AI tools are increasingly available and impacting workflows. While there are many different types of Generative AI tools, this policy focuses on large language model applications. is changing the way we work. Currently, we expect its greatest immediate impact at SHEA to be on how content (of all types) is created. The potential for having “assistive” technology tools is immense yet we recognize that the technology also has shortcomings and needs to be used with consideration.
AI governance is a rapidly evolving policy space, and SHEA encourages members to review current institutional and national policies regarding appropriate uses and verification requirements. Generally speaking, most GenAI tools are not designed to be fully autonomous, and most products recommend a “human—in-the-loop” review. Institutional policies and SHEA policies may vary, and SHEA encourages members to review both to ensure compliance with the most restrictive policy about use.
SHEA works to recognize privacy standards and limit risk so that we proceed with care in relation to AI use.
These guiding principles are meant for SHEA to balance championing innovation and experimentation, while valuing the integrity, privacy, transparency, and truth associated with information evolving with technology. SHEA encourages staff and members to learn about AI and encourages open dialogue on the role of AI for the organization itself and the communities we serve. This document outlines guiding principles that will be amended as we learn more about both the potential benefits and shortcomings of these new tools and the implications of their use.
Generative AI refers to a category of AI models and techniques that are designed to generate new content, such as text, images, and media content (e.g., music, videos). These models are trained to understand patterns and structures in data, following which they can generate new content that is similar in style or format. These AI tools are evolving rapidly limited regulation and oversight, and there are still many questions concerning AI, including:
Like all technology, Generative AI is a tool. Humans, specifically SHEA staff and volunteers, are ultimately responsible for the output from their tools. For example, if autocorrect unintentionally changes a word – changing the meaning of something we wrote, we are still responsible for the text. Technology enables our work; it does not excuse our judgment nor our accountability.e for the text. Technology enables our work; it does not excuse our judgment nor our accountability.
Principal #1 –AI use for SHEA staff is allowed, with disclosure to manager.
SHEA staff are permitted to use chatbots for routine emails and communications, but not for technical research, and not for protected/non-public information. AI can be used as a tool for editing, refining, reorganizing, or correcting human generated copy for products containing publicly available and disclosable information such as society newsletters, emails, or similar communications without disclosure to membership.
SHEA staff is also permitted to use AI for recording minutes of meetings, either using AI embedded in Teams and Zoom or Fireflies. Any recordings using AI must be done with the consent of all those on the call and should be deleted once minutes or notes from the meeting are finalized or at 3 months after the meeting, whichever occurs first. SHEA members have the right to ask that SHEA not use AI on committees they participate in for minutes.
All SHEA staff is expected to attend AI training related to ethical use at least once per year. As part of their yearly review, staff should discuss with their manager which AI tools they are using to ensure transparency within the organization. If staff are requesting or implementing a new AI tool, SHEA’s information technology team must be alerted. Approval of use of the tool is required yearly and includes tools provided as part of our current suite of products (ie., Microsoft co-pilot).
Employees are expected to maintain privacy and should not upload into AI anything sensitive which includes but is not limited to –
Principle #2 – AI use for SHEA Journals is governed by the SHEA Journal Publisher, Cambridge University Press.
When submitting articles and completing peer review for SHEA’s scientific journals, Infection Control and Hospital Epidemiology (ICHE) and Antimicrobial Stewardship and Healthcare Epidemiology (ASHE), the AI disclosures are embedded in the Instructions for Authors and Reviewers provided by Cambridge University Press. Please note that Peer Reviews should NOT be aided by the use of Large Language Model AI sites as that is in violation of authors intellectual property and publishes papers in advance of peer review and publishing. Please check the AI policy during submission as changes are posted to the Journal sites. Reviewers found to use AI for peer review will be banned from future peer review.
Principle #3 – AI used by members as part of research should be disclosed in all articles or abstracts.
AI use must be declared and clearly explained in publications such as research papers, abstracts presented at meetings, images generated for SHEA talks and conferences, and peer review. Currently, AI does not meet the requirements for authorship at SHEA’s scientific journal publisher, Cambridge University Press, given the need for accountability by the author. AI and LLM tools may not be listed as an author on any scholarly work published by Cambridge. Of note, Cambridge has a plagiarism policy and uses software to detect this in their content. Please reference their policy at https://www.cambridge.org/core/journals/flow/information/journal-policies/publishing-ethics. Scholarly works including letters to the editor and opinion pieces must be the author’s own and should not present others’ ideas, data, words or other material without adequate citation and transparent referencing. Additionally, manuscripts under peer review should not be submitted to public large language models/AI due to confidentiality concerns. Breaching confidentiality of the peer review process is a form of peer review misconduct and may be reported to authors’ institutions. Authors are accountable for the accuracy, integrity, and originality of their research including any use of AI. Additionally, fake and incorrect references generated by AI are grounds for article rejection and potentially further actions.
SHEA also encourages members to review university and institutional policy regarding the use of AI in research and publication. Due to patient privacy concerns and intellectual property requirements, institutional policies may differ from SHEA policies and SHEA encourages members to adhere to the stricter of the policies for their own protection.
Principle #4 – Members, staff, and presenters – HUMANS – are accountable for the accuracy, integrity and originality of work.
AI is a tool, not a replacement, for original thought and effort. When using AI, the content must be reviewed and often edited for clarity and customization. The end product is still the responsibility of the member or staff using the tool, and they are accountable for the accuracy, integrity and originality of any use.
Principle #5 – Privacy and Security is critical when using AI.
SHEA prioritizes robust measures to protect privacy and data security. If using AI in relation to SHEA business, no personal identifiable information, company or member information that is not generally available to the public should be referenced. SHEA does not share any private information with third parties collected during the normal course of business per our existing policy. SHEA staff is prohibited from uploading membership contact information into any AI tools. SHEA staff is prohibited from uploading nonpublic information due to AI retention of data and information that outlasts the request.
SHEA routinely uses AI for recording minutes of meetings. Any recordings using AI must be done with the consent of all those on the call and should be deleted once minutes or notes from the meeting are finalized or at 3 months after the meeting, whichever occurs first. SHEA members who do not consent can leave the meeting.
Principle #6 – Members and staff are expected to follow all appropriate rules and laws related to AI as this evolves.
Generative AI should only be used where appropriate policies follow applicable state and federal laws and regulations (e.g., HIPAA-compliant Business Associate Agreement). SHEA prohibits the use of confidential, regulated, or proprietary information either developed or provided by SHEA as prompts for generative AI to generate content. While there are currently no national policies or laws related to AI, this is evolving. As regulations come into play, SHEA expects all members and staff to be in compliance.