Campus News
Secure AI tools now available to staff
We recognize that the rapid growth of generative AI raises important considerations, including bias, ethical use, and environmental impact. AI tools can be powerful, but they require care – particularly around what information you share and how you use the results.
Dear UC Santa Cruz staff,
Starting today, February 17, you have access to two campus-licensed Artificial Intelligence (AI) tools – Google Gemini Chat and Google NotebookLM – as a supportive, secure resource for your work at no cost through your existing UCSC Google Workspace account.
Before you get started
We recognize that the rapid growth of generative AI raises important considerations, including bias, ethical use, and environmental impact. AI tools can be powerful, but they require care – particularly around what information you share and how you use the results. Before using these tools, please review the Use Artificial Intelligence Safely at UCSC guide. It covers what you need to know, including:
- Data restrictions: Never enter sensitive data into any AI tool, whether licensed or not. This includes student records, personal identifiers like Social Security numbers or dates of birth, health information, confidential research data, and strategic or proprietary information.
- Verifying AI outputs: AI tools can generate inaccurate or fabricated information. Treat these tools as drafting assistants, not authoritative sources, and always verify what they produce.
What’s available
- Google Gemini Chat: A conversational AI tool (similar to ChatGPT) for drafting content, brainstorming ideas, and answering questions. For quick access, a Gemini icon in the upper-right corner of Chrome provides quick access.
- Google NotebookLM: An AI research assistant that works within a collaborative workspace (or “notebook”). Upload your documents and NotebookLM generates summaries and insights based exclusively on the materials provided.
Why licensed tools matter
We know many people are already exploring AI tools on their own. If you’re using tools like ChatGPT or other public AI platforms for work, we strongly encourage switching to campus-licensed tools . Unlike public AI tools, Gemini Chat and NotebookLM are covered under our systemwide Google Workspace agreement. Your inputs are not used to train public AI models, and your data is protected by institutional safeguards that consumer tools simply don’t provide.
The decision to enable Google AI tools for staff came after consulting with campus leadership and the UCSC AI Council, and a pilot program. The Academic Senate is being consulted about access to faculty and students. Learn more about the Google AI tools.
Get started
Access both AI tools by logging in with your UCSC CruzID and password:
- Gemini Chat: https://gemini.google.com/app
- NotebookLM: https://notebooklm.google.com/notebook/
- Comparison Guide to help you decide which campus-licensed tool fits your needs
- Use Artificial Intelligence Safely at UCSC
Need help?
For technical questions or support, contact the ITS Service Desk. For more information about AI at UC Santa Cruz, visit the Generative Artificial Intelligence website.
Sincerely,
Paul Koch
Interim Campus Provost and Executive Vice Chancellor
Melanie Douglas
Interim Vice Chancellor, Information Technology