AI & Agreements at UVA

Procurement Guidance

AI and Agreements at UVA

What This Means for Your Purchases

AI Features have an impact on procurement processes

If you’re purchasing software and the supplier mentions Artificial Intelligence (AI), you may notice something new in the process: agreements may need extra review before Procurement can move forward.

AI features are now built into many types of software. You might see them in programs that help write or summarize documents, transcribe meetings, analyze research data, or generate content from prompts.

This means the University needs to understand how software handles University information before agreeing to the contract.

Why AI Software Sometimes Needs a Closer Look

With AI, information entered into the system, such as prompts or datasets, may be stored by the supplier and used to improve or train their AI models.

Before UVA moves forward with an agreement, Procurement needs to understand:

• Does the supplier store information entered into the system?
• Can the information be used to train their AI models?
• How is the data stored and protected?
• Does UVA retain rights to its own data and intellectual property?

Why this matters at UVA

Because UVA works with sensitive information, including student records, research data, financial information, and intellectual property, Procurement may work with the Office of University Counsel and other subject matter experts to make sure these agreements appropriately protect the University.

What This Means for Your Purchases

If you’re considering software that includes AI features, it is helpful to think through a few early questions:

• What type of University data will be entered into the system?
• How will the software use that information?
• Will it interact with sensitive or restricted data?

These answers help determine whether additional review is needed.

Because of these considerations, purchasing AI-enabled software may take longer to move through the contract process. Connecting with Procurement early can help avoid delays later on.

Rule of Thumb

If you’re considering purchasing software with AI features, connect with Procurement early so we can help keep the process moving.