Frequently Asked Questions
An ongoing collection of questions and answers surrounding AI at the University of Utah
Q. What are the guidelines for AI use at the University of Utah?
A.To support the responsible and effective use of AI, we have compiled a list of guidelines organized by domain. The table below provides a quick reference to the specific requirements, best practices, and recommendations that apply within each area. These guidelines are designed to help users navigate the appropriate use of AI technologies while ensuring compliance with organizational policies, ethical standards, and regulatory expectations.
| Guidelines | Domain | Organization |
|---|---|---|
| Artificial intelligence use guidelines from an IT leadership perspective | All | IT Leadership |
| Approved AI Chatbot Use: Microsoft Copilot Chat | All | AI Leadership |
| VPR Statement on the Use of Artificial Intelligence (AI) in Research | Research | VPR |
| AI Tools for Education | Education | Center for Teaching Excellence |
| New AI guidelines for U marketing and communications | Marketing and Communications | Marketing and Communications |
Q. Which enterprise Generative AI tools are approved, under review, or not authorized for business use?
A.To support safe and effective use of Generative AI tools in our organization, we have outlined which platforms are approved for business use, which are currently under review, and which are not approved. The list below provides guidance to help you make informed decisions when selecting AI tools for your work.
| Tool | Status | Additional Information |
|---|---|---|
| Copilot Chat | Approved for General (Non-PHI) Use | Additional information can be found here. |
| Microsoft 365 Copilot | Approved, Pilot Phase | Plan for general release is currently in development. More information available on the FAQ. |
| ChatGPT Enterprise | Approved, Release in Process | The general release has not been announced. More information available on the FAQ. |
| PowerBI Copilot | Under Review | The general release has not been announced. |
| Zoom AI Assistant | Under Review | The general release has not been announced. |
| ChatGPT Personal Subscription | Not Approved | Does not currently meet the compliance requirements for business use. |
| Github Copilot | Not Approved | Does not currently meet the compliance requirements for business use. |
Q. What is the appropriate use of AI to support meeting administration at the University of Utah?
A.The University of Utah does not have specific guidelines for the use of AI in meeting administration, until then the following information can help ensure the security and confidentiality of university data.
Only Teams Premium’s AI based 'Intelligent Recap’ is approved for use in meetings. It can support in documenting meeting discussion and follow up tasks. Teams Premium can be purchased from the Office of Software Licensing.
| Tool | Status | Additional Information |
|---|---|---|
| Teams Premium | Approved | Covered by BAA |
| Zoom’s AI Companion | Under Review | BAA in negotiation |
| Google’s Gemini | Not Approved | No enterprise offering |
| Fathom AI | Not Approved | No enterprise offering |
| Otter AI | Not Approved | No enterprise offering |
| Fireflies | Not Approved | No enterprise offering |
*A BAA (Business Associate Agreement) outlines permitted uses and disclosures of university data. In addition, a BAA requires safeguards like encryption and access controls to further protect information shared with a vendor.
Many AI assistants available in meetings are not listed and are not approved for use or purchase.
When a non-University host or attendee brings an AI assistant to meetings, University participants must determine if the information discussed is public, sensitive, or restricted. If sensitive or restricted topics arise, they should request the AI be disabled. However, existing vendor contracts may permit AI access to such data.
Q. How do I get approval for new AI tools?
A.A process is being developed. Please submit a request using our Contact Form.
Microsoft 365 Copilot
Q. What is Microsoft 365 Copilot and what can it do?
A.Microsoft Office 365 Copilot is a smart assistant that works within Microsoft apps like Word, Excel, PowerPoint, Outlook, and Teams. Copilot uses AI to help you with tasks like writing documents, creating presentations, analyzing data, and even scheduling meetings. By integrating AI into everyday productivity tools, it makes tasks faster and more efficient for users who work with Office applications regularly.
Q. How do I access Microsoft 365 Copilot?
A.The organization is working towards a general release, but this has been approved for business use. The timeline for general availability has not been announced.
Q. How much is the license for Microsoft 365 Copilot? Do I pay monthly or yearly?
A.Pricing details are being finalized, however, we estimate the cost of being $36 dollars a month per user. Licenses will be available for purchase through the Office of Software Licensing once the product is generally available.
ChatGPT Enterprise
Q. What is ChatGPT Enterprise and what can it do?
A.ChatGPT is a standalone chatbot developed by OpenAI. Unlike Copilot Chat and Microsoft 365 Copilot, it is not tied to Microsoft products. Instead, it serves as a general-purpose conversational AI that can generate content, answer questions, assist with coding, and much more. It is accessible through its own website or app and is used for a wide range of creative and practical tasks.
Q. How do I access ChatGPT Enterprise?
A.The organization is working towards a general release, but this has been approved for business use. The timeline for general availability has not been announced. ChatGPT Enterprise will support PHI use cases.
Q. How much is the license for ChatGPT? Do I pay monthly or yearly?
A.Pricing details are being finalized.