Guidance for Using Generative AI in Creative Media

This guidance helps Liberty University’s faculty, staff, and student creatives use generative AI tools thoughtfully when producing digital content that represents or promotes Liberty University. Any AI tool used for Liberty University work must be reviewed and inventoried by Information Services.

Tool usage should consider the Data Storage policy (DocTract) and Data Classification policy, along with the Employee Handbook regarding confidentiality and quality. Technology Reviews can be requested through ServiceNow.

What is Generative Artificial Intelligence (AI)?

Generative AI comes in many forms such as writing assistants, image and video generators, animation tools, music creation, code assistants, and more. As these tools become more accessible, it’s common for individuals to experiment with personal accounts or subscriptions.

What is the University’s Policy Regarding AI?

With AI constantly being added across many enterprise software solutions, it is important to set guidelines in place. As new policies or procedures are finalized, they’ll be added here.

In general, AI should be used to enhance productivity and support employees, not replace them. Human oversight is key, and AI technologies should be treated as assistive tools, not as replacements for human judgment, creativity, or accountability.

Additionally, the human author retains full responsibility for the accuracy, validity, and final presentation of the information provided by AI.

• Liberty University-approved and recommended AI tools for marketing and communications:
  • Microsoft CoPilot
  • Adobe Firefly and Firefly features within the Adobe Creative Suite

What about Using AI-Generated Work in Final Products?

AI tools may be used to support the creative process, but AI-generated work is not approved for public-facing or final deliverables. This includes any physical or digital product intended for distribution or sale — including, but not limited to: stickers, promotional items, apparel, signage, marketing graphics, web content, and similar items.

Do:

• Use for internal mock-ups, concepting, and ideation
• Use for rough drafts shared internally to explore direction

Don’t:

• Submit AI-generated images or designs as original or finalized creative
• Present AI output as unique, human-made work
• Use AI-generated creative in any final product delivered to a client, partner, or the public
  

Any work submitted that is identified as AI-generated will not be approved as a final product.

Acceptable Use of AI

• Wrinkled Clothing: Smoothing out wrinkles in clothing to present a polished appearance.
• Hair Adjustments: Fixing stray hairs or “fly-aways” to enhance the subject’s appearance.
• Photo Color Correction: Adjusting the color balance or saturation to improve the overall quality of the photograph is acceptable.

The Do’s and Don’ts of AI Usage at Liberty University

• DO remember the human accountability factor.
  • Creators are fully responsible for all content produced using AI.
  • AI tools do not replace professional judgment.
• DO use AI to support brainstorming and ideation, concept development, mockups, testing, and to give ideas for workflow efficiency and optimization.
• DO disclose AI usage when seeking approvals.
• DO ensure there is always a human review before publishing.
• DO verify commercial-use rights before publishing AI-generated content.
• DO confirm all AI projects are vetted and approved through the appropriate departments.
  • This ensures compliance with Procurement, Marketing, and IT.
• DO make sure content doesn’t imply real individuals or real events that did not occur.
• DO make sure AI outputs are reviewed for bias, inaccuracies, and visual artifacts.
• DON’T upload confidential, personal, or protected information, or any student records, private communications, or internal-only data.
• DON’T use personal AI accounts for official university projects.
• DON’T purchase AI tools, subscriptions, or credits on behalf of Liberty without proper approval.
  • Licensing, Procurement, data privacy requirements, and commercial-use terms vary widely across platforms and must be considered to protect the university.
• DON’T use personal AI accounts to process Liberty-owned content, footage, documents, or private information.
  • Many tools retain prompts, uploads, or training data, and personal accounts cannot guarantee secure handling.
• DON’T use AI-generated people, voices, or environments that mislead audiences.

When in doubt, ask before using and always ensure department leadership has been involved.