The following applications have been vetted through the Information & Communication Technology (ICT) process to align with campus data privacy and security standards.

Beyond the built-in security and privacy features of these tools, it's always the responsibility of every Hornet to never input sensitive data into any generative AI application. Connect with the IRT Information Security Office for consultation and support.

License Costs

• Free: Applications with AI-enhanced features (free within your campus account such as Zoom or M365) cover most regular use cases and provide a robust experience without the need for special licensing.
• Licensed: Applications that require licensing may include a monthly cost. IRT manages licensing on a requested and prioritized basis (e.g. work that impacts student success, for accessibility needs, or that supports critical operations). Contact the IRT Service Desk team to discuss availability. Note: University units may purchase additional licenses, but only IRT can offer discounted licensing agreements.

Microsoft Copilot Varieties

Microsoft Copilot offers two access levels: free and licensed. See the table below for specifics.

Ready for takeoff? LinkedIn Learning offers helpful how-to resources to help you get started:

Microsoft Copilot Courses

Coming soon! We're hard at work on an enterprise chatbot offering powered through Microsoft Azure OpenAI which is set to transform the Hornet experience.

Software	Features	Audiences	License Cost
Microsoft Copilot (with Data Protection)	Standalone app accessed via Microsoft Edge (or any browser) at copilot.microsoft.com; sign in with Sac State email.	Faculty, Staff & Students	Free/Included
Microsoft 365 Copilot	Integrated personal assistant within M365 apps such as Word, Teams, Excel.	Faculty & Staff	$360/year   Request license
Microsoft Azure OpenAI	GPT access through Azure/development environment to build custom chatbots.	Coming soon	Coming soon

Zoom AI Companion

From A to Zoom - the Zoom AI Companion uses machine learning to help you be more productive.

How to Use It

Please note that Zoom AI is in a pilot phase and only available for pilot program members.

Zoom AI Companion will be integrated into your Sac State Zoom account. If you are in the pilot program, first enable the features in Zoom, then check out these helpful articles to learn how to use them:

1. How to Use Zoom AI In-Meeting
2. How to Use Recording Highlights with Zoom AI Companion
3. How to Use Smart Chapters
4. How to Access Zoom AI Summaries

Software	Features	Audiences	License/Cost
Zoom AI Companion	Meeting Summaries: Automatically captures key points discussed with or without a recording, saving time and ensuring nothing gets missed. Smart Recordings: When cloud recording is enabled, Zoom AI Companion analyzes the recording to provide chapters based on topics, highlight key takeaways, and identify action items.  Meeting Questions (Host Feature): Allow participants to ask Zoom AI Companion questions about the meeting in real-time, catching up on missed points or getting quick clarifications. Note: Zoom does not use any audio, video, chat, screen sharing, attachments, or other communications-like content (such as poll results, whiteboards, and reactions) to train Zoom’s or third-party AI models.	Faculty, Staff & Students	Free/Included

Get Support

Otter.ai

Let Otter.ai take your meeting notes and be more productive! This tool makes it possible to get transcripts, automated summaries, and action items from your meetings - plus the ability to chat/ask questions through Otter about specific meeting content.

Software	Features	Audiences	License/Cost
Otter.ai	Speech to text transcription application primarily used to support student accessibility needs.	Faculty/Students	Free

Experimental Tools (Special approval required)

We aim to support AI adoption and leadership, and to facilitate broad experimentation with new technologies. However, for the security of university data, special approval is required for any tools outside of IRT/university-supported tools.

Learn More About Experimental AI Tools

Request Review/Approval

While every campus software purchase is required to undergo ICT procurement review there is a different channel for generative AI tools called Experimental/Research ICT Approval. Tools in this category are approved using:

• General ICT requirements;
• An explanation of the specific use cases, outcomes, and procedures for the requested AI tool; and
• Acknowledgement of the following specific conditions

Experimental/Research ICT Approval Conditions

1. Approval is temporary and valid for one year, subject to cancellation or extension.
2. Users must agree to comply with the following conditions for all public-facing tools and service:
   • Include a disclaimer in every public deployment stating that the tool is experimental and may pose an elevated risk to privacy, as well as a disclaimer that the information is not official and may be inaccurate.
   • Refrain from asking the end user for personally identifiable data.
   • For custom bot training, use only documents and data already publicly accessible on the university Website (csus.edu).
   • Opt out of keeping logs or perform manual weekly log deletion. Logs maybe saved for analysis on One Drive or Network drive.
   • Provide a direct link to alternative human-powered services if accessibility features are missing or inadequate.
   • Assume personal responsibility for at least annual retraining of custom bots and similar tools, delete and remove public links to discontinued tools.
3. Tool owners must report on any issues and user experiences at the end of the year for evaluation and consideration of permanent approval or termination.

Unsupported Tools

If you choose to use an unsupported AI software tool (or bolt-on outside of university-supported options):

• You are solely responsible for the use and impacts of that tool.
• No campus-based IT support (through IRT or an area ITC) will be provided in the implementation or administration of an unsupported AI software tool.

Experimental AI Tool Request Form