Generative AI tools

What is GenAI?

GenAI technology can generate text, images and other content, based on existing data and often in response to prompts. 

You can also use GenAI to analyse existing files such as images or audio. It can then describe, summarise or transcribe them as needed.

Should you use GenAI?

Before you use GenAI in your work or studies, consider whether it’s an appropriate tool for your task. 

Using GenAI has a big environmental impact. Plus not all the content it produces is of a high quality, or even always accurate.

Explore our tools and software to see whether another tool could meet your needs.

Things to know before using GenAI

• Students should ensure they have read and understood the guidance on using AI and translation tools before using GenAI tools. 
• Researchers will shortly be provided with similar guidelines for the acceptable use of GenAI in the research process. These are being overseen by the University Research Committee Task and Finish Group.
• The University has signed up to the Russell Group principles on the use of Generative AI tools in education (russellgroup.ac.uk).
• The University has two groups which discuss the responsible use of Generative AI: 
  • University Teaching Committee (UTC) Working Group on Generative AI
  • University Research Committee (URC) AI in Research Task and Finish Group
• The use of University IT Services are governed by Regulation 11, which outlines acceptable use and how breaches of the Regulation are handled.

See further resources below.

Recommended GenAI tools

Google Gemini

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" is displayed at the bottom of the screen.

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 premium version which IT Services are unable to provide general licences for.

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.

• 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’s Data Protection Policy 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.

You must not upload any copyrighted content, including journals, to any GenAI tools unless you have confirmed this is acceptable with the publisher; please contact your faculty librarian to discuss 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.
• It has a significant environmental impact, consuming vast quantities of electricity and water. One study estimates that a generative AI system might use around 33 times more energy than machines running task-specific software. Whilst we encourage experimentation with AI, it’s important to remember that there is an environmental impact. 

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