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What is an AI integration?
An AI integration is the process of connecting an artificial intelligence system to an existing application, workflow, service, or business process so that the AI can perform useful tasks within that environment.
What AI tools must follow integration guidelines?
These guidelines are intended to apply to requests involving the four vendor-provided AI chat services currently supported by EITS:
- ChatGPT Edu
- Claude Enterprise for Education
- Gemini AI Pro for Education
- M365 Copilot
These guidelines apply only to the use cases described above and do not extend to other uses of AI within the institution, including but not limited to:
- AI service API use or integration (i.e. OpenAI Platform)
- Integration requests involving commercial (non-educational) licenses from the supported vendors (i.e. ChatGPT Pro, Claude Max, free tiers, etc)
- AI services provided by non-supported vendors (i.e. Perplexity, Grok, Meta, etc)
- Custom-built, trained, tuned, or fine-tuned AI models
- Installation of AI agents and modules on UGA systems
What systems and services may be integrated with AI tools under these guidelines?
Approval or denial is based on the category of the integrated service and whether appropriate data protections are needed and are contractually guaranteed for that service. For more information or questions, please contact the AI Tools team at ai-tools@uga.edu.
The following integrations are allowed, with caveats:
- Any service using a personal (non-UGA) account as the method of identification and authentication (i.e. personal Gmail account), with no UGA data exposure
- UGA's Office365 or Google tenant: Integration requests must be tested and signed off by the Office of Information Security's Red Team
- UGA Enterprise Systems or adjacent systems: Examples of enterprise systems include Banner, OneSource, and GACRC. Examples of adjacent systems with direct connections to enterprise systems include SmartSheet. AI integration requests with these systems must be reviewed and approved by the appropriate leadership and governance committees, and by the appropriate Data Stewards.
- Non-enterprise systems involving student data, with data protection contract in place: Examples include TopHat and Kaltura. AI integration requests with these tools may be approved after verifying data protections in the contracts. These integrations must also be approved by appropriate Data Stewards.
- All other requests not involving sensitive or restricted data: Examples include GitLab accounts associated with UGA email addresses or Calendly integrations with UGAMail accounts. Approval of AI integrations for these tools are at the discretion of the system owner, in accordance with appropriate data governance policy.