AI Tools
| Category | Tool Name | Vendor | Tool Type | Approval Status | Approved Use Cases | Data Classification Allowed | Key Restrictions |
| Productivity AI | Microsoft Copilot | Microsoft | Embedded AI (M365) | Approved (PAU Provided) | Email drafting, document summarization, meeting notes, contextual assistance across Outlook, Word, Teams, and SharePoint (Public and Private data only) | Public, Private (non-sensitive); contextual file analysis limited to Public and Private data | Do not process Restricted data; use caution with SharePoint/OneDrive/Teams content; verify permissions before prompting; validate outputs before use |
| Productivity AI | Google Gemini | Google Workspace EDU Plus | Approved (PAU Provided) | Institutionally approved AI productivity platform for content generation, summarization, research assistance, email and document drafting, meeting preparation, and contextual analysis within the PAU Google Workspace environment. | Public, Private, and approved Restricted institutional data, including FERPA-regulated data, when used within PAU’s managed Google Workspace for Education Plus environment and consistent with PAU’s Data Classification Policy, access control, and acceptable use requirements. | Use must remain within PAU’s managed Google Workspace environment. Users should not enter data beyond what is necessary, should verify sharing/access permissions before using contextual Workspace content, and must validate AI-generated outputs before use. HIPAA, clinical, legal, HR, financial, or other Restricted data should only be used where there is an approved business purpose, appropriate access controls, and applicable compliance review. | |
| Collaboration AI | Zoom AI Companion | Zoom | Meeting AI Assistant | Approved (PAU Provided) | Meeting summaries, transcription, action item generation, chat assistance (Public and Private data only) | Public, Private (non-sensitive); contextual meeting content limited to Public and Private data | Do not enable for meetings involving Restricted data; participants must be aware of AI usage; recordings/transcripts must be handled per the Data Classification Policy |
| Academic / Instructional AI | Canvas LMS | Instructure | LMS with Embedded / Integrated AI | Approved (PAU Provided) | Course delivery, grading support, student engagement tools, AI-assisted content (if enabled) | Public, Private (non-sensitive), and limited Restricted data (FERPA – controlled environment only) | AI features must not expose student data externally; integrations require approval; faculty must maintain academic oversight |
| Productivity AI | Claude Team - Pilot | Anthropic | Enterprise AI Collaboration Platform | Approved - In Pilot | Administrative productivity, research assistance, summarization, content drafting, policy/procedure support, and institutional AI use — including approved use of Restricted data — for selected faculty and staff | Public, Private, and approved Restricted data (subject to authorization, access controls, and compliance review), within Claude Team's managed/secure environment, for approved faculty and staff users | Use limited to selected/approved faculty and staff. FERPA, GLBA, HR, financial, or other Restricted data may only be used where there is an approved business purpose, appropriate access controls, and applicable compliance review; usage remains subject to governance review and acceptable use guidelines. Users must not enter data beyond what is necessary and must validate AI-generated outputs before use. |
| Research & Citation Validation AI | Scite.ai | Scite / Research Solutions | AI Research / Academic Citation Analysis | Approved for Limited Academic Use | AI-assisted academic research platform used for citation analysis, evidence discovery, literature review support, and evaluation of scientific article credibility and citation context. | Public research data, published academic literature, and approved Private institutional research content that does not contain Restricted or regulated data. | Approved for academic and research support activities. Users must not upload FERPA, HIPAA, GLBA, student records, patient/client data, Private institutional information, unpublished Restricted research, or protected intellectual property without approval and review. |
Key Rule to Remember
If the data is private or restricted, do not use Public AI tools.