Tools by Data Protection Level and Availability
This page outlines the generative AI tools available through Ohio State’s licensing agreements. To ensure access under these protections, users must sign in with their Ohio State credentials. Some tools may require a license request prior to use.
You can learn more about institutional data classifications as they relate to AI in the “Security and Privacy Statement on Artificial Intelligence” and by consulting the Cloud Assessment Registry (login required) and the Institutional Data Policy.
Generative Chat
| Tool | Copilot Chat | Microsoft Copilot with purchase of full license | Google Gemini App |
|---|---|---|---|
| Maximum Allowable Data Protection Level | S4 = Restricted | S4 = Restricted | S3 = private |
| Guidance | Log in to the ARC for training resources. | Log in to the ARC for training resources.
| Available to faculty and staff only. |
| File Size Limits | If not logged into your Microsoft 365 educational account file limit per chat is 1 MB. If you log in using your Ohio State username and password, file limit is 512 MB per chat.
| For logged in users with a fully licensed version of Microsoft 365 Copilot maximum file size per upload is10 MB. The total daily upload limit is 2 GB. Users have an unlimited number of uploads per day as long as the total size stays within the 2 GB cap | For logged in users the number of files per prompt is 10 or less. Maximum file size per file is up to 100 MB per file. For videos, the maximum file size per video is up to 2 GB and up to 5 minutes.
|
| Can all Students Access | Yes | No | Yes |
| Can Employees Access | Yes | Yes, with paid license | Yes |
Productivity Tools
| Tool | Google Gemini | Google NotebookLM | Teams Recordings AI features |
|---|---|---|---|
| IDP Protection Level | S3 = private | S3 = private | S4 = Restricted |
| Guidance | Google Gemini is currently available to faculty and staff only. | NotebookLM is currently available to faculty and staff only. | Recordings is a standard feature across Teams; however it includes AI enhancements like summaries, notes, transcripts translation, and intelligent recap
|
| Can Students Access | Yes | Yes | No |
| Can Employees Access | Yes | Yes | Yes |
Creative Tools
| Tool | Adobe Express | Adobe Firefly | Adobe Creative Cloud |
|---|---|---|---|
| Maximum Allowable Data Protection Level | S3 = private | Not applicable | S4 = Restricted |
| Guidance | Explore the Adobe Express user guide.
| Visit the Adobe Help Center. | Visit the “Learn and Discover” section of our Adobe software page.
|
| Can Students Access | Yes | Yes | Yes – Columbus: Digital Unions, 18th Ave Library, Thompson Library; Lima: 340 Galvin Hall; Mansfield: Bromfield Library & Information Commons; Marion: 220 Library Classroom Building; Newark: John L. and Christine Warner Library; Wooster: Research Library,128 Halterman Hall
|
| Can Employees Access | Yes | Yes, licenses must be requested |
Tools Not Licensed
For any unlicensed tools Institutional Data must be no higher than is P1, or public information.
| Primary Capability | Tool |
|---|---|
| Generative Chat | Anthropic Claude |
| Generative Chat | ChatGPT EDU |
| Generative Chat | ChatGPT Enterprise |
| Data Analysis / Productivity | Code Interpreter |
| Image Generation | DALL·E |
| Coding / Developer Productivity | GitHub Copilot |
| Accessibility / Note-taking | Glean for Education |
| Productivity / Writing Support | Notion AI |
| Support for Lectures and Meetings | OtterPilot |
| Generative Chat / Research Aid | Perplexity Enterprise Pro |
| Accessibility / Note-taking | Sonocent Audio Notetaker |
| Transcription / Accessibility | Verbit |