AI Software Guidance

This list provides guidance on using campus-wide, specialized, and popular AI software with university data. All non-campus-wide software, including free and research-related requests, must fill out the Software & IT-Related Request Form.

Green indicates the software is approved for use while following the data handling guidelines; a campus agreement is in place with approved data security and privacy policies.
Yellow indicates use with caution; a campus-wide agreement is NOT in place. Even if the software is on this list, new users must submit the Software & IT-Related Request Form through Purchasing.

• Free Version: Do not use with Data Levels 1, 2 or 3.
• Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-3 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines.

Red indicates do not use. No agreement is in place to protect university data or there is another concern.

Note: If you have a question about buying or enabling new AI software, contact your OneIT Executive Director. Additionally, if you want to add a new virtual AI Assistant on any university website, use the IT Project governance process.

Software	Status	Guidance
Adobe Creative Cloud Firefly with @uncc.edu		Campus-wide software available to faculty, and staff and in labs for students. Adobe uses AI in some software applications. Firefly is the generative AI software used to create images. Follow the data handling guidelines.
Cornerstone CAISY AI Simulator		Campus-wide simulation software used for training. Follow the data handling guidelines.
Google Gemini in browser with @charlotte.edu		Campus-wide browser generative AI tool. Follow the data handling guidelines.
Gradescope		Campus-wide software to help faculty grade assignments. Follow the data handling guidelines.
Microsoft Copilot in browser with @charlotte.edu		Campus-wide browser generative AI tool. Follow the data handling guidelines.
Zoom AI Companion with @charlotte.edu		Campus-wide conferencing and phone software. Follow the data handling guidelines.
Anthropic Claude		Open-source generative AI tool. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Articulate		Specialized tool to create online learning training content. Use this form for new requests.
Big Interview		Specialized application for mock interview training. Use this form for new requests.
CampusESP		Specialized software for family engagement. Use this form for new requests.
Canva		Open-source online design tool. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Chatbot App		Specialized chatbot. Use this form for new requests.
ChatGPT | ChatGPT+ | ChatGPT Team		Open-source generative AI tool. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Cockatoo AI Transcription Service		Audio and video transcription service. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Deepl | Deepl Pro		Language translation software. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Echo Labs Professional Captioning		Specialized professional captioning software. Use this form for new requests.
Glean for Education		Specialized note-taking app. Use this form for new requests.
Grammarly		Writing Assistant with built-in AI. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Hootsuite		Specialized social media management tool. Use this form for new requests.
Inscribe		Specialized software for student – faculty collaboration. Use this form for new requests.
Mentimeter AB		Specialized engagement tool. Use this form for new requests.
Midjourney		Specialized tool that transforms text prompts into visual art. Use this form for new requests.
Musicwindow		Specialized relationship management app. Use this form for new requests.
Notta Transcription		AI based voice to text transcription service. Zoom is the preferred audio transcription tool. Free Version: Do not use with Data Levels 1, 2 or 3.. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
otter.ai | otter business		AI transcription service. Zoom is the preferred audio transcription tool. DO NOT use the tool for unattended virtual meeting attendance. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Perplexity Chatbot		AI-powered search engine. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
read.ai		AI transcription service. Zoom is the preferred audio transcription tool. DO NOT use the tool for unattended virtual meeting attendance is prohibited. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Smartsheet		AI workforce management tool. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
Storyboard Hero		Specialized AI storyboard generator. Use this form for new requests.
Tradespace		Specialized AI for research. Use this form for new requests.
Typeset.io		Authoring and collaboration software for researchers. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Use this form for new requests.
urbanCore Explore		Specialized knowledge base. Use this form for new requests.
AI Detection Software		The UNC Charlotte Artificial Intelligence in Teaching and Learning Task Force is examining current AI usage on campus, including policies and tools and will complete their recommendations by the end of the 2024-25 academic year. Decisions on the purchasing of additional AI detection tools are deferred until then. Examples include GPTZero, Scribbr’s AI Detector, originality.ai.
Gemini embedded with Gmail, Docs, Sheets and Slides with @charlotte.edu		Not included with campus agreement.
Microsoft Copilot embedded with Word, PPT, Excel with @charlotte.edu		Not included with campus agreement.
Microsoft Copilot embedded in Windows operating system with @charlotte.edu		Not available; disabled on university computers due to security concerns.