AI assistants and tools can support Student Affairs by streamlining processes through better capture of information, improved accessibility, and clearer follow up, allowing staff to focus more fully on student support, engagement, and innovation. To ensure these tools are used responsibly and in alignment with Duke policies, staff should review Duke OIT’s AI assistant guidelines, which outline expectations for data privacy, security, appropriate use, and institutional risk: https://oit.duke.edu/services-tools/artificial-intelligence/guidelines-using-ai-assistants/
| Tool Name | What It Is (The Simple Description) | What It's Best For | Staff Cost | Approved for Sensitive Data? | Approved for PHI/HIPAA Data? |
|---|---|---|---|---|---|
| CoPilot | A secure, general-purpose chat assistant for quick questions and brainstorming | Generating text from your own uploaded documents, drafting quick emails, or brainstorming ideas | Free | Yes - Duke Data Classification Standard | Requires Review: Approved for use in Duke Health, but PHI data use requires review by: Duke Health AI Evaluation & Governance |
| CoPilot for M365 | Your personal AI integrated directly into Word, Excel, Outlook, and Teams | Generating document drafts in Word, summarizing long email threads in Outlook, or creating presentations | $18/month | Yes - Duke Data Classification Standard | Requires Review: Approved for use in Duke Health, but PHI data use requires review by: Duke Health AI Evaluation & Governance |
| ChatGPT EDU | Duke’s secure license for a powerful general-purpose AI model (GPT) | General brainstorming, creative content generation, research, or helping with coding | $7/month (standard License) | Yes - Duke Data Classification Standard | NO: Not approved for use with Patient Health Information (PHI). |
| Zoom AI Companion | An automatic assistant built into your Zoom meetings | Summarizing discussions, listing action items, and catching you up on what you missed in a meeting | Free | Yes - Duke Data Classification Standard | NO: Not approved for summarizing meetings containing Patient Health Information (PHI). |
| Source: https://oit.duke.edu/ai-suite/ | |||||
| Interested in discussing licensing options or exploring how AI tools can support you and your team’s processes? Email: systems@studentaffairs.duke.edu | |||||