03/26/2026 - AI Guidance Follow Up

In 2025, IT and Data Governance sent out a message regarding AI Guidance. Today, we would like to share a follow up communication.The goal of this communication is to update the community on general use AI tools available to Faculty and Staff through University approved platforms.

General Use Approved AI Tools (Acceptable for restricted/sensitive data entry)

Google Gemini	Google NotebookLM	Google Workspace Studio	Zoom AI Companion
An AI chat assistant for researching topics, generating documents, images, and can utilize your Google Drive documents for reference. Your Arcadia University chats (searches) aren’t used to improve AI models. *Gemini is AI and can make mistakes. Your privacy & Gemini How to Access:  - gemini.google.com - Google Apps from Gmail - PortalGuard	A research and writing assistant that uses AI to help analyze and synthesize information from multiple resources (uploaded docs, websites, images, video, audio, etc.). It uses your specific resources to help you summarize information, ask questions, create infographics, podcasts, quizzes and more.  How to Access: - notebooklm.google.com/ - Google Apps from Gmail - PortalGuard	A tool for creating automations within Google Workspace apps (Mail, Drive, Chat,etc). How to Access: - studio.workspace.google.com - Gmail Navigation - PortalGuard	Includes the Zoom AI Companion, which provides features like automated notetaking during meetings. How to Access: Through the Zoom application during a meeting.

More information can be found in our knowledge base here. 

Guidelines for using AI

• Do not enter Level 1 Restricted or Level 2 Sensitive data into AI tools. 

**Always be aware of the information you are sharing with AI tools.**

• Be sure to adhere to University Policies when using technology resources and handling data, such as:

  • Acceptable Use Policy

  • IT Policy

  • Data Governance Policy (specifically sections C,D)

• Refer to the Data Classification and Handling Reference Sheet

We will keep you up to date with progress on policy updates and any new findings we have along the way.

If you have any questions at all about AI usage, please feel free to reach out to any of the following groups:

• Data Governance (datagovernance@arcadia.edu) 

• Information Technology Help Desk (helpdesk@arcadia.edu)

• The CTLM AI Working Group (ctlm@arcadia.edu)

• Office of General Counsel (ogcstaff@arcadia.edu)

AI Basics Workshop for Faculty and Staff Unsure where to start with AI? What tool should you use?  Come to our AI Basics Workshops. We will meet you where you are and introduce you to Arcadia AI tools. Tuesday April 7, 10am Wednesday May 6, 1pm