Approved AI tools for LETU data

These AI tools are approved as data compliant when used under Draft LETU Policy 6.X, Acceptable and Responsible Use of AI, and Policy 6.2, Data Classification.

Important: Each tool is approved for LETU data only when you use the LETU-provided version and sign in with your LETU account. Personal and consumer versions are not approved.

Questions? Email ServiceDesk@letu.edu.

Protect sensitive data

LETU's agreements with these vendors let you use the approved tools with confidence for everyday work. A business agreement doesn't remove the need for professional judgment. Share only the data a task needs, and check AI output for accuracy before you use it. When you use AI for University business, you're responsible for the final result, just as you are for any other work you deliver.

• Anonymize when possible. Even in a tool covered by a LETU business agreement, remove or replace names, student ID numbers, email addresses, and other identifying details before you enter data unless the process cannot function with anonymized data. For example, write "Student A" instead of a student's name. Many tasks work just as well without identifying details.
• Use the minimum. Enter only the portion of a document or dataset the task requires, not the whole file.
• Choose the tool that fits the data. FERPA-protected student data and other highly sensitive data should go only to the tools listed below as preferred for that purpose.
• Check with us when unsure. Email ServiceDesk@letu.edu before you enter data you're not sure about.

Which tool for which data

Quick reference

Microsoft 365 Copilot

Copilot uses an orchestrator that grounds your prompt in your Microsoft 365 data through Microsoft Graph, then routes it to one of several AI models, including OpenAI GPT models and, in many features, Anthropic Claude models. Microsoft updates the available models regularly.

What's protected

• Use of the M365 version of Copilot with your LETU account is covered by LETU's Microsoft agreements and Microsoft's enterprise data protection commitments.
• Your prompts and responses aren't used to train the underlying AI models.
• The M365 version is the FERPA-compliant version of Copilot.

Data guidance

Copilot is a preferred tool for FERPA-protected data. Anonymize the data when you can, and share only what the task needs.

Licensing

Microsoft 365 Copilot is licensed for all LETU students and employees.

Use the right version

Two versions of Copilot exist, and only one is FERPA compliant. LETU-managed devices should have only the compliant M365 version. If you see a Copilot app without M365 branding on a LETU device, don't use it. Report it to the ServiceDesk.

Tip for the desktop app: Search for "Microsoft 365 Copilot" in the Start menu. When you're in the correct version, your account information appears in the bottom left.

BoodleBox

BoodleBox provides access, under a FERPA/GLBA-compliant LETU business agreement, to several leading models. Available models change over time and can vary by license. Options include OpenAI GPT models, Anthropic Claude, Google Gemini, and Perplexity, among others.

Data guidance

BoodleBox is a preferred tool for FERPA-protected data. Anonymize the data when you can, and share only what the task needs.

Licensing

BoodleBox is in a pilot with the Office of the Provost and requires a monthly per-user subscription. You must be signed in with your @letu.edu account.

• Faculty: Contact the Office of the Provost or JoeySchools@letu.edu.
• Staff: Contact ServiceDesk@letu.edu or JoeySchools@letu.edu.

Claude Teams

What's protected

• Use of the LETU Claude Teams tenant is covered by LETU's data agreements with Claude.
• Anthropic doesn't use Claude Teams data to train its models.

Data guidance

Use Claude Teams with FERPA-protected data only if you've been approved specifically for that purpose. For other work, anonymize data when you can and share only what the task needs.

Access and cost

• To be covered by LETU's data agreements, you must request access and be approved by your division to join the LETU Claude Teams tenant.
• Access is currently $240/year.
• Email ServiceDesk@letu.edu for details.

Google Gemini

FERPA-protected data: Gemini is covered by LETU's Google Workspace for Education agreement. However, to keep student data in as few places as possible, LETU asks you to use Microsoft 365 Copilot or BoodleBox for FERPA-protected data. Contact the ServiceDesk if you have a need that requires Gemini to handle FERPA data. You can use Gemini for other tasks.

What's protected

Gemini is covered by LETU's Google Workspace for Education agreement. When you follow the steps below, these protections are active:

• No human review: Google employees never see your prompts and responses.
• No model training: Your data isn't used to train Google's global AI models.
• Data ownership: LETU retains ownership of all data submitted to the service.

Confirm you're protected

1. Sign in with your LETU account. Go to gemini.google.com. Compliance protections apply only when you're signed in with your official LETU account.
   • Correct: username@letu.edu
   • Incorrect: username@gmail.com (personal accounts are not compliant)
2. Look for the enterprise shield icon. Check the input bar at the bottom of the screen. You should see a shield icon next to your school's name, or a message stating "Your chats are processed with enterprise-grade data protection."
   If you see a warning that "Your conversations are reviewed by humans," you're either on a personal account or your admin hasn't enabled the Core Service version. Stop and contact the ServiceDesk.
3. Check your feature level. Depending on the license, you might see one of these badges at the top of the interface. All are fully compliant.
   • No badge: Standard Education version
   • Gemini Education or Business: Enhanced version
   • Gemini Pro or Ultra: Advanced version

AI features built into vendor solutions

AI features embedded in solutions from vendors LETU already works with follow a simplified review process. In most cases, these features are expected to be approved under existing agreements, as long as they run entirely inside LETU's SaaS environment with the vendor and don't add new data-sharing or risk concerns. LETU still needs to receive and document compliance documents for these solutions, as it does for standalone AI tools.

Currently approved

Use these tools only within their own solutions. Follow vendor guidelines and LETU data management and classification practices.

• Salesforce Education Cloud (provisional, pending documentation)
• Salesforce Account Engagement (provisional, pending documentation)
• Blackbaud Raiser's Edge (provisional, pending documentation)

As more embedded tools are reviewed and confirmed, they'll be listed here. If you're considering AI features in an existing LETU solution and don't see approval information, contact ServiceDesk@letu.edu to request confirmation or review.

Tools that require specific approval

Autonomous AI tools

Autonomous AI tools need specific approval before you use them on LETU-managed systems if they can act directly on data, data stores, or LETU systems, including university document storage, desktops, and similar locations. This applies even to tools from otherwise approved AI providers.

Approval is required if the tool can:

• Launch applications
• Manipulate files
• Run commands
• Make system changes
• Run unattended automation
• Otherwise act independently without direct human control

Exception: Some agentic tools don't need special approval. This applies when the tool runs only in a sandboxed or isolated environment, requires you to upload documents and data to secure locations within the tool, and has no direct access to change the original LETU data, documents, or technology.