“Approved” does not mean you can use a product without limits or that the University endorses it. You must review and comply with the limitations described for each tool.
AI tools not approved for institutional use have not been evaluated for compliance with UA data protection and confidentiality standards. Without an enterprise agreement, the University lacks negotiated terms for data security and liability protections. Users creating individual accounts—even with their work email—act in a personal capacity, which may result in personal liability for risks like data breaches or contract violations.
Free versions of tools cannot be used unless specified below, as even free software requires review when used for UA business. Users do not have the authority to accept terms on behalf of the institution, and UA users must not share sensitive or restricted/PHI information without a protective agreement in place.
Don’t see a tool you would like to use, or want to request the re-evaluation of a tool for your use case? Submit an AI tool review through the Technology Security and Compliance Review Portal available on the Compliance Contract Review page.
Except for Microsoft Copilot, generative AI tools may not be connected to UA Microsoft 365 accounts.
Definitions:
- Administrative use: Used for University business, including employee training.
- Research use: Used to conduct research.
- Instructional use: Used for credit and non-credit teaching and learning.
- Student use: Provided by the University and used by students outside of administrative, research, or instructional use.
See the Data Classification Policy for details on unrestricted, campus-use only, sensitive, restricted, and HIPAA data.
When using AI tools, you must adhere to OIT’s AI Minimum Security Standard.
Adobe Firefly
Description: A generative AI model by Adobe that enables users to create and manipulate images, videos, and designs through simple text prompts.
Cost: Included with UA Adobe License
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | Yes | No | No | No | N/A |
Anthropic
Description: AI tool widely used for reasoning, coding, and enterprise workflows.
Cost: Available from Anthropic.
How to obtain: Purchase Pro or higher with a UA P-Card. Do not opt in to allowing the platform to use your data for training.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Apple Intelligence
Description: Genmoji and Image Playground are available for use on UA-owned Apple devices. Do not use Apple Intelligence on any device with UA business data.
Cost: N/A
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Articulate 360 AI Assistant
Description: Turn a simple prompt or document into an outline, lesson, or full course draft.
Cost: Information coming soon
How to obtain: Information coming soon
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | No | No | No | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | N/A | N/A | N/A | N/A | N/A | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
BlackBeltHelp AI Front Desk
Description: An artificial intelligence voice and contact platform built for colleges and universities
Cost: N/A
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | No | No | No | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | N/A | N/A | N/A | N/A | N/A | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Blackboard AI Design Assistant
Description: Easily build course structure, assessments, rubrics, and more in Blackboard Ultra.
Cost: Included with UA Blackboard.
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | Yes | No | No | No | |
| Instructional Use | Yes | Yes | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Cisco Webex Assistant
Description: Webex Assistant helps you transform meetings from aimless to actionable. Edit, download, or share a post-meeting recap complete with highlights and action items.
Cost: Included with UA Webex.
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | No | No | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | N/A | N/A | N/A | N/A | N/A | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Claire AI
Description: AI-powered nursing-focused learning engine for nursing students and programs.
Cost: Information coming soon
How to obtain: Information coming soon
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | N/A | N/A | N/A | N/A | N/A | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | Not yet reviewed | No | No | No | N/A |
Cursor Pro or Teams
Description: AI coding assistant.
Cost: Pricing available on the Cursor website.
How to obtain: Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Elicit
Description: AI-powered research assistant designed primarily for academics, scientists, and professionals to streamline literature reviews, data extraction, and systematic evidence synthesis.
Cost: Available on the Elicit website.
How to obtain: Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet requested | No | No | No | No | |
| Research Use | Not yet requested | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | The free version is approved for use |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Gamma Free and Pro
Description: Build and format presentations, documents, and websites.
Cost: Available on the Gamma website.
How to obtain: Use the free version or purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet requested | No | No | No | No | |
| Research Use | Not yet requested | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | The free version is approved for use. UA branding may not be uploaded to this service. |
| Student Use | N/A | N/A | N/A | N/A | N/A |
GitHub Copilot
Description: AI programming assistance. Ensure that you turn off model training in your Copilot settings by unchecking the box titled “Allow GitHub to use my code snippets from the code editor for product improvements.“ This also controls how your data is used for model training.
