STORY TAPESTRIES – GENERATIVE ARTIFICIAL INTELLIGENCE (AI) USE
IN THE WORKPLACE POLICY

A. Purpose

Many organizations have taken an interest in leveraging commercially- or generally-available AI
tools, including generative AI. Generative AI is a type of artificial intelligence technology that
can produce apparently new content – including text, images, and other types of data – by using
AI or machine learning processes designed to collect, derive, and/or transform large data sets.

STORY TAPESTRIES recognizes that the use of generative artificial intelligence tools (“GenAI
Tools”) can increase employee productivity, create efficiencies, and foster innovation, and we
support the responsible use of GenAI Tools in a safe, ethical, and secure manner. However,
STORY TAPESTRIES also recognizes that the use of GenAI Tools can pose risks to our
operations, information security, data protection, quality control processes, intellectual property
rights, and our business partnerships and reputation.

This Generative Artificial Intelligence (AI) Use in the Workplace Policy (this “Policy”) governs
the acceptable uses of all GenAI Tools on behalf of STORY TAPESTRIES – including rules
related to tools that are available to the general public over the internet (i.e., “open” tools) and
those which STORY TAPESTRIES licenses (i.e., “closed” tools) – while protecting STORY
TAPESTRIES and mitigating the risk of misuse, unethical outcomes, potential biases,
inaccuracy, information security breaches, and other problematic outcomes or unintended
harms.

B. Scope of Policy

This Policy applies to:

1.  all STORY TAPESTRIES employees, Board members (when acting in their capacity as
   such), contractors, temporary workers, or others in the course of their employment or
   otherwise when providing services to or on behalf of STORY TAPESTRIES, including in
   their dealings with third-party agents and vendors, and when using their personal
   devices for authorized business purposes (collectively, “Authorized Persons”); and
2.  the use by Authorized Persons of any GenAI Tool on STORY TAPESTRIES-controlled
   technology or systems and/or for authorized purposes, as set forth in this Policy.

C. Policy Statement

Any usage by Authorized Persons of GenAI Tools must be done in an ethical and lawful manner
that supports STORY TAPESTRIES’ mission. Any employee who engages a vendor or other
third party that is using GenAI Tools while providing services on behalf of STORY TAPESTRIES
is responsible for ensuring that such third-party usage of GenAI Tools complies with this Policy.
Usage of GenAI Tools by Authorized Persons for work-related purposes and/or on STORY
TAPESTRIES-owned or controlled technology or systems must adhere to the Employee
Handbook, including with respect to Electronic Communication. In accordance with such policy,
STORY TAPESTRIES retains the right to monitor all usage of any GenAI Tools used for workrelated
purposes or on STORY TAPESTRIES-controlled technology or systems.

D. “Open” and “Closed” GenAI Tools

The risks associated with the use of GenAI Tools vary based on the type of tool, and in
particular, how the underlying algorithmic model is trained. Commensurate with those risks, this
Policy addresses the circumstances under which Authorized Persons may use, and the types of
data permitted to be input into, Open and Closed GenAI Tools.

For the purposes of this Policy:

•  “Open GenAI Tools” are those tools that are publicly available for download or use
  without more than simple registration or similar level of effort (e.g., ChatGPT), and which
  typically use the data input into such GenAI Tools to train the existing – or next
  generation – model on which the Open GenAI Tool is built; and
• “Closed GenAI Tools” are those tools that are typically offered subject to an enterprise
  license or other contractual obligation, and have protections in place to prevent data –
  including personal information – that is input into the GenAI Tool from being shared with
  or used to train the existing – or the next generation – model upon which the Closed
  GenAI Tool is built.

Except where otherwise indicated, the use of “GenAI Tools” in this Policy refers to both “open”
and “closed” tools.

E. Guidelines for Using GenAI Tools

This section sets forth guidelines regarding the purposes for, and conditions under, which
Authorized Persons may use (or are prohibited from using) GenAI Tools.

All Authorized Persons must adhere to the following:

1. Purposes for Which a GenAI Tool May Be Used

GenAI Tools may be used by Authorized Persons in the workplace for the following preauthorized
purposes, consistent with this Policy:

• Drafting emails, letters, memoranda, and presentations;
• Conducting research; and
• Compiling meeting notes (where meeting topics are not sensitive or confidential).

All other purposes must be authorized in advance by the Operational Lead. STORY
TAPESTRIES retains the right to monitor all Authorized Persons’ use of GenAI Tools in the
workplace and/or on company-controlled technology or systems.

2. Approved GenAI Tools

The following GenAI Tools are approved for Authorized Persons to use for the aforementioned
purposes, and subject to the conditions and restrictions set forth in this Policy:

•  Zoom – Transcription for Cloud Recordings;
• Otter.AI [(an Open GenAI Tool)];
• Fathom AI [(an Open GenAI Tool)]; and
•  Canva.

Use of GenAI Tools not listed above must be authorized by the Operational Lead prior to the
use of any new GenAI Tool. To obtain written approval, Authorized Persons should provide at
least the following information to the Operational Lead at administrator@storytapestries.org

• Prospective vendor name (if known), and if the GenAI Tool requires a license;
• Proposed use(s) of the GenAI Tool (e.g., the purpose for which the GenAI Tool is
  proposed to be used, what the intended output will be);
• What information will be provided to the GenAI Tool/platform;
  • In addition to a broad description, please note specifically whether any of STORY
    TAPESTRIES’ proprietary or sensitive data will be used; and
• Any other pertinent or relevant information to assist the Operational Lead’s review and
  assessment of the proposed GenAI Tool.

