AI Taskforce

Preface

The Terms of Reference of the AI Taskforce have been drafted having regard to the Universities Act 1997 (as amended), the University's governance framework and the President's / Executive Committee's authority.

Part A: Main object, scope of authority and workplan

Main object

The AI Taskforce exists to advise the President and Executive Committee on the strategic integration, advancement and responsible use of artificial intelligence, including generative AI, across the University of Limerick.

It will help UL remain at the forefront of AI innovation while addressing the ethical, educational, research, workforce, IT, legal, regulatory and governance requirements and operational implications of these technologies. At the outset, the Taskforce will define the depth and breadth of its focus, addressing AI broadly or concentrating on generative AI where this is most appropriate to the relevant area of University activity.

1. Scope of authority

1.1 The Committee's authority derives from the President / Executive Committee.

1.2 Within this authority, the Taskforce will undertake the following:

• Map AI and Gen-AI use in UL: Establish an evidence-based baseline of AI adoption at UL by systematically mapping use, non-use and misuse, and categorising practices by risk tier to identify responsible use and material risk. Use this baseline to set and maintain a UL Responsible AI roadmap aligned to UL strategy and values, defining priorities, sequencing initiatives and delivery milestones, with escalation to Executive Committee by exception where risk thresholds, policy constraints or resourcing decisions require.
• Develop a UL-specific skills/competency strategy: Benchmark AI capability across the University by assessing AI literacy, skills gaps and upskilling demand to inform adoption readiness and value potential. Use this evidence to deliver a UL-wide, industry-informed Responsible AI competency framework embedded across curricula, ensuring all students and graduates can apply AI safely, effectively and ethically.
• AI risk governance: Establish UL's AI risk management approach through ongoing horizon scanning and escalation of material issues to Executive Committee and, where appropriate, the University Risk Register. Implement governance controls that promote responsible and ethical AI use and mitigate risks including misinformation and bias. Deliver a UL AI governance framework enabling compliant adoption across teaching, learning and assessment, research and professional services, with quarterly reporting and escalation to Executive Committee by exception.
• AI regulation and compliance: Strengthen UL's readiness for AI regulation and data protection obligations by issuing clear compliance guidance and targeted supports for lawful, policy-aligned use. Implement a risk-based review and approval workflow for AI tools and enabling infrastructure to ensure alignment with UL legal obligations and policies, including data protection, security, acceptable use, sustainability, risk management and ethics, with quarterly reporting and escalation to Executive Committee by exception.
• AI technical framework: Develop and operationalise a UL AI technical and architecture framework to assess AI-related digital infrastructure investment, procurement and ongoing operation. Implement approved technical patterns, security and data controls, and a proportionate risk assessment process that enables rapid approval for low-risk use cases and full review for high-risk or sensitive deployments, with quarterly reporting and escalation to Executive Committee by exception.

2. Workplan

2.1 The Committee shall agree an annual workplan aligned to University priorities and submit it to the Executive Committee for noting. The Programme of Work will set out priorities, deliverables, dependencies and resourcing requirements, and will be reviewed and updated to reflect emerging institutional needs and external developments.

2.2 Where practicable, subcommittees will be chaired by members of the AI Taskforce. Additional members will be co-opted to subcommittee working groups where specific expertise is required.

2.3 Subcommittees will operate in accordance with UL's established governance standards. Subcommittee Chairs are responsible for ensuring that the Taskforce is appropriately informed, consulted and engaged, and that issues requiring decision, escalation or assurance are brought forward in a timely manner.

2.4 A Chair for each subcommittee will be appointed by the Chair of the Taskforce, in order of defined priority based on impact of AI and AI governance requirements and integration across UL.

2.5 Subcommittees will meet at intervals agreed between the Chair of the Taskforce and the Chair of the subcommittee.

2.6 The Chair of each subcommittee will be responsible for overseeing the workstream and ensuring that outputs are produced within a timeframe agreed with the Chair/Co-Chair of the Taskforce.

2.7 The Committee may revise its workplan at the request of the President or Executive Committee and will report progress against milestones, providing a quarterly progress and assurance report to the Executive Committee, with additional reports submitted where required to support timely decision-making, risk escalation or policy approval.

Part B: Values, responsibilities and decision-making

3. Values and behaviours

3.1 The Committee will operate in line with the University's Cultural Charter, including:

• Creative and innovative – Shape the future by looking at things differently to others. Appreciating risks but trusting our judgement.
• Inclusive and diverse – Welcoming all. Rooted in our region but global in reach.
• Ethical and sustainable – Doing the right things, in the right way, for the right reasons. Tackling regional, national and global challenges and supporting sustainable goals.
• Supportive and transformational – Empowering our students and staff to lead.
• Ambitious and driven – Working with all to push the boundaries of knowledge.

Members are expected to model these behaviours consistently and address departures constructively.

3.2 Meetings will be conducted in line with the University of Limerick's Meeting Guidelines.

4. Responsibilities

4.1 The Committee shall:

• Define and recommend/sustain UL's formative AI governance framework, including relevant policies, standards and guidance.
• Ensure AI-related risks and issues are identified, escalated and managed through the appropriate UL governance and risk management processes, including escalation to the UL Risk Register where required.
• Set and champion best practice for the strategic integration and responsible use of AI, including Gen-AI technologies, across UL's education, research and professional services.
• Escalate matters requiring institutional decision or endorsement to the Executive Committee, with clear options, implications and recommendations.

