Tools and resources
Generative AI tools, like ChatGPT and Microsoft Copilot, can be used as free public services or paid enterprise versions. Free services may store user input and share it with third parties, posing risks of disclosing sensitive information, including violations of UK GDPR and Export Control legislation. These tools should be used cautiously.
The University provides licensed enterprise versions of Microsoft Copilot that ensure data stays within the University and should be used to prevent inappropriate disclosure. Additionally, AI features are increasingly integrated into common software, sometimes subtly, raising concerns about unintended data sharing. Users must apply the core principles from the AI Guidelines to avoid such risks.
Guidance for staff on the use of CoPilot Chat
The University of Manchester has contractual agreement with Microsoft that means that the CoPilot Chat Generative AI system can be used safely be as part of your day-to-day work in a way that is not true for other AI chat systems. This guide explains how your prompts and uploaded files are handled.
If you have a M365 Copilot Licence, this guide applies to CoPilot Chat used in ‘Web’ mode.
Privacy and Data Security When you interact with CoPilot Chat while logged in with your University account:
- Your prompts and uploaded files are private – no one else can see them and they are protected by the same security and encryption techniques as your emails and the contents of your OneDrive or SharePoint Sites.
- CoPilot Chat’s AI system does not learn from your prompts or data.
- Your data stays within the University environment except when CoPilot Chat performs a web search (see below).
- Uploaded files are stored in your OneDrive.
- Everything else is forgotten after your session ends.
Use of sensitive material
If you are processing material that is in any way sensitive, apply the same rules to the use of CoPilot Chat as you would to other components of the M365 system. If a document should not be stored in SharePoint or shared by email, then it must not be uploaded to CoPilot Chat.
Use of copyrighted or licenced materials
You may upload resources to which you have legitimate access (e.g., academic papers accessed via the Library or teaching materials from the University) to CoPilot Chat for work-related purposes such as:
- Summarising or questioning the material.
- Quotation, criticism, or review.
- Illustration for instruction.
These documents are stored temporarily in your OneDrive and are not retained by CoPilot Chat after the session ends.
Web searches
Sometimes CoPilot Chat may search the web using Microsoft’s search engine Bing in order to find information that is relevant to your prompt. When this occurs, fragments of your prompt may be sent to Bing. There is no way to prevent this from happening, however your identity is not shared, and the query is sent over a secure connection.
Good practice tips
- Keep sensitive personal information out of your prompts and uploads.
- Ask clear, specific, concise questions for the best results.
- Critically review outputs, including any citations or references. As with any Generative AI system, CoPilot Chat may make errors or give outdated information.
Microsoft 365 Copilot: access and supported use
Microsoft 365 Copilot is currently being rolled out at the University for staff only. This includes tools such as Copilot for Word, Excel, Outlook, and Teams, which enables broader productivity use across documents and systems.
How to join the waitlist:
- Users can request access by joining the waitlist - M365 Copilot Pre-production Trial Request Form.
- Please note that student accounts are not currently eligible.
- We are prioritising roles where Copilot can support capacity, repetitive task handling, and insight generation.