Enterprise Data Protection and Privacy Notice
When using Microsoft Copilot or any other AI tools, please make sure to avoid including sensitive information such as:
- Personally Identifiable Information (PII) – names, ID numbers, addresses, birth dates, etc.
- FERPA-protected data – student records or identifiable academic information.
- HIPAA-related information – any medical or health-related details.
A good rule of thumb: If it’s data you would normally redact, encrypt in an email, or protect with a password, it should not be entered into AI tools.
Summary
Explore how Saginaw Valley State University is supporting generative AI tools like Microsoft 365 Copilot Chat, Microsoft Editor, and Adobe Firefly to boost productivity and creativity. This article outlines key features of AI tools, guidelines, and best practices.
Copilot Chat is SVSU’s approved generative AI tool, available to all faculty, staff, and registered students. It offers secure, private access to GPT-4 Turbo and DALL-E 3 for tasks like writing, summarizing, coding, and image generation without using your data to train public models. Accessible through portal.office.com, Microsoft Edge, Outlook, Teams, and Windows. Copilot Chat includes features like file upload, prompt history, and voice input.
While SVSU does not license the Microsoft 365 Copilot add-on license (which integrates with Word, Excel, etc.), it remains a powerful digital assistant that is private and powered by OpenAI. Approved tools like Microsoft Editor (AI writing assistant) and Adobe Firefly (AI image generation) are also available. As a reminder, always review AI-generated content, avoid entering sensitive information, and follow guidelines for AI Responsible Use at SVSU (bottom of this page).
If you're unsure about what data is appropriate to use, or If you have questions, please email IT Support at support@svsu.edu or call extension 4225.
Table of Contents
Generative AI - Overview
Copilot Getting Started
Supported Generative AI Tools
What is Generative (AI)?
Generative Artificial Intelligence (GenAI) are tools that are designed to create text or images based on user prompts. They are trained on large amounts of data from books, articles, and websites, AI models learn patterns, grammar, and logic. GenAI can analyze and summarize information or generate new content. GenAI can boost your productivity in daily tasks or projects.
Important Note: AI tools can save you time and improve work flows, however they should be used as a digital assistant and not replacements for human abilities. AI generated content should always be reviewed by you for accuracy, and NOT used word for word. It is essential that you adhere to university guidelines and exclude sensitive information when incorporating GenAI into academic work.
What is Copilot and AI?
Copilot is an AI communication tool developed by Microsoft that focuses on data protection. It generates content using learned
patterns and is based on the large language model (LLM) OpenAI GPT-4 and the text-to-image model DALL-E 3. Copilot Chat uses natural language processing (NLP) and machine learning (ML) to understand and respond to user requests. These features allow you to engage in conversation with AI, receive text replies and create images based on your prompts.
Think of Copilot as your digital assistant. Use conversational prompts for tasks, email drafts, summarize information, ask questions, code, generate images, and more. Copilot Chat is private and available university-wide through our campus licensing, it is your personal conversation AI assistant with Enterprise Data Protection.
Copilot Chat with Enterprise Data Protection
When you are logged into Copilot Chat with your SVSU account your data is protected. You will know you are logged in when you see the green shield icon. What you share with Copilot Chat is private to you, data is not used to train AI models, and not even Microsoft can you see your data. 
Important Note: Using unapproved AI tools can put your data and SVSU's data at risk. Please refrain from using them, your data with Microsoft is private and encrypted with Microsoft’s built-in protection.
Copilot Chat vs ChatGPT
Copilot Chat is secure, private, and fully supported conversation AI tool available to all SVSU users at no cost. It is built on OpenAI's GPT-4 and GPT-4 Turbo and DALL-E 3 for image generation which uses same version as ChatGPT Plus (a paid subscription) and better than ChatGPT (free), key features and comparison of these models are included in this table. Copilot prompts and files uploaded are private and encrypted to your SVSU account, data is not used for training public AI models. Copilot Chat is available on the web or on Windows computers making it easy to use wherever you work or study.
Access Copilot Chat with your SVSU account
CoPilot is available campus-wide for all employees and registered students at SVSU. With your SVSU account, you can access Copilot Chat directly through the Copilot button. Copilot Chat can be accessed on the web, Microsoft Edge, within Windows, Outlook, Teams, and your mobile device.
