Web Standards & Guidelines
  1. Web Standards & Guidelines
  2. Requirements
  3. Artificial Intelligence

12. Artificial Intelligence

  1. Approved Platforms
  2. Identification
  3. Feedback Mechanisms
  4. Scoped Knowledge
  5. Configurable System Prompt & Purpose
  6. Shared Institutional Knowledge

Go to requirement category in checklist

12.1 Approved Platforms

Websites employing interactive AI features must use an approved and centrally vetted AI platform, vendor, or model.

What are interactive AI features?

Interactive AI features include the use of artificial intelligence that is interacted with by a user. This includes, but is not limited to:

  • AI chat bots
  • AI summarization
  • AI search functionality

Requesting an AI chat bot

A common use of interactive AI features on websites is the employment of a chat bot to answer questions and find information. If your website needs an AI chat bot, please complete and submit a VCU Technology Services Web Request form. Make sure to fill out the appropriate options regarding AI usage, data sourcing, and intended purpose.

12.2 Identification

Websites employing interactive AI features must clearly and conspicuously identify them as using artificial intelligence.

The importance of identification

By clearly stating to a user that they are interacting with AI, we ensure transparency and manage user expectations.

How to implement identification

For chat bots, provide text such as "I am an AI assistant from VCU. My answers may contain errors." For other features, such as summarization, include text such as "AI" or an icon commonly used to denote AI that displays the text on hover.

12.3 Feedback Mechanisms

Websites employing interactive AI features must provide persistent feedback mechanisms in their interfaces.

The importance of feedback mechanisms

Feedback mechanisms ensure users who receive incorrect, biased, or "hallucinated" information can immediately report their findings. This allows for better moderation and optimization of these features.

How to implement feedback mechanisms

Provide a "Feedback" button that directs a user to fill out a form, or include thumbs up/down buttons to allow a user to denote good/bad responses respectively.

12.4 Scoped Knowledge

Websites employing interactive AI features must use specific, approved, and version-controlled knowledge sources relevant to their stated functions.

The importance of knowledge scoping

Using defined knowledge sources (such as specific VCU websites, documents, and/or databases) ensures interactive AI features provide institutionally approved and verified information. It prevents these features from using unverified and/or general internet knowledge, and ensures they automatically have access to updated and relevant information.

Best practices

  • Interactive AI features should not be configured to browse the live/general internet for answers.
  • Interactive AI features should be configured with instructions that explicitly forbid answering questions that fall outside of its defined knowledge scope.

12.5 Configurable System Prompt & Purpose

Websites employing interactive AI features must use configurable system prompts and/or purposes to define their persona, tone, and operational boundaries.

The importance of configurable system prompts & purposes

Using configurable system prompts in interactive AI features ensures administrators can easily modify and manages its core behavior. This includes its brand-aligned persona (e.g., "helpful," "professional"), its core instructions (e.g., "You are an assistant for the VCU Registrar's Office"), and any disclaimers without the needing to rebuild/retrain the model.

12.6 Shared Institutional Knowledge

Websites employing interactive AI features must integrate with a central, shared institutional knowledge base.

The importance of shared knowledge

By connecting interactive AI features to a single, authoritative source for core information, the university ensures consistency and accuracy. Regardless of website or departmental function, a user must receive the same, correct answer for questions such as, "What is the non-discrimination policy?" or "What is the VCU Police emergency number?" This prevents conflicting information, reduces redundant effort, and ensures critical updates can propagate to many interactive AI features at once.

Best practices

  • Interactive AI features requiring foundational topics such as, but not limited to, emergency procedures and key contacts (e.g., VCU Police, University Counseling), core institutional policies (e.g., Code of Conduct, accessibility, non-discrimination), and key institutional facts (e.g., university leadership, mission) should pull this knowledge from VCU Technology Services' central knowledge base.
  • Interactive AI features should be configured (with system prompts) to prioritize this shared knowledge base for relevant questions before consulting their own specialized information.