AI at work: A practical guide to using UW’s tools safely
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Artificial intelligence (AI) tools can help you work smarter — drafting emails, summarizing documents and brainstorming ideas. But when you’re working with university data, choosing the right AI tool matters. Here’s what you need to know to use AI responsibly at UW–Madison.
Enterprise AI tools
UW–Madison provides free, powerful AI tools for students and employees. These aren’t just free alternatives to consumer AI services. They come with university-approved contracts that include safeguards such as enhanced data security and privacy protections. That means the companies behind them won’t use what you enter to train their AI models or share it.
Consumer versions of the same tools can use what you give them to improve their systems. Entering university data into unvetted AI services puts UW–Madison’s students, employees and intellectual property at risk.
Microsoft Copilot Premium
Departments can also buy Microsoft Copilot Premium licenses for faculty and staff. It brings Microsoft’s AI assistant into Word, Excel, PowerPoint, Outlook and Teams, and works with your own email, files and calendar.
How to protect university & personal data
Even data that seems anonymous can be risky. Federal privacy law requires removing all direct and indirect identifiers. Technology makes individuals increasingly identifiable over time. When in doubt, don’t enter it. Contact the appropriate data steward for guidance.
Sign in with your NetID
Make sure you’re signed in with your NetID when using AI tools such as Gemini and Copilot. The tools display a confirmation that enhanced data protection is active.
Match the tool to your data
Each AI tool is approved for specific data types. The free tools listed here are approved for public and internal data. Copilot Premium can also be used with sensitive data, including student data protected by FERPA. Check each tool’s approved data on the AI services page, and contact your data steward if you’re not sure what’s allowed.
Use approved AI meeting tools
Use approved AI meeting tools (Zoom and Webex) in virtual meetings instead of third-party bots such as Otter.ai, Read AI and Fireflies.ai.
Follow policies & rules
Follow university policies and your department’s rules for AI use. If you’re unsure, ask your supervisor or department head.
You may use AI tools for
- Drafting a public-facing article or web page
- Summarizing meeting notes
- Brainstorming project ideas
- Editing your own writing
- Improving accessibility of digital content
Don’t use the free AI tools for
- Student records, assignments with names or grades
- Health information protected by HIPAA
- Unpublished research or intellectual property
- Employee performance information
- Confidential proposals or reviews
Note: Some university AI tools are approved for more data types. For example, Copilot Premium can be used with student data protected by FERPA. Check a tool’s approved data types before you use it.
AI at work: best practices
- Sign in with your NetID: Access enterprise versions to protect institutional data.
- Know your data classification: Use each tool only with the data types it’s approved for. Your department may have more restrictions on when, how and what kinds of data you can use with AI tools.
- Verify everything: Review all AI-generated content before you use it.
- Consider context: AI summaries can miss important nuances or introduce errors.
- Be transparent: Consider how and when to acknowledge AI use in work products, following your department’s guidelines.
- Stay informed: AI policies and tools continue to evolve.