Important Note: This is not the paid add-on "Microsoft 365 Copilot" it does not integrate into Microsoft 365 apps like Word, Excel, PowerPoint, Teams, etc. and can access emails, files, chats, and tailors its responses closely to you and your organizational data.
Access Copilot Chat
- portal.office.com
- m365.copilot.com
- Microsoft Edge (top-right of your browser)
- Mobile apps (Outlook, Teams, and M365 Copilot)
From the main page you can, access conversations, pages, create new files, and open and pin Microsoft 365 apps.
Sample image above shows the home page of Copilot.
Getting Started with Copilot Chat with Data Protection
Tip: Copilot Chat can also be accessed in other browser like Firefox and Google Chrome. As long as you are logged into your SVSU account, your data is protected.
Copilot is available on the web, in the Microsoft Edge sidebar, and is in the navigation bars of Outlook and Teams. It uses GPT-4-turbo and DALL-E 3 for image generation. Your data is secure and protected with your SVSU account, they are not used to train public AI models. Each generated prompt by Copilot Chat response includes cited sources (as applicable), you can easily ask follow up questions or choose from suggested prompts to continue the conversation.
The features highlighted in the list below is sourced from the official Microsoft FAQ on Copilot Chat.
Microsoft Edge
- Copilot Chat Pages: Lets users open Copilot Chat-generated content into a Page (powered by Microsoft Loop), where users can edit it and open up in Word. Learn more about Copilot Pages.
- Contextual prompt suggestions (Copilot Chat in Edge): References open pages within Edge to help users create more relevant prompts.
- Page summarization (Copilot Chat in Edge): Lets users summarize an open webpage or PDF in Edge.
Add Content and Agents (limits apply)
- Agents: Use preset templates or create your own Agent to Copilot Chat and start a conversation.
- File upload: Allows users upload Word docs, Excel files, and PDFs. Note: File upload limits apply 512 MB per prompt.
- Image upload: Allows users take photos, upload images, or copy and them into Copilot Chat to use in a chat prompt.
- Image generation (DALL-E 3): Describe an image and let Copilot Chat create it. Note: Image generation daily limits apply, Microsoft does not have it publicly disclosed. Also, be mindful of asking AI to generate an image that sounds like copyrighted images/content as Copilot will block it.
Prompt Inputs
- Start with prompt suggestions: Lets users start a conversation with suggested prompts.
- Previous chats: Lets users access older chats for reference or continue a conversation.
- Code interpreter: Lets users perform complex data analysis (using Python programming language) such as coding, visualization, and math.
- Microphone Dictation: Lets users input prompts by using the microphone.
- Read aloud: Lets users listen to Copilot Chat's responses to their prompts.
Copilot Chat vs OpenAI's GPT (comparison table)
Copilot Chat uses GPT-4, it is secure and does not train public AI models. Its purpose is to improve productivity and simplify your workflow while protecting your data. You can access it from various points when logged in with your SVSU account. Unlike ChatGPT plus (paid add-on), Copilot Chat is free with your SVSU account, it is web-based and offers template prompts (Agents) to help automate tasks, summarize data, create content, and generate images using DALL-E 3.
Utilizing Copilot - Tell it What You Want (Prompts)
Copilot Chat is available to access in various locations on the web portal.office.com, through Microsoft Edge side bar, Teams, and Outlook allowing you ease of access to use start a conversation or create content with AI. For quick tips, download or view this Prompts to try out with Copilot Chat or use ready made prompts in this Copilot Prompt Gallery.
Microsoft Support Articles
Uploaded files in Copilot Chat
Copilot Chat can summarize or analyze the files you upload. Supported file types include PowerPoint, Excel, Word, images, and more. Uploaded files are stored in your OneDrive (delete them at any time). You can access uploaded files by logging into your OneDrive. In the left menu, select My Files > Microsoft Copilot Chat files. Explore File formats supported by Microsoft 365 Copilot - Microsoft Support
Supported AI Tools at SVSU
GenAI is evolving rapidly and comes in many different models, free or paid, and is readily available to anyone. However, there are specific GenAI tools approved at no cost with your SVSU account. Review the list below.
