As artificial intelligence continues to become part of everyday work, HACC is providing
employees with approved AI tools that offer enterprise protections for college data and
align with our existing agreements with technology providers.

Approved AI Platforms for General College Business

HACC employees may use the following AI platforms for college business purposes:

Microsoft Copilot

Access through Microsoft 365 applications or the web. Sign in using your HACC Microsoft 365 account.

Access Microsoft Copilot

Google Gemini

Access through Google Workspace applications or the web. Sign in using your HACC Google account.

Access Google Gemini

Zoom AI Companion
Available within HACC Zoom meetings. Unlike Microsoft Copilot and Google Gemini, Zoom AI Companion is not a standalone AI chatbot. It provides AI-powered features such as meeting transcription, summaries, and action items directly within Zoom. Sign in to Zoom using your HACC account.

Important: To receive the data protection and privacy benefits provided through HACC's agreements with Microsoft and Google, employees must be signed in using their HACC-issued accounts when using these services.

AI Services That Are Not Approved for College Business Use

Personal AI accounts and publicly available AI services that have not been reviewed and approved by the college should not be used to conduct official college business. These services may not provide the privacy, security, data ownership, or contractual protections required for institutional information.

Department and Vendor-Specific AI Solutions

Some software products licensed by HACC include AI capabilities as part of the vendor's service offering. These tools may be used as intended under the terms of HACC's agreement with that vendor.
Departments may also identify a need for specialized AI solutions to support specific business functions. Any new AI product or service being considered for departmental use, including AI meeting assistants, note-taking applications, or other AI-enabled services, should be reviewed through the college's procurement process with the involvement of Information Technology to ensure appropriate security, licensing, support, and compliance considerations are addressed.

Protecting College Data

Every employee shares responsibility for protecting student, employee, financial, and institutional information.
Before entering any information into an AI system, consider whether the data contains:

• Student records
• Employee information
• Financial data
• Personal or confidential information
• Proprietary college information

Employees should exercise care when sharing information with any AI platform and should only use approved services for college business purposes. Protecting institutional data remains a responsibility of all faculty and staff and helps ensure compliance with applicable federal and state regulations as well as college policies.

AI Features in Approved College Services

HACC supports AI capabilities that are included within approved college services such as Microsoft 365, Google Workspace, and Zoom. Employees may utilize AI features provided through these approved platforms when conducting college business.
AI meeting assistants, note-taking applications, and other third-party AI services that connect to college meetings or institutional data should not be used unless they have been reviewed and approved by OITLE.

Questions?

For questions regarding approved AI services or requests to evaluate additional AI products, please contact the Office of Information Technologies & Learning Experience (OITLE).