3. Conditions for the Use of GenAI Tools

Authorized Persons are permitted to use GenAI Tools, provided the following conditions are
met:

• The use of such tools is done responsibly, fairly, and ethically, and in a manner that
  does not cause harm to individuals, violate the privacy of any person or confidentiality of
  personal or proprietary information, or facilitate malicious activities, or otherwise create a
  risk of liability for STORY TAPESTRIES.
• Thoroughly review all GenAI Tool outputs before using them or forwarding them to
  others inside or outside STORY TAPESTRIES to:
  • Verify and ensure that the outputs do not contain biased, offensive, or
    discriminatory content, and that the output is consistent with expectations;
  • Verify and ensure the outputs do not improperly use or disclose personal or
    confidential information; and
  • Independently verify the accuracy of reported facts with other trusted sources.

• Place the following disclaimer on GenAI Tool outputs before using them or forwarding
  them to others inside or outside STORY TAPESTRIES:
  • Disclaimer should be placed on the website: Story Tapestries materials could
    be created in whole or in part using AI tools. They have been reviewed in
    accordance with Story Tapestries’ internal policies and procedures.

4. Prohibited Uses of GenAI Tools

• Do not use GenAI Tools to engage in automated algorithmic decision-making or profiling
  activities regarding an individual’s employment status without a process in place to
  comply with applicable laws and requirements, particularly with respect to requirements
  regarding human oversight and intervention.
• Do not use GenAI Tools to materially alter/manipulate pictures (e.g., altering a person’s
  facial expression or appearance).
• Do not use GenAI Tools to infringe on the rights of others, including privacy and
  intellectual property rights (e.g., copyright).
• Do not use GenAI Tools in an unlawful manner, or to intimidate, harass or cause harm to
  another person, including Authorized Persons.

5. Prohibited Uses of Open GenAI Tools

• Do not enter any restricted data, including but not limited to Board Communications, HR
  or employee information, donor data, STORY TAPESTRIES’ confidential information,
  trade secrets, or other personal, sensitive, or proprietary information into a prompt for an
  Open GenAI Tool.
• Do not input any children’s data or sensitive personal information about any individual
  (e.g., personal health information, financial information, or government identifiers such
  as driver’s license number or Social Security Number) into any Open GenAI Tool.
  Inputting any of the above into an Open GenAI Tool will have the effect of disclosing that data to
  unauthorized third parties, which may result in, or expose STORY TAPESTRIES to risk of,
  litigation, loss of intellection property rights, or other legal, operational, or financial liabilities.

F. Mandatory Training

STORY TAPESTRIES recognizes that an informed workforce is the best line of defense. We
will provide training opportunities and expert resources to help our employees understand their
obligations under this Policy and avoid creating undue risks. Employees must complete
generative AI use training within 90 days after initial hire. All workforce members must complete
generative AI use training on at least an annual basis. Managers must ensure that their
employees complete all required training.

STORY TAPESTRIES may deem failure to participate in required training a violation of this
Policy. STORY TAPESTRIES will retain attendance records and copies of generative AI
training materials provided to employees.

G. Recordkeeping

The following documentation shall be required in conjunction with the usage of GenAI Tools at
STORY TAPESTRIES:

• Any Authorized Person producing a document using a GenAI Tool shall (1) indicate that
  such document was produced in whole or in part using AI technology and (2) indicate
  that the document has been reviewed in accordance with the Guidelines for Using
  GenAI Tools. (See Disclaimer language, above.)
  • Where an employee (or Board member) has reason to believe that an approved
    GenAI Tool has produced biased, discriminatory, harmful, problematic, or other
    unexpected outcomes, the employee (or Board member) should so inform the
    Operational Lead without undue delay.

H. Reporting Non-Compliance with This Policy

Any STORY TAPESTRIES employee who becomes aware of an actual or potential violation of
this Policy, or has reason to believe that any of the following has been downloaded to or
installed on STORY TAPESTRIES’ networks, systems, or devices, must promptly disclose this
fact to Story Tapestries’ Operations Director together with all relevant documents and
information:

• An unlicensed GenAI Tool, if usage requires a license.
• A GenAI Tool that is used outside of the approved manner or scope, as set forth in this
  Policy.
• A GenAI Tool that poses an identified, unaddressed security risk or contains any known
  material defects or malicious code.
• A GenAI Tool that consistently produces biased, discriminatory, unexpected, or other
  harmful outputs.

STORY TAPESTRIES prohibits any form of discipline, reprisal, intimidation, or retaliation for
reporting a violation of this Policy.

I. Violations of This Policy

If STORY TAPESTRIES determines any employee has engaged in conduct in violation of this
Policy, such employee may be subject to discipline, up to and including termination of
employment.

J. Administration of This Policy

STORY TAPESTRIES expressly reserves the right to change, modify, or delete the provisions
of this Policy without notice.

The CEO and Operations Director are responsible for the administration of this Policy. If you
have any questions regarding this Policy or questions about using GenAI Tools in the workplace
that are not addressed in this Policy, please contact the Vice President, IT Department, and the
Vice President, Deputy General Counsel.

Related Policies and Procedures

• The STORY TAPESTRIES Employee Handbook

This Policy is effective as of: 09/18/2024

Version	Date	Author	Description of Change
1.0	09/18/24		Establishing the Policy.