AI Tool
|
Description
|
Available for
|
|
Microsoft Copilot Chat
(text and image generation)
|
Conversational AI assistant from Microsoft, available with your SVSU account.
(with Enterprise Data Protection)
|
employees and registered students |
Microsoft Editor
(writing assistant) |
AI Writing Assistant, available through your SVSU account.
(Microsoft Word, Outlook, and browser add-on in Microsoft Edge and Chrome) |
employees and registered students |
Adobe Firefly
(image generation) |
An AI media tool from Adobe Creative Cloud licensing, available through your SVSU account.
Available in Adobe (Express, Photoshop, Illustrator) |
staff and faculty only |
AI Responsibilities at SVSU
While using generative AI tools help you enhance efficiency and can save you time, AI generated content should not be used verbatim. Always review content generated by an AI tool for accuracy. If you are applying generative AI into your work flow, consider the following guidelines based on your role at SVSU.
Staff Guidelines
Note: Do use generative AI to enhance efficiency, creativity, and tasks.
Do verify AI generated content and its cited sources.
Do use AI to improve daily tasks, projects, brainstorm ideas, survey questions, draft emails, etc.
Do not include sensitive, confidential data (PPI, FERPA, or HIPAA) into public generative AI tools like GPT, Gemini, Claude, etc.
Faculty Guidelines
Note: Do include a statement in your Syllabus if you are allowing students to use generative AI and what is acceptable use.
Do use generative AI to enhance teaching and learning materials.
Do review generative AI content and cited sources.
Do not use AI tools for grading.
Do not use generative AI to replace coursework.
Registered Students
Note: If your instructor is allowing you to use generative AI in your coursework, use it responsibly and follow their guidelines.
Do not cheat and use generative AI to complete an assignment for you.
Do use generative AI as a collaborative tool.
Do fact check generated content and the cited sources.
Future of GenAI Tools at SVSU
Saginaw Valley State University is actively evaluating the future of generative AI (GenAI) tools to ensure that campus-wide usage remains secure, cost-effective, and aligned with University policies. As part of the broader initiative to centralize IT services, we are taking a more deliberate approach to acquiring and managing software tools, including AI platforms.
The shift toward cloud-based, subscription-style software (SaaS) has introduced new challenges in oversight and risk management. Traditional safeguards, such as removing administrative rights, are no longer sufficient to prevent the use of unapproved or unsupported tools. To better manage institutional risk, protect sensitive data, and ensure consistent IT support, SVSU is moving toward centrally approved, enterprise-level GenAI solutions.
We are also working to reduce the use of "shadow IT," which refers to software and services purchased without central oversight. Shadow IT often leads to duplicate spending, limited IT support, and increased cybersecurity exposure. By consolidating AI tool adoption under enterprise agreements, we can deliver a more unified experience, lower overall costs, and maintain institutional control over data usage and system integration.
An example of a currently supported AI solution is Microsoft Copilot Chat, which runs on GPT-4 Turbo, the same model used in ChatGPT Plus. Unlike public AI platforms, Copilot is available through your SVSU account and operates in a secure, enterprise-grade environment with built-in data protection. Data shared with Copilot Chat is not used to train public models, and all conversations remain private to the user.
Looking ahead, SVSU is evaluating additional enterprise AI tools using the following criteria:
- Data protection and privacy: All tools must comply with FERPA, HIPAA, and institutional security standards.
- Security and control: Only solutions that can operate in a closed and centrally managed environment will be considered.
- Support and training: Tools must be sustainable and supported by IT, with available training for end users.
- Cost efficiency: Enterprise licensing will be prioritized to eliminate redundant subscriptions and reduce costs.
- Academic and operational fit: Tools must enhance instruction and workflow without replacing academic content or responsibilities, and must align with SVSU’s goals.
This work is ongoing and will take time, but our commitment is clear. We aim to build a foundation that supports the responsible and effective use of AI across SVSU. If you are considering the use of an AI tool or need specific functionality, please contact IT Services to ensure it aligns with our standards for security, support, and compliance.