Purpose

The purpose of this policy is to provide clear guidance to students on the ethical, responsible, and secure use of Artificial Intelligence (AI) technologies in academic work and related activities. New West College recognizes the growing role of AI in education, professional development, and the workplace, and supports its appropriate integration into the student learning experience. The policy is intended to ensure that AI use promotes genuine learning, protects academic integrity, and aligns with applicable laws and the Institution’s values.

Scope

This policy applies to all enrolled students at New West College, whether enrolled in on-campus, blended, or online programs. It governs the use of AI tools in all academic activities, including coursework, assignments, projects, research, and communications involving the Institution.

Definitions

For the purposes of this policy, Artificial Intelligence refers to software systems or tools that can perform tasks normally requiring human intelligence, including text generation, image creation, speech recognition, translation, data analysis, and decision support. Examples include ChatGPT, Microsoft Copilot, Grammarly, DALL·E, and other generative AI systems. Generative AI refers to AI capable of creating new content such as text, images, audio, or video based on prompts or inputs. AI-assisted work means any academic work in which AI has contributed to the research, drafting, editing, or production of content.

Policy Statement

Students are encouraged to use AI tools as a supplement to their studies rather than as a substitute for their own intellectual work. Acceptable uses of AI include employing it to clarify complex concepts, improve writing quality, generate practice questions, receive feedback on drafts, summarise research materials, and prepare for job interviews or workplace simulations. Students are expected to verify the accuracy of AI-generated outputs and critically assess their relevance, reliability, and appropriateness for the task at hand.

The use of AI is strictly prohibited in situations where it undermines academic integrity or violates Institution rules. This includes using AI to plagiarise, complete assessments without authorisation, fabricate sources, generate harmful or discriminatory content, or submit AI-created work without proper acknowledgement. Students must not input personal, confidential, or sensitive information into public AI tools, and only AI system approved by the Institution may be used for assignments that involve identifiable or protected information. Any use of AI in academic work must be transparently disclosed in accordance with the Institution’s academic honesty policy, and instructors may require a clear explanation of how AI was used in a submission. The Institution reserves the right to determine whether AI use in any given context aligns with its academic and ethical standards.

Compliance with Laws

All AI use under this policy must comply with relevant Canadian and Alberta legislation, including the Personal Information Protection Act (PIPA) of Alberta, which governs the collection, use, and disclosure of personal information by private sector organisations in the province; the Personal Information Protection and Electronic Documents Act (PIPEDA) of Canada, which establishes rules for the management of personal information in commercial activities; the Copyright Act of Canada, which protects the rights of creators and governs the use of copyrighted materials, including AI-generated content; the Criminal Code of Canada, which prohibits the creation or distribution of harmful, obscene, or threatening materials; and the Freedom of Information and Protection of Privacy Act (FOIP) of Alberta, which applies to personal information handled by public bodies in relevant partnerships. Students are responsible for ensuring their AI use does not breach these laws.

Procedures and Enforcement

Students suspected of violating this policy will be subject to the Institution’s academic misconduct procedures. Consequences may include a written warning and additional education on appropriate AI use, a reduction in grades or failure of the assignment, academic probation, suspension, or a permanent record of academic misconduct. The severity of the sanction will reflect the seriousness of the violation and any history of prior offences.

Appeals

Students who believe they have received unfair consequences under this policy may submit an appeal of the decision in writing within 15 business days. The student must include relevant documentation and a clear explanation of the grounds for appeal.

Grounds for appeal may include:

• Misunderstanding or misapplication of the policy

• Procedural error during investigation including but not limited to lack of procedural fairness or biased decision-making.

• Evidence that was not reasonably available at the time of the decision

• Disproportionate consequences given the nature of the violation

Students are encouraged to first seek resolution by discussing the matter with their instructor. If the student isn’t content with the resolution, they may request New West College to provide an impartial panel to review the appeal. The panel has the power to uphold, overturn or amend the original decision. All decisions are final and will be communicated to the appropriate parties.

Review and Revision

This policy will be reviewed annually by the Academic Council in consultation with faculty, student representatives, and legal advisors to ensure it reflects technological developments, educational best practices, and legislative changes.