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.

Privacy & Security Notice

Microsoft 365 Copilot is designed to ensure prompt information security and that organizational data remains confidential. It does not utilize prompts, responses, or data accessed through Microsoft Graph for training foundational large language model (LLMs).

Training

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

Microsoft Copilot Courses

Software	Features	Audiences	License Cost
Microsoft Copilot (with Data Protection)	Standalone app accessed via Microsoft Edge (or any browser) at copilot.cloud.microsoft; 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

Zoom AI Companion is integrated into your Sac State Zoom account for faculty and staff. The initial AI meeting summary option is ready to use in your meetings when you click the AI Companion button in meetings you host. If you want to enable or disable the AI Companion features, then explore the Zoom AI Settings article.

The following articles help you get the most out of the Zoom AI features:

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

Otter.ai software can take meeting notes, produce transcripts and automated summaries, and generate action items from courses or meetings. Students in need of this helpful tool can contact the Disability Access Center to learn more.

Software	Features	Audiences	Access
Otter.ai	Speech to text transcription application primarily used to support student accessibility needs.	Students	By request