Guidelines for Use of AI Assistants During SPE Committee Meetings

The expansion of generative artificial intelligence (AI) has created an assortment of personal and business tools. One of these tools is the AI assistant that acts as a notetaker in meetings. In notetaking mode, the assistant can record, transcribe and summarize the information that was discussed. This AI notetaking aid can free the person to participate more fully in the meeting. An example of this type of tool is otter.ai.

While these tools allow the person to be more efficient, there are risks to consider. Privacy and security are top priorities for all committee members and their companies. All should be aware that each members’ companies have policies on AI that the member must adhere to as generative AI evolves.

Each committee member plays a key role in the responsible use of AI.

This document outlines the guidelines concerning the use of these AI assistants during any meeting of committee members.

1. Any use of an AI tool in a meeting of committee members must be approved by all members of the committee meeting before its use. Any user of an AI tool must let the committee know that they plan to use the tool as soon as they join the meeting, noting its intended use, and ask permission before activating it.

2. If permission is not granted by all members of the committee, the AI tool must be removed from the meeting by the user of the tool or the SPE manager of the meeting.