Zoom AI Companion Available at Tufts

Effective October 23, Zoom AI Companion, Zoom’s artificial intelligence (AI) tool, commonly used to create meeting summaries, is available to everyone at Tufts.

To activate Zoom AI Companion, the Zoom meeting host needs to turn it on in their Zoom account settings (see instructions in the guide below). Participants who join a meeting with Zoom AI Companion turned on will be notified that an AI tool is being used (like the notice seen when a meeting is being recorded).

TTS must review all AI tools for video conferencing on Zoom and MS Teams for security and privacy, and, in some cases, to assure compliance with Massachusetts laws and regulations. Zoom AI Companion is the ONLY AI tool currently vetted for security and privacy and approved for use in video conferences at Tufts. Use of other AI tools (e.g. Eric.ai, Read.ai) on Zoom at Tufts is prohibited without the review and approval of TTS.  Meeting hosts should be on the lookout for uninvited participants from these platforms (and others) and remove them from meetings. The following guidelines are provided. 

Best Practices/Guidelines for AI in Video Conferences

Incorporating AI notetaking/recording tools into online meetings can enhance productivity, but it is vital to use these tools with respect for privacy, security, and impact on the overall meeting experience and to check AI-generated content for inaccuracies and misattributions. Below are some best practices/guidelines for using AI in video conferences at Tufts:

• Ensure all AI notetaking/recording tools are vetted and approved by Tufts Technology Services (TTS). Currently ONLY Zoom AI Companion is vetted and approved.

• Create transcripts in Microsoft Teams or Zoom and login with your Tufts credentials to use Microsoft Copilot (a Tufts-approved generative AI tool) to create meeting summaries as an alternative to using unapproved AI tools. More information in AI Content for MS Teams.

• Use the Tufts HIPAA Zoom service, which does NOT allow cloud recording or Zoom AI Companion features, for virtual meetings subject to HIPAA compliance.

• Hosts should:
  • Ensure that Zoom AI Companion settings are set appropriately for the meeting. Visit this Zoom AI Companion guide for details.
  • Remove any non-approved AI tools from Tufts meetings.
  • Notify all meeting attendees (including participants joining late) that an approved AI tool is being used in the meeting. Once notice is given, attendees can opt-out of the meeting or request that the AI tool be turned off.
  • Be the only individual using an AI tool during the meeting.
  • Be responsible for sharing the AI-generated content and for deleting recordings when they are no longer needed.
  • Pause the use of approved AI tools during any breaks in the session.
  • Be aware of privacy regulations and ensure that recorded content is stored securely and accessible only to authorized individuals.
  • Review recorded content to ensure accuracy and relevance.
• All participants should:
  • Avoid inviting any AI tool to a Tufts video conference if you are not the meeting host. Only the host should allow use of vetted and approved AI tools.
  • If you notice an un-approved AI tool has joined a meeting, alert the host.
  • Avoid forwarding meeting summaries to individuals or groups who did not attend the meeting, unless express permission has been obtained.
  • Be vigilant about AI tools which may add themselves to your or others’ meetings without your permission. For assistance getting these AIs removed contact it@tufts.edu
• Members of the Tufts community should:
  • Comply with existing laws and contract provisions (e.g., it is illegal to secretly record meetings without consent of all participants in the state of MA).
  • Consider if the use of AI is appropriate in meetings initiated outside of Tufts (i.e. with vendors or other schools). If the content of the meeting is confidential, participants should request the AI be turned off. 

For more information, see the AI and Virtual Meetings Online Guide.