Service Overview
Generative Artificial Intelligence (or Gen AI) is a type of artificial intelligence that can be used to create content, such as text, images, video, and music. As a rapidly evolving area of technology, Generative AI has introduced many areas of opportunity, but also introduces challenges and potential risk. The campus community is strongly encouraged to read and review the Artificial Intelligence at Portland State University page to help ensure that we responsibly utilize Gen AI services.
To facilitate the exploration and use of Gen AI tools, OIT supports Google Gemini and NotebookLM. The baseline functionality of these tools are available to faculty, staff, and students free of charge. To improve data protection and privacy, Google will not use chats and files uploaded to train the AI model or reviewed by human reviewers when you are logged into your pdx.edu account (for more information, refer to the “Responsible AI Use, Data Security, and Privacy” section).
Additional features and functionality are available to departments to purchase for faculty and staff at an additional cost (refer to the “Feature Comparison” section).
Responsible Use, Data Security, and Privacy
To use generative AI responsibly, users should:
Avoid inputting sensitive or personal data into AI systems that do not explicitly provide appropriate data security and privacy protections.
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.
Ensure proper attribution and avoid plagiarism.
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.). Please refer to the Artificial Intelligence at Portland State University 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.
Gen AI services supported by OIT (Google Gemini and NotebookLM) will not use data and files uploaded to train the model or for human review as long as you are logged into your pdx.edu account.
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:
Feature Comparison
Feature | Gemini for Students | Gemini for Employees | Gemini Education Add-On (Employees) | Gemini Education Premium Add-On (Employees) |
|---|---|---|---|---|
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 | ❌ | ❌ | ✔️ | ✔️ |
Access to Gemini Advanced, Google’s most capable AI models widely available today (2) | ❌ | ❌ | ✔️ | ✔️ |
Additional Google Meet features, such as automated note taking | ❌ | ❌ | ❌ | ✔️ |
Additional Cost (3) | None | None | $16 / user / month | $24 / user / month |
Notes:
Gemini for Employees is covered by enterprise-grade data protection as a core service governed by the Google Workspace for Education Terms of Service. See the PSU Information Security Policy for more information about data classifications. 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.
Gemini Education Add-On gets 1,000 uses/month of the advanced model, while Gemini Education Premium Add-On receives unlimited access to Google’s most advanced AI 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. The following sections outline recommended tools and best practices for students at Portland State University.
Recommended Generative AI tools for use by students
Students can use various generative AI chatbots to assist with academic tasks, such as brainstorming ideas, summarizing information, or helping with writing. Recommended tools include:
Gemini
Known for its user-friendly interface, Gemini is an excellent tool for students to enhance their academic work. It can assist in structuring essays, developing research questions, and improving overall writing quality. Gemini's advanced features make it especially useful for editing, ensuring clarity, and generating creative ideas for assignments. For instance, students can use Gemini to brainstorm thesis statements, get suggestions for essay outlines, or refine drafts for better readability (see resources section).
Students should have explicit authorization from their instructor before utilizing Generative AI tools for academic work and content must be appropriately attributed as indicated in the Academic Misconduct Policy.
For more information about learning with AI, visit the Generative AI at Portland State University page.
NotebookLM
A versatile tool that integrates well with academic materials, NotebookLM helps students organize notes, summarize key concepts, and generate insights for assignments. It is particularly useful for managing large amounts of information and generating coherent summaries, making it an ideal study companion.
These tools can support various academic activities, but students should always engage critically with the AI outputs to ensure quality and originality.
Getting Started
To get started with generative AI chatbots, students can follow these basic steps:
Choose an AI Tool: Select a tool based on your needs. If you’re using a tool not supported by OIT, 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]."
Troubleshooting & Refinement: If a chatbot generates irrelevant or unclear content, try rephrasing your prompt or providing more context.
Staff Use Cases
Generative AI can be used to enhance productivity and efficiency by helping to streamline administrative tasks for staff members. Here are some key examples of how it can be used.
Spreadsheets and data management
Generative AI driven tools can be used to help with day-to-day work with spreadsheets. These tools can provide spreadsheet templates that are targeted to specific needs with just a few prompts, like in this Sheets-based example from Google. Additionally, to reduce time spent on data entry and the manual curation of a spreadsheet, features like enhanced Smart Fill can be used.
Enhancing presentations, videos, and other multimedia content
Gemini Education and Education Premium Add-Ons can help simplify the creation of presentations and multimedia content. It can help build out a slide deck with greater ease by generating images based on prompts, suggesting new slides, summarizing content and more. Gemini can also be used in Google Drawings or Slides to remove unwanted content from images.
Two future features that could further help enhance the process of creating videos include the ability to generate a first draft of a video, with an outline, script and media assets. Gemini can also create images based on prompts, which can then be used in Google’s Vids as well.
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-Ons can be used from 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.
Email and inbox management
Generative AI tools like Gemini, with the Gemini Education or Education Premium Add-Ons, can offer assistance with your inbox, by helping with tasks like writing emails, summarizing long email threads, searching the inbox and even pulling in relevant information from Google Drive, saving time and improving organization.
Making meetings more manageable
Integrating AI-driven tools like Gemini and Zoom's AI Companion can significantly enhance meeting efficiency and collaboration.
Gemini for Google Workspace:
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 to quickly review key points and action items.
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.
Zoom's AI Companion Features:
Zoom now incorporates a number of optional Gen AI features to help improve workplace efficiency, including:
Smart Recording: Automatically organizes cloud recordings into sections called smart chapters, provides key takeaways through recording highlights, and identifies action items with next steps.
In-Meeting Questions: Allows participants to submit and track questions in real-time during a meeting, keeping discussions focused and ensuring no query is overlooked.
Meeting Summary: Provides an AI-generated summary of the meeting, which can be shared with participants after the meeting ends, ensuring that everyone is informed of the key points discussed.
These AI-driven features collectively make meetings more efficient and inclusive, reducing administrative overhead and fostering seamless collaboration across teams.
Faculty Use Cases
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.
Training & Learning Opportunities
Free Instructional Programs
Generative AI For Educators
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.
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
Appendix
AI is a computer system taught to mimic natural intelligence to help us understand and recommend information
Machine learning (ML) is the technique that allows machines to learn autonomously from data
Large language models (LLMs) are machine learning models that can understand, 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