Approved Artificial Intelligence (AI) Systems
Quick Overview
- Microsoft Copilot is the only AI system approved for use by all faculty and staff.
- Some AI systems have been approved for specific individuals or departments only. These approvals do not extend to anyone else.
- Always sign in to Copilot with your SFA account so university data stays protected.
- Any AI tool not listed here is not approved for university data beyond Category III (Public).
- To use an AI system that is not approved for you, submit a review request before using it with university data.
Stephen F. Austin State University (SFA) reviews AI systems for security, privacy, accessibility, and compliance with Texas Administrative Code (TAC) 202, TAC 219, and SFA policy before they are approved for university use. This article lists the AI systems that have completed that review and explains who each approval applies to.
Understanding Approval Levels
AI systems at SFA are approved at one of two levels:
- University-Wide Approval: Approved for use by all faculty and staff, subject to the data guidance in this article and the AI Use Guidelines and Responsibilities article.
- Individual or Limited Approval: Approved only for the specific person, department, or use case named in the approval. Seeing a tool on the limited list does not mean you are approved to use it.
Approved for All Faculty and Staff
Microsoft Copilot
Microsoft Copilot is available to all SFA faculty and staff through the university's Microsoft 365 agreement. When you sign in with your SFA account, your prompts and responses are covered by Microsoft's enterprise data protection and are not used to train Microsoft's AI models.
- Access: copilot.microsoft.com, the Microsoft 365 app, Microsoft Edge, or Microsoft Teams
- Sign-in: Your SFA email address and password, with Duo two-factor authentication
- Approved data: Category III (Public) and Category II (Protected)
- Not approved: Category I (Confidential) data, such as Social Security numbers, FERPA-protected student records, health information, payment card data, and credentials
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Tip
Before entering any university information, confirm you are signed in with your SFA account. Look for the green shield or Protected indicator near the prompt box. If you do not see it, you may be using a personal Microsoft account, and the approval in this article does not apply.
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Approved for Specific Individuals or Departments
The following AI systems have been approved for limited use only. Each approval covers the individual, department, or use case listed and the data classification noted. All other faculty and staff must submit their own review request before using these systems with university data.
| AI System |
Approved For |
Approved Data |
Notes |
| EdSights (Twiggy) |
Academic Affairs |
Category I (Confidential) |
Student retention outreach and support chatbot |
| FanWord Assist |
Athletics |
Category III (Public) |
Athletics storytelling and communications content |
| CollegeVine |
Division of Enrollment and Student Engagement |
Category I (Confidential) |
Prospective student recruitment and enrollment outreach |
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Important
An individual or departmental approval applies only to the people and purpose named in that approval. It does not authorize a colleague, another department, or a different use case. If you need one of these tools, submit your own request using the steps below.
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AI Tools Not Listed in This Article
If an AI tool is not listed above, or is listed but not approved for you, treat it as unapproved. This includes free or personal accounts for tools such as ChatGPT, Gemini, Claude, Perplexity, and similar services.
- Only Category III (Public) data may be entered into unapproved AI tools.
- Do not enter Category I (Confidential) or Category II (Protected) data, including student records, personnel information, internal communications, or university research.
- AI features added to software you already use (for example, AI assistants inside meeting, document, or browser tools) are also subject to review. Approval of the base software does not automatically approve its AI features.
- Some AI applications are banned on university devices and networks under State of Texas requirements. See the Prohibited Technologies article.
Requesting Approval for an AI System
If you have a business, teaching, or research need for an AI system that is not approved for you, request a review before using it with university data. Reviews evaluate security, privacy, accessibility, and TAC 219 requirements. AI systems that inform decisions about individuals, such as admissions, grading, financial aid, or employment, may require additional governance review.
Steps
- Submit an Electronic Accessibility and Security Review request through the IT Service Portal.
- Describe the AI system, how you plan to use it, who will use it, and the type of data involved.
- Wait for review and approval before entering any university data beyond Category III (Public).
Related Articles
- Artificial Intelligence (AI) Use Guidelines and Responsibilities
- Information Security Data Classifications
- Prohibited Technologies
- SFA HOP 06-101 Acceptable Use of Information Resources
- SFA 06-107.1.8 Artificial Intelligence Governance Standard
Need Help?
Contact the IT Help Desk at
(936) 468-4357 (HELP) or submit a ticket at
help.sfasu.edu.