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Additional features and functionality are available to departments to purchase for faculty and staff at an additional cost (refer to the “Feature Comparison” section).
On this page
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Table of Contents
Student Use Cases
Staff Use Cases
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To use generative AI responsibly, at a minimum, you should:
Avoid inputting sensitive or personal data into AI systems that do not explicitly provide appropriate data security and privacy protections. Continue reading below for requirements related to PSU confidential information.
Always verify the accuracy of AI-generated content.
Use AI outputs as a starting point, rather than as finalized content, especially in academic or professional settings.
Be aware of potential biases and take steps to mitigate them.
Disclose AI use, ensure proper attribution, and avoid plagiarism.
Understand instructor expectations for Gen AI use related to any coursework. If you are not sure, ask your instructor.
Policies, Standards, and Best Practices
Portland State University has specific guidelines for using Generative AI tools applicable to your work as a student or employee at PSU (e.g., academic integrity, ethical use, proper attribution, etc.or similar). Please refer to the Artificial Intelligence at Portland State University web page for more information.
Data Security, Privacy, and Accessibility
Unless explicitly stated by the vendor or service provider, Generative AI tools and services will typically utilize data entered into them to train the large language model or for human review. The use of Gen AI tools not supported by OIT for University operations should be reviewed by the OIT Security Team.
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Gemini for Students is covered by the Google Terms of Service and should not be used for confidential or restricted data types as outlined in the PSU Information Security Policy.
Gemini for Employees is covered by the Google Workspace for Education Terms of Service and can be used for confidential or restricted data types that would otherwise be appropriate to store in Google Drive.
NotebookLM (for both students and employees) is covered by the Google Terms of Service and should not be used for confidential or restricted data types as outlined in the PSU Information Security Policy.
For security, privacy, and accessibility advice regarding Generative AI tools, refer to:
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Feature | Gemini for Students | Gemini for Employees | Gemini Education Add-On (Employees) | Gemini Education Premium Add-On (Employees) |
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Access to Gemini | ✔️ | ✔️ | ✔️ | ✔️ |
Suitable for use with PSU confidential data (1) | ❌ | ✔️ | ✔️ | ✔️ |
Integration with Google Workspace, including Gmail, Drive, and Docs | ❌ | ❌ | ✔️ | ✔️ |
Access to Gems, custom AI agents for any topic, and extensions | ❌ | ❌ | ✔️ | ✔️ |
Ability to upload non-image files and Google Drive documents (2) | ❌ | ❌ | ✔️ | ✔️ |
Access to Gemini Advanced, Google’s most capable AI models widely available today (3) | ❌ | ❌ | ✔️ | ✔️ |
Additional Google Meet features, such as automated note-taking | ❌ | ❌ | ❌ | ✔️ |
Additional Cost (4) | None | None | $16 / user / month ($192 annually, 1 year commitment required) | $24 / user / month ($288 annually, 1 year commitment required) |
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Gemini for Employees is covered by enterprise-grade data protection as a core service governed by the Google Workspace for Education Terms of Service. NotebookLM and student use of Gemini is not covered by the same terms of service as Gemini for employees and is therefore not suitable for confidential or restricted PSU data.
File and Google Drive uploads are available for all users in NotebookLM.
Gemini Education Add-On gets 1,000 uses/month of Google’s most advanced AI model, while Gemini Education Premium Add-On receives unlimited access to the advanced model.
Technology Coordinators can purchase Gemini Add-Ons for employees in their department through the TC Service Desk.
Student Use Cases
Generative AI can be a powerful tool for students when used responsibly, providing opportunities to enhance learning while maintaining academic integrity. Students should consult with their instructor and/or syllabus before utilizing Generative AI tools for academic work, to determine the level, if any, of allowed generative AI usage (for example, using generative AI to write an assignment vs. using it to generate a preliminary set of references for review). In all cases, content generated by your prompting of AI must be attributed as indicated in the Academic Misconduct Policy.
