Approved Tools

“Approved” does not mean unlimited or unrestricted use. Many tools are approved only for certain versions (e.g., paid/pro tiers), specific use cases, or with defined data restrictions. You must review and comply with the limitations described for each tool. All tools used for UA business must be set up with your UA email address, a UA billing address, and be purchased with your or your department’s p-card or be provisioned by OIT.

AI tools that are not approved for institutional use have not been vetted for compliance with University standards for data protection, confidentiality, or legal risk. The absence of an enterprise agreement means the University does not have negotiated terms governing data use, security safeguards, or liability protections.

Users who create individual accounts, even using their work email, are entering into agreements in their personal capacity, not on behalf of the University. As a result, such use may fall outside University liability coverage, and the individual user may bear personal responsibility for any resulting risks, including data breaches, unauthorized disclosures, or contractual violations.

Don’t see a tool you would like to use or would like to request the re-evaluation of a tool for your use case? Contact the IT Service Desk at itsd@ua.edu or 205-348-5555 to ask for a review.

With the exception of Microsoft Copilot, generative AI tools may not be connected to UA M365 accounts.

Tools Approved for use without Restrictions:

• Azure OpenAI Service* – A cloud-based service by Microsoft that provides access to OpenAI’s powerful AI models, enabling developers to integrate advanced language understanding and generation into their applications.
• Google Gemini* – MAY NOT BE USED WITH HIPAA DATA AT THIS TIME. A suite of advanced AI models by Google that integrate language understanding, generation, and multimodal capabilities to enhance a wide range of applications and services. Pricing available here: Pricing  |  Generative AI on Vertex AI  |  Google Cloud
• Microsoft 365 Copilot – An AI-powered assistant within Microsoft 365 applications that enhances productivity by assisting with writing, summarizing, and generating content. $216/account/year.

• Microsoft Copilot with Data Protection – A secure AI assistant integrated into Microsoft products that ensures data protection and privacy while helping users with tasks.
• Microsoft Teams Premium -Enhances the current Teams experience with additional features that make meetings more personalized, intelligent, and protected.

• Zoom AI – AI-driven tools within Zoom that enhance video conferencing experiences through features like real-time transcription, meeting summaries, and background noise reduction.

*Service may be used with sensitive and restricted data, but such use requires following guidance from OIT Security. Reach out to security@ua.edu.

Tools Approved for use with Restrictions:

These services are available for use but should not be used with sensitive or restricted data.

• In general, you may use tools that generate art, sound, designs, or templates without submitting a request to OIT. Be sure to check images for material that violates UA policies or inaccurate representation.
• Adobe Firefly – A generative AI model by Adobe that enables users to create and manipulate images, videos, and designs through simple text prompts.
• Anthology Blackboard AI Design Assistant – easily build course structure, assessments, rubrics, and more in Blackboard Ultra.
• Anthropic Claude.ai – Pro or higher is approved for use but may not be used with sensitive or restricted information. Do not opt in to allowing the platform to use your data for training. Claude may not be connected to M365 accounts.
• Apple Intelligence – Genmoji and Image Playground are available for use.
• Cursor Pro – AI coding assistant. Not approved for use by business units at this time.
• Elicit – AI-powered research assistant designed primarily for academics, scientists, and professionals to streamline literature reviews, data extraction, and systematic evidence synthesis.
• Gamme Free – Build and format presentations, documents, and websites. This is approved only for classroom use and UA branding may not be uploaded to this service.
• Gamma Pro – Build and format presentations, documents, and websites. This is approved for use with unrestricted data only and UA branding may not be uploaded to this service.
• GitHub Copilot – AI programming assistance. Ensure that you disable 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 the usage of your data for model training.
• Google NotebookLM* – AI-powered research assistant
• Ivy.ai – generative chatbots for websites
• Jira AI – AI capabilities in Jira that assist in project management by automating routine tasks, predicting project timelines, and enhancing issue tracking and prioritization.
• Locally run LLMs used for training, research, or instruction
• Matlab Copilot – Artificial intelligence code help
• OpenAI ChatGPT Plus**, Pro**, Business, Enterprise, or Team Edition – an artificial intelligence model that can generate human-like text. If using Plus or Pro, ensure “Improve the model for everyone” is disabled by following these instructions – https://help.openai.com/en/articles/7730893-data-controls-faq
  ChatGPT is not purchased through OIT and should be purchased following your department’s internal processes.
• Otteri.ai Pro or Business – An AI-powered transcription service that generates real-time, accurate transcripts of meetings, lectures, and conversations for easy review and collaboration.
• Claire AI – AI powered nursing-focused learning engine for nursing students and programs.

*Reach out to OIT for access via the IT Service Desk at itsd@ua.edu or 205-348-5555
**For ChatGPT Plus and Pro, ensure “Improve the model for everyone” is disabled by following these instructions – https://help.openai.com/en/articles/7730893-data-controls-faq

Pending Review:

• Box AI – AI-powered features integrated into Box’s cloud content management platform, enhancing document organization, search, and workflow automation.

Q: What if the AI tool I wish to use is not something that is purchased, such as the free version of ChatGPT or Gemini?

A: The University of Alabama has approved use of Microsoft Copilot with Data Protection, which is built on Open AI technology but offers data protection for UA users. Even free software requires advance review and consideration. First, individual users do not have signature authority to bind the institution to the terms and conditions that must be accepted prior to use or download. Secondly, UA users must not disclose UA Sensitive or Restricted/PHI information to a third party without an agreement protecting this information. For use of AI tools or systems for official UA purposes, even if they are free of charge, please submit a request through UA IT.

When using AI tools, be sure to adhere to OIT’s AI Minimum Security Standard.