Managing student use of AI assisted transcription and translation tools
Background
A large number of tools can now provide GenAI powered real-time transcription and translation. In the teaching and learning context, there is a possibility of students using these for classes, whether held in-person or online. Many tools provide transcripts, notes, summaries minutes, develop lists of action items, and follow up emails. Translation capabilities can give real-time subtitles for anything from lectures to conversations.
Use of mobile translation tools in tutorials, the presence of AI bots in Zoom classes and students requesting to record conversations with staff have all been reported at the University. Transcription and translation tools for study are being marketed to students and their desire to use them will increase.
Areas of concern
There are two primary areas of concern with students using these tools.
The first is that activities of staff and students of the University are being recorded and this raises immediate concerns about consent and privacy. Even if this recording is for a relatively short period of time, the recorded data may still be unknowingly retained, shared, or used for other purposes.
The second area of concern is that students’ use of GenAI tools may undermine their learning process. While many students find recording material from classes, academic staff and other students useful, over-reliance on this, particularly in interactive classes, may undermine students’ learning. Students may struggle to develop key learning and life skills if they effectively offload significant aspects of the learning processes to GenAI tools. For example, a seminar discussion could easily be transcribed and summarised into its key points using GenAI tools, but in doing this a student would miss an opportunity to develop and refine essential skills including critically evaluating information and analytic thinking. In addition, if students rely heavily on real-time translation tools it may undermine the development and maintenance of English language skills.
The use of recording and translation applications, particularly in seminars and tutorials, will also impact the culture of learning at the University. If students are reliant on these translation technologies in class – effectively concentrating on a screen – they may be less likely to fully participate in class and share their own perspectives. Moreover, some students may be less likely to share their own and alternative perspectives if they are aware that a transcript of the tutorial conversation is being recorded.
Conversely, these tools can provide important supports for students with functional impacts associated with their disability. Students provided with this support will have an adjustment of Assistive Technology on their Academic Adjustment Plans (AAPs).
Students should share their AAP with their subject coordinators and seek approval to record during class. This is particularly important where students are speaking such as tutorials. Many software products, including assistive technologies are adding in GenAI features. Where possible, SEDS turns off GenAI features that generate content.
If you have any concerns, you can contact SEDS (staff only) to seek clarification.
Advice on managing use
Student use of the transcription and translation tools can be understood as a type of recording. The University has clear rules on students making recordings, which are outlined in the Student Conduct Policy. This policy states:
… students may not take photographs, video or audio recordings of meetings, lectures, tutorials, rehearsals, performances or practical classes without the express permission of the staff member supervising the activity (or the subject coordinator) and the written permission of any identifiable individuals, their legal guardians, or the legal owner of any animal appearing on the recording.
Staff are encouraged to discuss this issue with their students and remind students of this policy and that it applies to the use of transcription and translation tools in class. It is reasonable for staff to ask students to stop using these tools if appropriate permissions have not been provided. Ultimately, staff may refer incidents to the general misconduct process described in section 5 of the Student Conduct Policy