AI Platforms, Policy & Access for Faculty.

Availability. Access. Approval. Schulich.

YU AURA

York University’s Automated University Response Assistant (YU AURA) is a platform that empowers you to build custom AI solutions in minutes.

  • Allows users to create and deploy AI agents in less than 5 minutes without technical knowledge or third-party vendors.
  • Support with course design, delivery, research, and administrative tasks
  • Hosted entirely on York’s secure infrastructure
  • To use, you must make a request/application.
Learn More & Apply

Microsoft Copilot (Without Passport York Authentication)

Available at copilot.microsoft.com without signing in with York credentials. No enterprise data protections apply. Data may be used to improve Microsoft’s AI models.

  • No Passport York sign-in required
  • Prompts and data are not protected under York’s enterprise agreement
  • Do not use with York University confidential, sensitive, or proprietary content
  • Suitable only for general tasks using publicly available information
Learn More

Microsoft Copilot (With Passport York Authentication)

Sign in at copilot.microsoft.com with your Passport York credentials to activate enterprise-grade data protection at no additional cost to your department.

  • Enterprise Data Protection (EDP) is active when signed in with Passport York
  • Prompts and data are not used to train Microsoft AI models
  • Data stays within Microsoft’s secure, protected environment
  • Available at no additional cost to all York faculty and staff
Learn More

Microsoft Copilot Premium (York Enterprise Data Protection)

An upgraded version of Microsoft Copilot with deeper integration across Microsoft 365 applications, combining enterprise data protection with AI assistance.

  • All protections of Copilot with EDP, plus expanded Microsoft 365 app integration
  • Embedded directly within Word, Excel, Outlook, and Teams
  • Available for a fee per license via department
  • Charged to departmental cost centre
Learn More

Zoom AI Companion

An intelligent assistant built into the Zoom platform that helps improve meeting productivity and collaboration. Approved for use with York University content.

  • Generate meeting summaries and action items automatically
  • Compose in-meeting chat responses with AI assistance
  • Provide real-time meeting insights
  • Assist with post-meeting follow-up and documentation
  • Access from the Zoom app
Learn More

Google Gemini

Google’s public AI assistant. York University data must not be entered into this platform. No enterprise data protections are in place for York University users.

  • Not approved for use with York University content
  • No private information, prompts, documents, confidential, proprietary, or sensitive University information
  • Data may be used to improve Google’s AI models
  • Suitable for general, non-sensitive personal tasks only
Usage Guidelines

Claude (Anthropic)

 

Anthropic’s public AI assistant. York University data must not be entered into this platform. No enterprise data protections are in place for York users.

  • Not approved for use with York University content
  • Do not enter prompts, documents, or any confidential, proprietary, or sensitive University information
  • Data may be used to improve Anthropic’s AI models
  • Suitable for general, non-sensitive personal tasks only
Usage Guidelines

OpenAI ChatGPT

 

OpenAI’s public AI chat platform. York University data must not be entered into this platform. No enterprise data protections are in place for York users.

  • Not approved for use with York University content
  • Do not enter prompts, documents, or any confidential, proprietary, or sensitive University information
  • Data may be used to improve OpenAI’s AI models
  • Suitable for general, non-sensitive personal tasks only
Usage Guidelines

Other AI Bots and Meeting Assistants

Third-party AI tools and meeting assistants not listed as approved York tools. These services do not have enterprise data protections in place.

  • Not approved for use with York University content
  • Do not enter prompts, documents, or any confidential, proprietary, or sensitive University information
  • Meeting assistants may record and process on external servers outside York’s control
  • Only use AI tools sanctioned by York and approved for secure use
Usage Guidelines

Card background colour indicates the approval status and cost of each AI tool at York University.

Card Colour Status Approved Data Levels Meaning
Green Card
 Approved — No Fee ✓ Public ✓ Internal ✓ Confidential Non-PCI/PHI* ✗ Regulated PCI/PHI* York-sanctioned tool included under existing University agreements. Safe for institutional content up to Confidential Non-PCI/PHI level. No additional cost to your department.
Orange Card
 Approved — Fee Applies ✓ Public ✓ Internal ✓ Confidential Non-PCI/PHI* ✗ Regulated PCI/PHI* York-sanctioned tool with the same data protections as Green tier tools, but requires a departmental license fee charged to a cost centre. Approval from your department is required before use.
Pink/Red Card
 Not Approved for York Content ✓ Public (personal use only) ✗ Internal ✗ Confidential Non-PCI/PHI* ✗ Regulated PCI/PHI* Public AI platform with no enterprise data protections in place for York University. York University data must not be entered. Do not use with any confidential, internal, or sensitive University information.

Data Classification Reference

Classification Description Examples
Public Data freely available to anyone inside or outside of York. No restrictions on sharing or use. Published research, publicly posted course outlines, marketing materials, press releases, publicly available datasets
Internal Data intended for use within York University only. Not secret, but not meant for public distribution. Internal memos, staff meeting notes, general administrative communications, non-sensitive course planning documents
Confidential Non-PCI/PHI* Sensitive institutional data requiring protection, but not subject to regulated financial or health data standards. Additional conditions may apply (*). Unpublished research, personnel records, internal financial reports, proprietary course materials, HR data
Regulated PCI/PHI* ✗ Highest sensitivity level. Data regulated by law or industry standards. No AI tool should ever be used with this data. PCI = Payment Card Industry data. PHI = Protected Health Information. Credit card data, medical records, health research participant data, social insurance numbers, student grades

* Additional conditions may apply. Consult York's Usage Guidelines before use.

Equity in AI Assignments: Paid vs. Free Tools

To prevent an "AI divide" and ensure transparency, please adhere to the following guidelines when integrating generative AI into your course design.

The "Free Default" Rule If an assessment requires AI use but you do not mandate a paid tool, your syllabus must explicitly state that the assignment can be fully completed using the free version of Copilot.
Mandating Premium Subscriptions You are permitted to require paid AI tools for specific advanced capabilities. However, these subscriptions must be treated exactly like a mandatory textbook or case pack. As per York policy, the cost must be calculated prior to the term and clearly listed in the required course costs statement on Canvas.