Summary
Franklin & Marshall College officially licenses Zoom's AI Companion (AI Mate), Google Gemini within Workspace, and Gemini Notebook under enterprise Service Level Agreements that safeguard institutional data. Sensitive college information may be processed within these approved tools when warranted, but must never be entered into non-licensed, third-party AI platforms.
Body
Overview
This article details which artificial intelligence (AI) products are officially licensed by Franklin & Marshall College (F&M) and covered under institutional Service Level Agreements (SLAs) and Terms of Service (ToS). Platforms backed by these agreements include enterprise-grade data privacy and security protections, allowing protected college information to be utilized when warranted. All other AI tools lack institutional agreements and must not be used with sensitive or protected college data.
Before you get started
- Audience: F&M faculty, staff, and students handling institutional data or utilizing AI tools for college business.
- Requirements: Always ensure you are signed into your official F&M enterprise account (
@fandm.edu) when accessing licensed platforms to ensure SLA protections are active.
Approved Products
The following products are officially licensed and covered by F&M terms of service agreements, enabling protected college information to be used when necessary:
- Zoom's AI Companion & AI Mate: Built directly into F&M's Zoom Workplace platform, this tool provides real-time in-meeting assistance, automated meeting summaries, speech transcription, action item tracking, and workflow follow-through across your workday.
- Google Gemini within Workspace: Integrated directly into F&M's Google Workspace ecosystem (including Docs, Gmail, Drive, and Sheets), Gemini assists with content creation, email drafting, data analysis, and document summarization while ensuring institutional data remains private.
- Gemini Notebook: An AI-powered research and note-taking assistant grounded in user-provided files. It enables users to upload custom documents, PDFs, and notes to summarize complex sources, generate study guides, build interactive visual diagrams, and extract cited insights safely.
- Anthropic Claude: An enterprise AI assistant optimized for complex reasoning, long-document analysis, code generation, and nuanced writing. It allows users to safely synthesize extensive reports, process large data sets, and draft complex technical or academic materials while ensuring institutional data is protected and excluded from public model training.
Note: Protected college information may only be processed within these three specific platforms when business or educational needs warrant it, see college data classiciation policy.
Unapproved AI Products and Data Restrictions
- Non-Licensed AI Tools: Any AI product not explicitly listed above (such as standard consumer or unmanaged versions of ChatGPT, Claude, Copilot, Midjourney, etc.) lacks an institutional Service Level Agreement with Franklin & Marshall College.
- Data Privacy Prohibition: Sensitive, confidential, or protected college information must never be entered, uploaded, or processed using unapproved AI platforms. Information submitted to unapproved tools may be logged, reviewed by external parties, or utilized to train public AI models.
Note: Non-licensed tools lack institutional SLAs. Any information entered into unapproved platforms may be retained, analyzed, or used by third parties to train public models.
Important Notes
- Verify Your Account: Always double-check that you are authenticated with your
@fandm.edu Single Sign-On (SSO) login prior to inputting internal or sensitive materials into Zoom or Google Gemini tools.
- Data Classification: If you are unsure whether a piece of data qualifies as sensitive or protected, consult F&M ITS before inputting it into any AI tool.
- New Tool Requests: To request a security, privacy, and SLA evaluation for a new AI product, submit a request ticket to the ITS Service Desk.