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AI Policy

Introduction

Generative AI is a transformative technology that will increasingly serve as a valuable tool for professionals in the years ahead. The responsible use of AI within our organization will enhance our ability to serve our members and advance our mission.

However, AI must always be used with human judgment and oversight to prevent bias, misuse, and unintended risks. As this technology evolves, many organizations, including ours, are exploring its potential, current challenges, and long-term implications.

The Wisconsin EMS Association (WEMSA) is committed to leveraging AI to support our mission while upholding ethical standards and ensuring responsible usage. This policy provides guidelines for AI integration in our work while emphasizing that individual authors remain accountable for AI-generated outputs.

Ethical AI Framework

WEMSA follows a structured ethical framework for AI development, implementation, and use. Our key principles include:

Transparency

WEMSA will be transparent about AI-generated content. When AI is used to generate significant portions of textual output (excluding images), the following statement will be included:
“Note: AI-assisted content was used in part to generate this material.”
This disclaimer is not required for AI-generated marketing materials or emails.

Fairness and Equity
  • Individuals responsible for AI-generated content must review it for potential bias, inaccuracies (hallucinations), or discrimination.
  • AI will not be used to create or disseminate deepfakes, misinformation, or disinformation.
  • AI-generated materials should not be used as a substitute for genuine diversity or inclusion. AI tools must not be used to generate imagery, likenesses, or avatars that misrepresent real diversity.
Privacy and Data Security

WEMSA prioritizes data privacy and security. AI models used by our organization should be trained on anonymized and consented data, and access to sensitive information must be strictly controlled.

Where feasible, the Executive Director will assess AI tool security, and a vetted list of approved AI tools will be maintained.

The following information must never be uploaded to AI tools:

  • Sensitive demographic details (age, race, gender)
  • Personally Identifiable Information (PII)
  • Budgets and financial documents
  • Board/executive committee minutes or notes
  • Contracts or legal documents
  • Personnel-related documents, including resumes
  • Any information protected by law or where confidentiality is critical to WEMSA’s mission, finances, or reputation.

When in doubt, prefer using paid AI tools that do not retain user inputs, anonymize sensitive data, or avoid using AI altogether.

The following data should be used cautiously:

  • Focus group notes
  • Member/vendor interview transcripts
  • Membership engagement data
  • Competitive advantages of WEMSA
Permission Guidelines

WEMSA respects the privacy and intellectual property rights of its members and vendors. When uncertain, employees must seek approval before using member- or vendor-provided content in an AI tool. This applies to:

  • Transforming conference/webinar sessions into blog posts.
  • Creating white papers from subject matter experts.
  • Any other AI-assisted adaptation of member-provided content.

After obtaining permission and generating content, a WEMSA staff may consult the original contributor for review.

Copyright Considerations

If a work product (e.g., a logo) requires copyright protection, AI must not be used to generate it, as AI-created works currently lack copyright protection.

Accountability & Author Responsibility

AI can enhance efficiency and decision-making, but human oversight is essential. Therefore:

Human Oversight ("Human-in-the-Loop")

AI-generated content must be reviewed and approved by a human before being published or implemented, particularly for high-stakes decisions or sensitive tasks.

Decisive Authority

The final responsibility for AI-generated content lies with the author(s), who must verify the accuracy of AI-generated conclusions.

Training & Awareness

Employees using AI tools will receive training on ethical AI use, biases, and limitations. WEMSA will periodically audit AI-generated content to ensure compliance with ethical and organizational standards.

AI Use in Specific Applications
Translations

Generative AI tools should not be relied on for document translation, as their accuracy is inconsistent.

Meeting Notes

WEMSA staff may use tools such as Zoom AI, ChatGPT, or others for internal meeting notes, except when confidential topics (e.g., HR, finance, governance) are discussed.

Surveys & Research

AI tools like ChatGPT may assist with data analysis and report writing. However, personally identifiable information must be removed before uploading focus group notes or survey results.

Marketing & Communications

AI-generated content may be used for marketing materials, and no AI-use disclosure is required for collateral.

Standard Operating Procedures

Employees are encouraged to use Scribe to document association workflows, such as running membership reports or updating web pages.

Human Resources

AI tools may generate job interview questions based on job descriptions, but resumes must never be uploaded to AI tools.

Data Usage & Ownership

WEMSA maintains strict control over data ownership and usage:

  • Data Responsibility: AI models will only use legally obtained and consented data.
  • Open Source & Collaboration: Where feasible, WEMSA will contribute AI models and tools to the open-source community for transparency and ethical collaboration.
  • External Partnerships: WEMSA will collaborate only with organizations that share our ethical AI commitment and enter into clear agreements outlining data usage, responsibilities, and ethical principles.

Continuous Improvement

WEMSA is dedicated to ongoing AI policy evaluation and enhancement:

  • Feedback Mechanism: We will establish channels for stakeholders to provide input on AI use.
  • Adaptive Governance: Our AI policy will be periodically reviewed and updated based on technological advancements, regulatory changes, and ethical considerations.

Conclusion

WEMSA embraces AI as a powerful tool to advance its mission while maintaining ethical responsibility. Our commitment is to use AI transparently, responsibly, and in alignment with our values.