AI Tools Available Through Google Workspace
USD faculty, staff, and students have access to a suite of generative AI tools through the university’s Google Workspace for Education environment. These tools can support learning, teaching, research, communication, creativity, and everyday work.
When using these tools, always sign in with your USDOne account to ensure you are working within USD’s approved Google environment and receiving the privacy and security protections associated with the university’s agreement with Google.
Always Access Gemini Using your USDOne Account
When using Google’s AI tools for university-related learning or work:
- Sign in with your USDOne credentials.
- Confirm that you are using your USD account before uploading files or connecting Google Workspace content.
- Follow the data-use requirements established for each tool.
- Do not connect unapproved AI tools, plug-ins, or services to USD systems or accounts.
The Gemini app provided through Google Workspace for Education includes enterprise-grade data protections and that chats are not used to train its generative AI models. Review Google’s education privacy information.
Google Workspace Tools
Gemini - Gemini is Google’s general-purpose AI assistant. It can help you brainstorm, summarize information, develop and refine ideas, analyze files, conduct research, create content, and work through complex questions.
Get started using Google Gemini.
Gemini Pro accounts can be requested at ITOrders. Please note you must have budget approval from the department and provide an associated worktag.
Gemini Notebook - Gemini Notebook is an AI-powered research and learning assistant grounded in the sources you provide. Unlike a general-purpose chatbot, Gemini Notebook uses your uploaded materials to answer questions, summarize information, identify themes, and make connections across sources and includes direct citations from your selected sources.
You can use Gemini Notebook to:
- Organize and analyze articles, reports, notes, and course materials.
- Ask questions grounded in your uploaded sources.
- Create summaries, study guides, timelines, briefing documents, and frequently asked questions.
- Compare ideas or findings across multiple sources.
- Generate audio or video overviews of your materials.
Learn more about using Gemini Notebook [https://support.google.com/gemininotebook/#topic=16164070] for research, teaching and learning.
Zoom AI Companion
Zoom AI Companion is an integrated AI assistant available within Zoom meetings and the Zoom platform. This tool can generate meeting summaries, create action items, draft follow-up emails, and provide real-time assistance during video conferences. AI Companion can help transcribe meetings, highlight key discussion points, and suggest next steps based on meeting content. At USD, this feature enhances meeting productivity and ensures important information is captured and organized effectively. The AI Companion integrates seamlessly with your existing Zoom workflow without requiring additional software or credentials. Learn how to use Zoom AI features.
Public Generative AI Tools
Public AI tools are consumer-facing generative AI services that USD has not licensed or reviewed. Examples include free or individually purchased versions of ChatGPT or Claude, image generators like DALL-E, writing assistants, browser extensions, plug-ins, and other AI-powered applications.
You may use public AI tools for work with Level 1 (Public) data, for example: information that is already public or cleared for release, such as course catalog content, published materials, and anonymized data. Remember to always review AI-generated content for accuracy before you use it. You are responsible for anything you produce with AI, and must stay in compliance with existing institutional policies.
Data Definitions and Restrictions
| Data Classification | Examples | Public and Internal | Platform |
|---|---|---|---|
| Level 1: Public | Course catalog, publicly available content, anonymized data | Yes | Any |
| Level 2: Internal | USD documents/data without PII or FERPA-related information | Yes | Google AI Tools Only |
| Level 3: Restricted | USD documents/data with PII or FERPA-related information | Use with Caution | Google AI Tools Only |
| Level 4: Strictly Prohibited | TBD | Strictly Prohibited | No AI Use |
Your Responsibilities When Using Generative AI for Work or Learning
Access to an approved tool does not mean that every use is appropriate. When using these tools always be sure to consider the following:
- Protect personal, confidential, student, research, and other non-public information.
- Review and verify AI-generated content.
- Follow the expectations of your instructor, discipline, department, or professional role.
- Be transparent about how AI contributed to your work.
- Respect copyright, intellectual property, and licensed-resource requirements.
- Use AI to support — not replace — human judgment, learning, creativity, and ethical decision-making.
You remain responsible for the accuracy, quality, integrity, and appropriate use of anything you create with AI.
AI Tools @ USD
Below are the current popular AI products, our recommendations, and data restrictions.
| Product Name | Cost | Recommended | Allowed Data* | Supported | Notes/Comments |
|---|---|---|---|---|---|
| Google Gemini | Free | Yes | Public and Internal | Yes | For current faculty, staff, and students |
| Google Gemini AI Pro | Requires additional fee | Yes | Public and Internal | Yes | Contact ITS |
| Google Antigravity | Free | Yes | Public and Internal | Yes | For current faculty and staff |
| Google Notebook | Free | Yes | Public and Internal | Yes | For current faculty, staff, and students |
| Google Notebook Pro | Requires additional fee | Yes | Public and Internal | Yes | Contact ITS |
| Google Chrome (with Gemini) | Free | Yes | Public and Internal | Yes | Coming soon… |
| Microsoft Copilot | Free | Public and Internal | Yes | For current faculty, staff, and students | |
| Microsoft Copilot for 365 | Requires additional fee | Public and Internal | Yes | Contact ITS | |
| Zoom AI Companion | Free | Yes | Public and Internal | Yes | For current faculty, staff, and students |
| ChatGPT Free | Free | Only Public Data | |||
| ChatGPT Pro | Requires Fee | Only Public Data | |||
| ChatGPT Team | Requires Fee | Only Public Data | |||
| ChatGPT Desktop (aka Codex) | Requires Fee | Only Public Data | |||
| Perplexity AI | Free | Only Public Data | |||
| Perplexity AI Pro | Requires Fee | Only Public Data | |||
| Claude | Free | Only Public Data | |||
| Claude Pro | Requires Fee | Only Public Data | |||
| Claude Desktop | Requires Fee | Only Public Data | |||
| Apple Intelligence | Free | Only Public Data | |||
| Grammarly | Free | Only Public Data | |||
| Grammarly Pro | Requires Fee | Only Public Data | |||
| Salesforce/Agentforce | Specialty License | Special approval | Yes | Contact ITS | |
| GitHub Copilot | Specialty License | Special approval | Yes | Contact ITS |
Last update September 29, 2026.
Using Generative AI in USD workflow
Generative AI (GAI) tools (i.e., Gemini and Gemini Notebook) may be used to create, analyze, compare, draft and refine all manner of work products. This usage falls under existing policies and procedures for vetting, review, and approval.
In other words, any and all USD materials that are currently held anywhere in USD’s Google ecosystem (Gmail, Google Calendar, Google Drive, etc.) can be used in Google’s GenAI products (Gemini and Gemini Notebook), as they all fall under the exact same Educational License USD already has with Google.
This usage must conform to existing policies and procedures (e.g., any material that previously required approval from the Office of General Counsel must still be reviewed by the OGC), and non-legal AI-generated materials must be reviewed by a USD employee to ensure accuracy/validity before use. As with any other materials, the employee using them is responsible.