Cost: Available on the GitHub website.
How to obtain: Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Google Gemini (individually purchased licenses)
Description: AI assistant from Google — Create AI images, brainstorm ideas, and verify responses with Google Search integration. Expanded access to AI models and features.
Cost: Available on the Google website.
How to obtain: Purchase with a UA P-Card. This is allowed temporarily as UA shifts to a centralized offering. Users will be required to move to the centralized offering when it is ready.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Google Gemini for Education, AI Pro for Education, Gemini Enterprise for Education
Description: AI assistant from Google — Create AI images, brainstorm ideas, and verify responses with Google Search integration.
Cost: Basic functionality is included with the UA Google Workspace license. AI Pro is $240/user/year. Gemini Enterprise – submit a ticket to itsd@ua.edu to explore options.
How to obtain: Information coming soon. Must use the centralized UA OIT offering to ensure data security.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | Yes | No | |
| Research Use | Yes | Yes | Yes | Yes | No | |
| Instructional Use | Yes | Yes | Yes | Yes | No | |
| Student Use | Yes | Yes | Yes | Yes | N/A |
Ivy.ai
Description: Generative chatbots for websites.
Cost: Information coming soon
How to obtain: Information coming soon
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | No | No | No | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | N/A | N/A | N/A | N/A | N/A | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Jira AI
Description: AI capabilities in Jira that assist in project management by automating routine tasks, predicting project timelines, and enhancing issue tracking and prioritization.
Cost: Included with UA Jira license.
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | No | No | No | |
| Research Use | N/A | N/A | N/A | N/A | N/A | |
| Instructional Use | N/A | N/A | N/A | N/A | N/A | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Leapspace
Description: LeapSpace is Elsevier’s next-generation AI-assisted research workspace. Delivering publisher-neutral insights, LeapSpace helps researchers move faster from ideation to impact while safeguarding research integrity, transparency, and trust.
Cost: Included in the University Libraries' database resources as a temporary pilot until 9/2/2026.
How to obtain: Access on the University Libraries' website.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet reviewed | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Not yet reviewed | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
MATLAB Copilot
Description: Artificial intelligence code assistant in MATLAB.
Cost: Information coming soon
How to obtain: Information coming soon
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet requested | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Microsoft 365 with Copilot Chat
Description: AI prompt-and-response experience that enhances productivity by assisting with writing, summarizing, and generating content.
Cost: Included with UA M365 license.
How to obtain: N/A
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | Yes | Yes | |
| Research Use | Yes | Yes | Yes | Yes | Yes | |
| Instructional Use | Yes | Yes | No | No | No | |
| Student Use | Yes | Yes | No | No | N/A |
Microsoft 365 Copilot and Teams Premium
Description: An AI-powered assistant within Microsoft 365 applications that enhances productivity by assisting with writing, summarizing, and generating content.
Cost: $216/account/year.
How to obtain: Must use UA OIT offering. Purchase an upgrade through OIT – https://oit.ua.edu/software/microsoft-software-add-on-upgrade-list/
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | Yes | Yes | |
| Research Use | Yes | Yes | Yes | Yes | Yes | |
| Instructional Use | Yes | Yes | No | No | No | |
| Student Use | Yes | Yes | No | No | N/A |
Microsoft Azure AI Foundry
Description: Various AI models are available in a protected environment.
Cost: Pricing varies based on use.
How to obtain: Must use UA OIT offering. Submit a ticket to itsd@ua.edu to request access.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | Yes | Yes | |
| Research Use | Yes | Yes | Yes | Yes | Yes | |
| Instructional Use | Yes | Yes | No | No | No | |
| Student Use | Yes | Yes | No | No | N/A |
NexisUni with Protégé
Description: NexisUni with Protégé is a research and business intelligence platform that provides access to news, legal, company, and business information, enhanced by AI-powered research tools and source-linked citations.
Cost: Included in the University Libraries' database resources.
How to obtain: Access on the University Libraries' website.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet reviewed | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Not yet reviewed | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
OpenAI ChatGPT/Codex
Description: Use ChatGPT to answer questions, write, create images, complete work, and code—all in one place
Cost: Available on the ChatGPT website.
