AI Platform Subscription Guidance for Departments

Overview

Departments at Utah Tech University often inquire about options for AI platform subscriptions to support faculty and staff needs. This document provides a general overview of the recommended process for evaluating and purchasing AI tools while ensuring data protection and institutional compliance.

Available AI Tools Through University Agreements

Utah Tech University currently has agreements with Microsoft and Google, providing access to the following platforms:

Copilot (Microsoft)
Gemini (Google)

These versions offer enhanced features compared to public/free versions and include important data protection measures covered under institutional service agreements.

Recommended First Steps

Faculty and staff are encouraged to try Copilot and/or Gemini first to determine if these tools meet their needs.
Users must log in using their University accounts to ensure access to the protected learning models and data safeguards.

Helpful Articles:

If Paid ChatGPT Licenses Are Still Needed

If, after trying Copilot and Gemini, faculty or staff still require a paid ChatGPT subscription, the following steps apply:

1. Account Creation

A designated person in the department should create a free OpenAI account using their Utah Tech email address.

2. Purchasing a ChatGPT Team Plan

Use a University PCard to purchase the desired number of licenses (e.g., 8 users).
Ensure the subscription is for ChatGPT Business, not an individual paid license.

Pricing (subject to change):

Plan Type	Cost per User
Annual Payment	$25/user/month
Monthly Payment	$30/user/month

3. Managing Team Licenses

The person who creates the Team account will have the ability to invite others to join the team.

4. Departmental Responsibility

There are no centrally-managed ChatGPT licenses at the University.
Each department is responsible for managing and maintaining their own subscription.

Platform Selection Guidance

There is no single "best" AI platform. The choice depends on individual and departmental needs and preferences.

Suggested approach:

Start by using Copilot and Gemini, which are already available under University agreements.
If these do not meet specific use cases, consider purchasing ChatGPT Team, following the steps above.

Approval for AI Tool Purchases

This document serves as IT's standing approval for departments to purchase AI tools, provided the following conditions are met:

The tool is one of these three University-approved options:
- Copilot (Microsoft)
- Gemini (Google)
- ChatGPT Business (OpenAI)
Departments ensure compliance with University data protection standards by selecting from the approved tools.

No additional IT approvals are required if these guidelines are followed.

Future Guidance

The University IT Department is currently developing a dedicated website with further guidance on AI tool use at Utah Tech. More resources and best practices will be shared soon.

Questions?

For further questions or clarifications, please contact the University IT Help Desk.