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 the responsible and safe use of Gen AI at PSU.
Faculty, staff, and students have access to the baseline version of Google’s Gen AI products, Gemini and NotebookLM. When you are logged in with your pdx.edu account, Google will not use the data you enter into Gemini or NotebookLM for training the AI model or for human review. Please refer to the “Responsible AI Use, Data Security, and Privacy” section below for important details.
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, you 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.
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:
Gemini 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. 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 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 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 must be appropriately attributed as indicated in the Academic Misconduct Policy.
The following sections outline recommended tools and best practices for students at Portland State University.
Recommended Generative AI tools for use by students
When appropriate, generative AI chatbots can 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).
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 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-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.
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.
Zoom's AI Companion Features:
Zoom now incorporates a number of optional Gen AI features to help improve workplace efficiency, such as smart recording, in-meeting questions, and meeting summaries.
These AI-driven features collectively make meetings more efficient and inclusive, reducing administrative overhead and fostering seamless collaboration across teams. See the OAI+ page for more information on how to enable and use these features.
Gemini for Google Meet:
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.
Other use cases
The Gemini Education and Education Premium Add-ons 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
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
Thrive AI microcredential
A PSU microcredential program facilitated by Kathi Inman Berens, Thrive AI is an introductory course focused on applying Generative AI to teaching and research use cases. This course is available for faculty and staff.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.
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
Artificial Intelligence (AI) is a computer system taught to mimic human intelligence.
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.