Counsel.
What Approval (and Denial) Means
Possible Outcomes
| Outcome |
What it Means |
|
Approval
|
This means the tool has been reviewed and cleared for use with UNLV systems and/or data in the described context. It does not mean UNLV IT will provide hands-on support for the tool's features, nor does it mean central IT is funding the tool. |
|
Conditional Approval
|
This means the tool has been reviewed and cleared for a specific, defined purpose within a set timeframe. It does not constitute general institutional approval and cannot be extended to other use cases or users without a new review. Limited use approvals are subject to conditions that the requester must agree to before the purchase can proceed. |
|
Limited Use Approval
|
This means the tool can move forward once specific requirements are met — for example, executing a data use agreement with the vendor, or completing the accessibility review. |
|
Denial
|
This means the tool did not meet UNLV's requirements at the time of review. Common reasons include:
- The vendor uses institutional data to train AI models and cannot contractually opt out
- The tool does not meet FERPA requirements
- Significant security vulnerabilities were identified
- The accessibility review was not completed or the tool failed accessibility standards
|
A denial is not necessarily permanent. If a vendor addresses the identified concerns, or if the requester has new information or documentation not available at the time of the original review, they may resubmit for reconsideration.
NOTE: Previous approval of a tool does not guarantee renewal. All renewals are subject to current review standards, which may have changed since the original approval was issued.
Timeline
The review process typically takes several weeks to a few months, depending on the complexity of the request, the status of the accessibility review, and vendor responsiveness. If you have a time-sensitive need, submit your request as early as possible. In some cases, you may be asked to reach out to the vendor directly for information such as data handling practices or enterprise agreement options, as vendors sometimes offer solutions not available through standard plans that can make approval possible. The review team will step in when questions require technical or system-level expertise.
WebCampus integrations are installed only during breaks between semesters. Requests for Canvas integrations must be submitted well in advance of the desired installation window.
Questions?
Contact the UNLV IT AI Solutions team through the IT Service Portal or at [insert contact info].