CreateAI Builder: What Faculty Should Know About Student File Uploads

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How Are Student-Uploaded Files Handled?

Students may have the option to upload documents (e.g., PDFs, assignment prompts, images) into the chat interface of your bot.

When a student uploads a file:

• The file is only accessible within their active chat session.
• It is not stored long-term in the system, tied to your bot’s Knowledge Base, or viewable by others (including you, the builder).
• Once the session ends, the file disappears; it is not saved or retrievable later.

Important: This only applies to uploads through the chat interface, not files uploaded by you (the faculty builder) into the Knowledge Base.

 

Data Privacy & Security

ASU’s CreateAI tools follow university-wide standards for responsible AI use and data privacy. Key points:

• No student files are permanently stored or reused unless uploaded to the Knowledge Base by the builder.
• Data is processed securely and stays within the session.
• ASU’s Digital Trust Guidelines apply.
  
   

What if a Student Uploads a Copyrighted File?

Faculty are encouraged to:

• Remind students to only upload materials they own or are permitted to use.
• Avoid encouraging uploads of full copyrighted texts or sensitive personal data (e.g., medical records, PII).
• Know that while files aren’t stored, students are still responsible for what they choose to upload. 

For more guidance, review ASU’s:

 Digital Trust & Copyright Guidelines

 

Best Practices for Faculty

To ensure safe and effective student use:

• Let students know how uploads work and that their files are not saved.
• If your bot relies on specific resources, consider uploading those to the Knowledge Base yourself (rather than asking students to do so).
• Reach out to the AI Acceleration team if your use case involves sensitive or high-stakes data.

 

 Need Support?

For help configuring your bot, planning instruction, or answering student questions about privacy:

 Contact: [email protected]

We’re happy to support you and your students!