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Choose an AI Tool: Select a tool based on your needs. If you’re using a tool not supported by PSU, ensure that the tool provides adequate data security and privacy.
Start with Simple Prompts: Begin with simple questions or requests to understand how the tool works. For example, "Generate a summary of the main ideas from [topic]."
Test accuracy by asking AI to summarize or transform something you know well. This will give you experience evaluating Gen AI critically.
Troubleshooting & Refinement: If a chatbot generates irrelevant or unclear content, try rephrasing your prompt or providing more context.
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Generative AI can be used to enhance productivity and efficiency by helping to streamline administrative tasks for staff members. Here are some examples of how it can be used.
Writing assistance
Both of PSU’s Gemini offerings can help create first drafts of written content. Using its chat interface to conduct conversations with the AI, new ideas can be developed and created. Gemini Education and Education Premium Add-On licenses allow for the use of Gemini directly inside of Google Docs for convenient access. Gemini can help with proofreading and revising already written works, adjusting the tone, turning rough notes into coherent paragraphs, and more. Follow up prompts and additional questions and refinement can help the tool further hone content.
Data analysis
Employees can use Gemini to analyze data. This could include synthesizing survey results, cleaning and classifying data, or looking for patterns or insights in a large data set.
Making meetings more manageable
Integrating AI-driven tools like Zoom's AI Companion and Gemini can significantly enhance meeting efficiency and collaboration.
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The Gemini Education Premium Add-on offers AI-assisted features that streamline various tasks within Google Workspace, including AI-Powered Note-Taking and Summaries in Meet, which automatically generates concise summaries of meeting discussions, enabling participants par
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These features help save time and ensure that all team members, including those who may have missed a meeting, can stay informed without the burden of manual note-taking.
Other use cases
The Gemini Education and Education Premium Add-on licenses enable additional functionality that can be used for other use cases, such as:
Enhancing presentations, videos, and other multimedia content
Email and inbox management
Spreadsheets and data management
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The Office of Academic Innovation has resources and use cases for faculty that can be found at the OAI+ Generative AI for Teaching page.
Faculty can leverage AI to enhance their work. More resources for faculty can be found on the Artificial Intelligence at Portland State University page.
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Free Instructional Programs
Generative AI For Educators
Thrive AI microcredential
An asynchronous, on-demand PSU microcredential facilitated by Prof. Kathi Inman Berens, Thrive AI is an introductory course focused on applying Generative AI to teaching and research use cases. This course is freely available for faculty and staff. Anyone can use/reuse microcredential materials in their own courses with attribution. The Credly badge certification can be posted on LinkedIn and listed on Tenure & Promotion materials.Duration: Approximately 2 weeks (10 hours)
Google Skillshop: Generative AI for Educators
A self-paced course designed to fit into a teacher’s busy schedule, helping educators understand AI concepts and tools, including generative AI. This course explores AI's role in education and its integration into the classroom.Duration: Approximately 2 hours
Gemini for Google Workspace
Google Skillshop: Gemini Education
Learn how to effectively use Gemini within Google Workspace to streamline workflows and enhance productivity in educational settings. Note that some of the information in this training is only applicable to users who have purchased a Gemini Education / Premium Add-on license.
Additional Resources
Gemini
NotebookLM
Google Blog: 8 expert tips for getting started with NotebookLM
NotebookLM now lets you listen to a conversation about your sources
NotebookLM goes global with Slides support and better ways to fact-check
Other Resources
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Artificial Intelligence (AI) is a computer system taught to mimic human intelligence using machine learning techniques.
Machine learning (ML) consists of techniques enabling computers to classify data based on human-classified training data or to autonomously identify patterns in data.
Large language models (LLMs) are machine learning models that can analyze, predict, and generate human language.
Generative AI (Gen AI) is a type of AI that focuses on creating new content – like text, images, music, audio, code, and videos – by typing in a simple prompt.