How to obtain: Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Yes | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Otteri.ai
Description: An AI-powered transcription service that generates real-time, accurate transcripts of meetings, lectures, and conversations for easy review and collaboration.
Cost: Pricing available on the Otter.ai website.
How to obtain: Must use Pro or higher. Purchase with a UA P-Card. May be used to transcribe existing recordings. May not be used for live transcription.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | No | No | No | |
| Research Use | Not yet requested | No | No | No | No | |
| Instructional Use | Not yet reviewed | Not yet reviewed | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
SciteAI
Description: SciteAI is a research tool that helps researchers better discover and evaluate scientific literature through Smart Citations, a revolutionary system that shows whether articles support, contrast, or simply mention a given claim.
Cost: Included in the University Libraries' database resources.
How to obtain: Access on the University Libraries' website.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet reviewed | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Not yet reviewed | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
ScopusAI
Description: An intuitive and intelligent search tool informed by generative AI (GenAI) that delivers insights with unprecedented speed and clarity. Built in close collaboration with the academic community, it provides a window into humanity's accumulated knowledge by surfacing insights from the metadata, abstracts and author profiles in Scopus, Elsevier’s source-neutral and curated abstract and citation database.
Cost: Included in the University Libraries' database resources.
How to obtain: Access on the University Libraries' website.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet reviewed | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Not yet reviewed | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Web of Science with AI Research Assistant
Description: Web of Science (formerly Web of Knowledge) offers a wide range of interdisciplinary content. Also included: prominent journals and conference proceedings, Arts & Humanities Citation Index (1985-present); Science Citation Index (1955-present); and Social Sciences Citation Index (1900-present).
Cost: Included in the University Libraries' database resources.
How to obtain: Access on the University Libraries' website.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet reviewed | No | No | No | No | |
| Research Use | Yes | No | No | No | No | |
| Instructional Use | Not yet reviewed | No | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Wispr Flow
Description: Voice-to-text AI that turns speech into clear, polished writing in every app.
Cost: Pricing available on the Wispr Flow website.
How to obtain: Must use Pro or higher. Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | No | No | No | No | |
| Research Use | Not yet requested | No | No | No | No | |
| Instructional Use | Not yet reviewed | Not yet reviewed | No | No | No | |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Wolfram Alpha AI Access
Description: Provides integrated artificial intelligence and computational tools directly within Wolfram desktop applications (Version 14.1 or later) or via external APIs
Cost: Available on the Wolfram Alpha website.
How to obtain: Purchase with a UA P-Card.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Not yet requested | No | No | No | No | |
| Research Use | Yes | No | No | No | No | The free version is approved for use. |
| Instructional Use | Yes | No | No | No | No | The free version is approved for use. |
| Student Use | N/A | N/A | N/A | N/A | N/A |
Zoom AI
Description: AI-driven tools within Zoom that enhance video conferencing experiences through features like real-time transcription, meeting summaries, and background noise reduction.
Cost: Included with UA Zoom license.
How to obtain: Must use UA OIT offering. Request a HIPAA Zoom account.
| Use Type | Unrestricted Data | Campus-Use Only Data | Sensitive Data | Restricted Data | HIPAA Data | Additional Notes |
|---|---|---|---|---|---|---|
| Administrative Use | Yes | Yes | Yes | Yes | Yes | HIPAA data is only allowed with HIPAA Zoom accounts. |
| Research Use | Yes | Yes | Yes | Yes | Yes | HIPAA data is only allowed with HIPAA Zoom accounts. |
| Instructional Use | Yes | Yes | No | No | No | |
| Student Use | Yes | Yes | No | No | N/A |
Tools approved for use in limited use cases or pilots:
These tools are available for use only in approved, limited cases or pilot programs.
Visit the Technology Security and Compliance Review Portal available on the Compliance Contract Review page to submit a request for your use case if you are interested in one of these tools.
- Make.com – unrestricted data only
- OpenAI Codex – unrestricted data only
- Hancom – unrestricted data only
- YAWP! – unrestricted data only
- Westlaw ProFlex and CoCounsel – no restrictions on data types
- Rayaan – unrestricted data only
- Grammarly – no restrictions on data types