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AI Tools

At UMB, we are advancing innovation and digital transformation by integrating artificial intelligence (AI) capabilities into many of the enterprise applications we support. This space serves as a hub for information on AI features and tools currently available within UMB-supported platforms. These resources are designed to help faculty, staff, and students boost productivity, streamline workflows, and enhance teaching, learning, and administrative processes.

We invite you to explore the tools below and consider how they can support your work. As AI technologies evolve, UMB will continue to expand and update the tools available in our enterprise environment. Check back regularly for new capabilities and opportunities.

For additional information on AI at UMB, please visit the AI at UMB home page. 

 

 

AI Tools at UMB

Approved Without Restrictions (Enterprise)

  • Copilot Chat icon

    Copilot Chat

    Copilot Chat is available to UMB employees and students. It is a secure alternative to consumer-oriented AI tools such as ChatGPT. It offers an interface that lets you search for information; generate text such as emails, outlines, and summaries; and create images based on text/voice prompts. For more information on Copilot chat, visit our training resources page. 

  • M365 Copilot icon

    M365 Copilot

    Microsoft 365 Copilot is our licensed version of Copilot.  M365 Copilot helps you work faster and smarter in Microsoft 365 apps, documents, and conversations. It is designed to simplify everyday tasks, provide valuable insights, and facilitate more effective collaboration.

  • Zoom icon

    Zoom AI Companion

    Zoom AI Companion is an integrated AI assistant within Zoom that provides powerful, real-time capabilities to help users improve productivity and work together more effectively.  It provides features such as automatic meeting summaries, chat assistance, and answering questions about content, all accessible via a diamond icon in the app.  

  • NebulaONE icon

    nebulaONE

    NebulaONE is a Microsoft Azure-native generative AI platform designed to make advanced AI services accessible to non-technical users across educational institutions.  The purchase of NebulaONE was recently completed and should be available soon, at which time AI solutions/chatbots can be created under the mission areas of education, student services, research, clinical care, community engagement, and administrative efficiency. 

Approved With Restrictions

In addition to the enterprise-wide AI tools listed above, the table below provides a list of AI tools that are approved for use under specific conditions or by designated departments. Use of these tools is permitted only when the intended use case complies with the restrictions and conditions outlined in the table. These tools must never be used with highly sensitive or restricted data (data classified as level 2 under UMB Data Classification Policy).

For other approved software available to the UMB community, please refer to the IT-PCS Software List.

Software Name Product Description Data Classification Purchase Type Approval Conditions Date Approved
Storyblocks- Business License Royalty-free video, audio, and image None/Level 0 Paid 12/12/2025
HeyGen Creator Video Generator None/Level 0 Paid 12/08/2025
Descript Video and Podcast editing None/Level 0 Paid 11/24/2025
Riverside.fm Record and Host podcasts None/Level 0 Paid 11/24/2025
Photopea Online photo editor None/Level 0 Free 11/24/2025
Lido PDF to spreadsheet converter. None/Level 0 Paid 11/21/2025
Constant Contact Premium Email marketing and digital communication platform that aids in creating, sending, and tracking campaigns to engage customers effectively. None/Level 0 Paid 11/21/2025
ChatGPT -PLUS Conversational AI assistant/chatbot None/Level 0 Paid Permitted only for interacting with Level 0 data and must not involve creating autonomous or agentic workflows. All accounts used for UMB activities must be registered with the user?s official @umaryland.edu email address. 01/16/2026
Gemini It supports native understanding and generation of text, images, audio, video, and code. Gemini is designed for advanced reasoning, coding, creative content, and complex workflows. None/Level 0 Free Permitted only for interacting with Level 0 data and must not involve creating autonomous or agentic workflows. All accounts used for UMB activities must be registered with the user?s official @umaryland.edu email address. Google Drive is not an approved cloud storage solution. 01/09/2026
claude.ai Claude is a next-generation conversational AI assistant and family of large language models (LLMs) developed by Anthropic. It supports a wide range of tasks including writing, code generation, document analysis, Q&A, summarization, translation, and multimodal inputs (text, image, audio). None/Level 0 Free Permitted only for interacting with Level 0 data and must not involve creating autonomous or agentic workflows. All accounts used for UMB activities must be registered with the user?s official @umaryland.edu email address. 01/09/2026
Perplexity AI-powered conversational ?answer engine? that processes user questions using large language models combined with real-time web search. None/Level 0 Free Permitted only for interacting with Level 0 data and must not involve creating autonomous or agentic workflows. All accounts used for UMB activities must be registered with the user?s official @umaryland.edu email address. 01/09/2026
EndNote Reference management software Level 1 Paid 01/02/2026

Prohibited AI Tools

The table below lists AI tools that are explicitly prohibited for use within the UMB community. These tools have been evaluated and determined to pose unacceptable risks related to data privacy, security, or other institutional requirements. Use of any tool listed in this table is strictly forbidden, regardless of the data classification or intended use case.

Tool Reason
OtterAI             The platform stores transcripts on external systems that UMB cannot control, creating risks for sensitive and regulated information. In addition, Otter.ai has behaved unpredictably, including automatically joining or recording meetings without clear user intent. These issues raise concerns about data privacy, security, and institutional policy.

Want an AI Tool Approved for Use at UMB?

To have an AI tool reviewed and approved, please fill out the IT Procurement Compliance and Security form.  IT Security and Compliance will review the tool and determine if it can be used at UMB. 

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