Checklist for legally compliant handling of generative AI services
When using generative AI services in academics and teaching, legal issues inevitably arise - especially in the areas of data protection, copyright and the European AI Regulation. The checklist for the legally compliant use of AI provides students and lecturers with a compact overview of the most important requirements, divided into three phases: before, during and after use.
In addition, the checklist contains specific examples of permissible and impermissible AI use - separately for students and lecturers.
Before use
The terms of use of the AI service must be read carefully before use. The services available at the University of Koblenz are here viewable.
Before use, it must be checked whether the company's own AI competence is sufficient for the specific purpose, e.g. with regard to risks or sources of error. The acquisition of AI competences is mandatory in accordance with Art. 4 of the European AI Regulation. Training courses can be found here.
During use
Personal data may not be entered into AI systems; neither general (e.g. name, contact details, photo) nor particularly sensitive categories (e.g. health data, political opinions, religious beliefs).
Copyright-protected third-party works (e.g. textbooks, journal articles, video recordings) may not be used as input without the consent of the copyright holder.
Confidential materials (e.g. minutes of non-general public meetings, internal documents) may not be entered. Decisions or assessments must not be made solely on the basis of AI-generated results - the final decision always lies with the person responsible.
After use
AI-generated content must be checked for technical accuracy and possible copyright compliance with existing works before publication or dissemination.
AI-generated or AI-manipulated content (text, image, audio, video) must be labelled transparently when it is published (see Art. 50 AI Regulation).
The checklist provides an initial overview. There are still no conclusive legal clarifications for many legal issues relating to AI. If you have any questions, you can contact the responsible offices at the university - the contact details can be found at the bottom of this page.
The handout on the checklist for legally compliant handling of generative AI services does not constitute legal advice and is not a substitute for seeking legal advice in individual cases. For advice, please contact the responsible authorities:
