Generative AI is a type of artificial intelligence that can learn from and mimic large amounts of data to create content such as text, images, music, videos, code, and more, based on inputs or prompts.
The university supports and encourages the responsible and secure exploration of AI tools. When using any publicly accessible, non-protected AI tools, it is vitally important that you do not enter any Washington University or secure data, including deidentified healthcare data of any kind, into these platforms.
IT Guidance | AI Tools | AI Optimization Through Automation | AI Tool Purchasing Guidance
IT Guidance
Responsible Use of Sensitive Data
It is the user’s responsibility to protect sensitive data and verify content when using generative AI tools.
- Is usually claimed to be the property of the vendor.
- Is not considered private.
- May be added to the tool’s knowledge base and provided to other users.
These Tools May Be Inaccurate
Review university, school, and department handbooks.
- Schools will be developing and updating their policies as we learn more about AI tools.
- Faculty members should teach and advise students about policies on the permitted uses of AI in classes and on academic work.
- Students are encouraged to ask their instructors for clarification about these policies.
- AI may contribute intentional and unintended forms of plagiarism and falsification of data.
Be Alert for AI-Enabled Phishing
- Schools will be developing and updating their policies as we learn more about AI tools.
- Faculty members should teach and advise students about policies on the permitted uses of AI in classes and on academic work.
- Students are encouraged to ask their instructors for clarification about these policies.
- AI may contribute intentional and unintended forms of plagiarism and falsification of data.
Adhere to Current Academic Integrity Policies
AI has made it easier for malicious actors to create sophisticated scams at a far greater scale.
Continue to follow security best practices and report suspicious messages via the Phish Report button in Outlook or email to phishing@wustl.edu.
AI Optimization Through Automation
AI Optimization Through Automation
Accelerate administrative efficiency at WashU by leveraging AI-powered solutions to streamline workflows, reduce redundancies, and enhance service delivery. Submit your project idea through our Optimization Through Automation Initiative Intake Form.
AI Tools
AI Application Chart
AI Applications are reviewed by Information Security to ensure they compliance with WashU policies. See AI applications and their review status.
Secure AI Tools
Approved for HIPAA/FERPA data
Specific tools have been reviewed and approved for use with sensitive information, including data covered by HIPAA or FERPA.
Secure WashU ChatGPT
Secure AI Chat platform that utilizes OpenAI’s ChatGPT-4o large language model and includes basic capabilities for chatting with text and csv or pdf documents.
Available at no cost to WashU students, faculty and staff.
Secure AskWashU Beta
Secure advanced AI chatbot where users can interact with multiple files, select from different models and access similar features with OpenAI and Microsoft. Includes experimental WashU-trained navigators to more easily interact with a curated set of WashU information.
Available at no cost to WashU students, faculty and staff.
Box AI
An intelligent assistant built right into the Box platform that helps you unlock the value of your content faster and easier. It uses advanced artificial intelligence to understand, summarize, and generate insights from your files—all while keeping your data secure.
Available at no cost to WashU students, faculty and staff.
Zoom AI Companion
An advanced AI assistant integrated into the Zoom experience. It delivers powerful and real-time capabilities to help you improve productivity and collaboration on the Zoom platform.
Available at no cost to WashU students, faculty and staff.
Secure AI API Endpoints
Secure, scalable, cost-effective, unified API access to cutting-edge generative AI models. Designed for faculty, researchers, and staff, the platform supports integration with sandboxed endpoints.
Standard AI Tools
Not for HIPAA/FERPA data
Microsoft 365 Copilot Chat
AI chat platform that generates content in response to your prompts. It is accessed in your internet browser. Once you log in using your WashU credentials, the environment is protected and information you enter remains internal to WashU.
Available at no additional cost for all WashU users with an active Microsoft 365 subscription.
Microsoft Copilot for M365
An innovative tool designed to enhance productivity and streamline workflows within Microsoft 365 applications. By integrating AI capabilities, Copilot for M365 assists users in various tasks such as drafting emails, generating reports.
Available at additional cost for all WashU users with an active Microsoft 365 subscription.
Google Gemini App
An AI assistant designed to provide more personalized and conversational interactions. It aims to enhance productivity and creativity by offering more intuitive and interactive support
Available at no cost from Google using your personal Google account.
Notebook LM
An AI-powered research tool capable of connecting multiple sources in a single place, enabling you to ask questions, create summaries, and even generate audio overviews.
Available at no cost from Google using your personal Google account.
AI Tool Purchasing Guidance
The university aims to ensure that all AI tools used at WashU meet the highest privacy and security standards. Before taking any action, please follow the steps below to determine what applies to your situation.
Step 1: Check if the AI tool already exists
Before doing anything else, check the Approved AI Tools List.
- If your tool is listed:
- No IT Procurement Form Required: You do not need to fill out an IT Procurement form if your needs align with the criteria for which the tool was originally approved (ex: not approved for PHI/confidential data). If you plan to request reimbursement or purchase, simply note on your form that you’ve confirmed it’s an approved tool.
- IT Procurement Form Required: You do need to fill out an IT Procurement form if your needs differ from the criteria for which the tool was originally approved.
- If you are uncertain whether the tool meets your specific needs or data requirements, please email ithelp@wustl.edu for guidance before proceeding.
Why this matters: Many requests are delayed or denied because the tool already exists in another university license. Checking first ensures faster access and avoids duplicate purchases.
Step 2: Still exploring or comparing AI tools?
- Review the AI Tools Policy and Guidance for approved uses and data protection expectations.
- Contact ithelp@wustl.edu if you’re unsure whether a tool is appropriate or approved.
Step 3: Ready to purchase a vendor AI tool?
- If your tool is not yet approved and you plan to move forward with a purchase:
- Complete the IT Procurement Vendor Intake Form.
- Wait for confirmation that IT and Procurement have reviewed the vendor.
- This review checks for privacy, security, and compliance.
- This form does not equal approval of purchase.