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AI Guidance and Approved Tools at Arcadia University

  • Updated

Overview

In coordination with IT and Data Governance, Arcadia University provides updated guidance for the use of Artificial Intelligence (AI). The goal of this guidance is to support the community in using general-use AI tools available through University-approved platforms while ensuring data security and compliance with university policies.

Approved General Use AI Tools

The following tools are approved for Faculty and Staff use and are acceptable for restricted or sensitive data entry when accessed through your Arcadia University account.

Google Gemini Chat

An AI chat assistant designed for researching topics, generating documents or images, and referencing your Google Drive documents.

Google Workspace Studio

A tool for creating automations within Google Workspace applications such as Gmail, Drive, and Chat.

Google NotebookLM

A research and writing assistant that uses specific uploaded documents to help you summarize information, ask questions, and create content like infographics or quizzes.

Zoom AI Functionality

Includes the Zoom AI Companion, which provides features such as automated meeting notetaking.

  • How to Access: This is accessible directly through the Zoom application once a meeting has started.

Usage Guidelines and Data Safety

When using AI tools for University work, please adhere to the following safety guidelines:

  • Protect Sensitive Data: Do not enter Level 1 Restricted or Level 2 Sensitive data into public AI tools (e.g., the free versions of ChatGPT). Use only the University-approved tools listed above for such data.
  • Use University Accounts: Ensure you are using your official Arcadia account when accessing tools like Gemini and NotebookLM.
  • Policy Compliance: All AI usage must adhere to the following University policies:

Support and Contact Information

If you have any questions regarding AI usage or encounter issues accessing these tools, please reach out to the following groups:

  • Information Technology Help Desk: helpdesk@arcadia.edu
  • Data Governance: datagovernance@arcadia.edu
  • The CTLM AI Working Group: ctlm@arcadia.edu
  • Office of General Counsel: ogcstaff@arcadia.edu 

Here are the official support and help center links directly from the manufacturers (Google and Zoom) for each of the tools:

Google Gemini Chat

Google Workspace Studio

Google NotebookLM

Zoom AI Companion

These resources provide technical documentation, troubleshooting steps, and feature updates directly from the developers of the software.

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