5. Frequency of meetings

5.1 The Committee shall meet at least six times per year. The Chair may convene additional meetings to consider particular issues or urgent matters.

5.2 Between meetings of the Taskforce, occasions may arise where an urgent matter requires consideration of the Taskforce. The Chair may agree in such circumstances to seek guidance from the Taskforce via email to all members. In the event of such circumstances arising, any guidance and any decision will be noted in the minutes of the Taskforce's next meeting.

6. Quorum

6.1 A quorum shall be half of the total number of members, rounded up to the nearest whole number, plus one. The participation of members by teleconferencing and/or video conferencing will be counted for the purposes of a quorum. No meeting will proceed in the absence of a quorum.

7. Conflicts of interest

7.1 Members and attendees must declare any actual or perceived conflicts at the start of each meeting. Where a conflict is declared, the member will withdraw for that item and will not receive associated documentation. Declarations and handling will be recorded in the minutes.

8. Decision-making

8.1 Decisions will be made by consensus where possible. If consensus is not achievable, decisions will be taken by a majority of members present (in person or remotely). In the event of a tie, the Chair has a casting vote. Unanimous decisions will be recorded as such; dissent will be noted respectfully in the minutes.

9. Reporting

9.1 The Taskforce will provide quarterly progress and assurance reports to the Executive Committee. An annual report will also be submitted, summarising UL's evolving understanding of AI's impact across the University and setting out recommendations, guidance and priority actions to support successful, responsible integration.

Part C: Membership, attendance and functioning

10. Membership

10.1 The Taskforce shall be composed of the following members:

Co-Chairpersons

1. Professor Ann Ledwith, Provost and Deputy President (ex officio)
2. Dr Mártín Cunneen, Associate Professor, Department of Accounting & Finance; Data-Driven Computer Engineering Research Centre; Associate Professor, Lero – the Research Ireland Centre for Software

Members

• Professor Raymond Friel – Professor, School of Law
• Christine Brennan – Research and Policy Manager (ex officio)
• Professor John Nelson – Department of Electronics & Computer Engineering
• Andrew Carey – Senior Advisor for Corporate Communications and Public Affairs (ex officio)
• Ciara McCaffrey – Director of Library and Information Services (ex officio)
• Dr John Mulvihill – Chairperson of UL's Research Ethics Committee (ex officio)
• Liam O'Reilly – Director, Information Technology Division (ex officio)
• Dr Ide O'Sullivan – Senior Educational Developer, Centre for Transformative Learning (ex officio)
• Treasa Cunneen – Head of Enterprise Architecture (ex officio)
• Professor Patricia Mannix McNamara – Head of UL Equality, Diversity and Inclusion (ex officio)
• Derval Howlett – Head of Information Compliance and Data Protection Officer (ex officio)
• Dr Mary-Claire Kennedy – Academic Integrity Lead (ex officio)
• Mary Finucane – KBS Faculty Manager; Representing UL Faculty Managers and Faculties (ex officio)
• UL Legal – Operational Compliance Representative (ex officio)

UL AI Taskforce advisors

• Keith McClelland – Verizon Senior Talent Acquisition Business, EMEA (Representing Industry Skills) (personal)
• Malika Bendechache – Leading External Researcher in Trustworthy AI (Representing External Trustworthy AI) (personal)
• Vice President Academic Officer, UL Students' Union (Representing UL Students' Union) (ex officio)
• Brendan Vaughan – Head of Web, UL Web Team (ex officio)

10.2 In attendance (non-members): e.g. Corporate Secretary, domain leads, as required.

10.3 Due consideration shall be given, where practicable, to achieving an appropriate gender balance of 40% in the composition of committees.

10.4 In addition, efforts should be made, where possible, to promote broader diversity in committee membership.

11. Appointment of Chair and members

11.1 Appointment process: The committee members are in place based on their role and responsibilities to ensure all relevant perspectives and expertise from across UL have been incorporated into the committee.

11.2 Term of office: One year initially; re-appointment limits to be determined.

11.3 Vacancies: Members will be replaced by their replacement person should they no longer operate in this function.

12. Persons in attendance

12.1 As the business requires, the President and other staff may attend for specific agenda items at the request of the Chair. The subcommittee leads and relevant stakeholders will be in attendance at all meetings, in person if possible, or online if not. Should they be unable to attend, they can send a representative in their place.

13. Secretariat

13.1 The Chair will lead the initial mobilisation of the Committee, supported by their team, to ensure the Committee becomes operational quickly and is equipped to deliver against its remit. During this initial phase, the Chair will establish the core operating arrangements, including the workplan, governance rhythm, reporting templates, stakeholder coordination and a light programme management function to track actions, dependencies, risks and deliverables. The Chair will also develop a sustainable resourcing model and transition plan so that project management and administrative support responsibilities are transferred to a designated role holder or secretariat function as soon as practicable. This secretariat will be responsible for agenda planning, minute-taking, action tracking, document control and coordination with other committees as needed.

14. Review

14.1 The Committee will review its Terms of Reference annually and recommend any proposed changes to the President.

15. Document control

Document version: Version 1.0

Document owner: Provost and Deputy President

Approved by: Executive Committee

Date: 29 April 2026

Effective date: 29 April 2026

Scheduled review date: 29 April 2027