Generative AI tools

Google Gemini

A chat assistant for creative exploration. Ideal for generating ideas and answering a wide range of questions.

Gemini is the University's preferred GenAI tool because:

• Any data inputted is fully protected.
• Your chats are never used for training or human review by Google. You must make sure you are logged into your University Google account to ensure this.
• Google Workspace is the University’s primary collaboration and communication platform. So it makes sense to use a GenAI tool that is part of the same ecosystem.
• It offers a simple path to upgrade to full GenAI capabilities within Google as and when required.

Learn more about Google Gemini 

For University use:

• You must sign into Gemini using your usual University Google credentials.
• You can verify that you're signed in with these credentials by checking that "Your University of York chats aren't used to train our models" now only appears once you start asking questions, not immediately. We've raised this as an issue with Google to no avail.
• Your chats (both prompts and responses) are retained for 3 months.

Our Gemini licence:

• We use the Education version of Gemini. This means staff and students can use the Chat function for free using your University email address.
• This version does not allow you to integrate Gemini with your Google Gmail, Docs and Drive. This is only available on the pro version, which IT Services are unable to provide general licences for. Departments can opt to fund pro licences themselves – contact IT Services with further information about your requirements to arrange this.

Other GenAI tools

Gemini is useful for finding and analysing information from across multiple sources and formats however there may be times when other tools are better suited to your needs. You must review the material on this page to make sure you are using any AI tool responsibly. Use should be in-line with University policy on data protection and information handling.

• Google NotebookLM
  A research assistant for deeper dives into your documents and notes. Useful for working with multiple sources and finding connections.
• Microsoft Copilot
  Useful for offering quick suggestions and simplifying programming tasks.
• Chat GPT
  Useful for answering quick questions and brainstorming.

Basic versions of CoPilot and ChatGPT are free of charge. There are also paid options that meet our data protection requirements. 

Paid tools 

IT Services are not able to provide general licences for paid GenAI tools. However, we can work with staff to look at options if you have funding for subscriptions or to assist with pilots (staff use only). Once you have reviewed the guidance provided below to make sure your request is in line with University policy, please contact IT Services to discuss this. 

Privacy and information handling 

In order to keep University data secure and comply with data protection laws, staff and students must only use GenAI tools that are provided and licensed by the University. This ensures appropriate contractual provisions are in place to protect University data. Do not use personal accounts with the same or alternative providers as these do not provide the same level of protections. 

The University's guidance on using Information Classification sets out how generative AI may be used responsibly with different classifications of University information. You must read this guidance and familiarise yourself with the types of information it is safe to share with GenAI tools before using them. 

Be aware that even when signed into Google Gemini, with the "Your University of York chats aren't used to train our models" message visible, you must still follow university guidance and only share the types of information we classify as safe to share.

The use of personal data is governed by the University of York Data Protection Policy (PDF , 240kb) and associated Special Categories of Personal Data Policy.

If you are processing personal data that is likely to result in a high risk to individuals’ interests you must undertake the Data Protection Impact Assessment (DPIA) screening process. This will help to ensure compliance with Data Protection legislation. For support with this, please contact the Data Protection team.

Unless you have confirmed otherwise with the publisher, you must only upload relevant proportions of copyrighted content (including journals) to recommended GenAI tools, for the purposes of non-commercial research, private study, or teaching. Please see the full guidance on copyright and generative AI for details, and contact your faculty librarian if you need further guidance on this.

Guidance on using Generative AI responsibly 

GenAI can be a useful tool but please remember: 

• It can make mistakes and even invent information. Always review content created by generative AI to make sure it is accurate before sharing or citing.
• The law around generative AI is still evolving. The University remains liable for any information we share, we can't blame  GenAI tools if information we share is incorrect or damaging.
• It was trained on the internet and can reinforce overt and subtle bias. For example demonstrating gender bias by consistently drawing men when prompted to draw a doctor, and consistently drawing women when prompted to draw a nurse.
• You may wish to consider the environmental impact of Generative AI in your use of the technology. Blogs such as Artificial intelligence and the environment: Putting the numbers into perspective (jiscinvolve.org) are a great resource to help you make informed choices.

Please see below some helpful resources and further reading on how to use GenAI tools.