Using generative AI tools and resources

31 Oct 2025

Guidance for colleagues on using generative AI tools at work.

The University has a contractual agreement with Microsoft meaning that the CoPilot Chat generative AI system can be used safely as part of your day-to-day work, which is not the case for other AI chat systems.

CoPilot Chat is free and available to all University staff on managed computers. The guidance available to colleagues on the AI Hub outlines the actions that help ensures work stays safe:

• 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
• Your data stays in the University environment except when CoPilot Chat performs a web search

Any other generative AI tools should be used with caution, as 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. Please ensure that any usage is in line with the guidelines around using AI and sharing sensitive information.

In a small number of cases, there may scenarios where staff would like to use paid versions of other generative AI providers (such a ChatGPT) to support a specific purpose, for example, as the subject matter focus for their research area. In this case, a request for a software licence should be submitted via the existing acquisition, development and maintenance of IT systems process, for which an information governance risk review (IGRR) will be required.

For more information and guidance on the use of generative AI at the University, visit the AI Hub.