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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
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
Buffer Cloud‑based social media management and scheduling service used to publish, manage, and analyze content across multiple social platforms. None/Level 0 Paid 04/13/2026
Thomson Reuters Westlaw U.S. + CoCounsel Cloud‑based legal research and AI‑assisted legal workflow platform that provides access to authoritative U.S. legal content and AI‑powered research, drafting, and document analysis tools. Level 1 Paid 04/13/2026
ViddyScribe AI video accessibility platform that automatically generates audio descriptions for videos to support ADA Title II, WCAG 2.1, EAA, and AODA compliance. Level 1 Paid 04/13/2026
Jotform Cloud‑based online form builder and data‑collection service used to collect surveys, registrations, applications, and workflow inputs. Level 1 Paid 04/13/2026
Descript Cloud‑based audio and video editing platform that uses text‑based and AI‑assisted tools to simplify media creation, transcription, and collaboration. Level 1 Paid 04/13/2026
Accessibly Cloud‑based web accessibility SaaS tool that provides an embedded accessibility widget to help users adjust website presentation and assist organizations in meeting WCAG and ADA accessibility guidelines. Level 2 Paid 04/13/2026
LibKey Suite ++ Library‑neutral, article‑level access platform that delivers near‑instant, one‑click full text across discovery systems and the open web Level 1 Paid 04/07/2026
GoReact Cloud‑based video assessment and skill‑development platform to support skills‑based learning, performance assessment, and feedback. None/Level 0 Paid 04/07/2026
PAC 2026 Free, desktop accessibility testing tool used to evaluate whether PDF documents meet recognized accessibility standards. None/Level 0 Free 04/07/2026
Miricanvas cloud‑based graphic design and visual content creation platform None/Level 0 Free 04/07/2026
Cision One Cloud‑based public relations (PR), media intelligence, and communications software. Used to monitor media coverage. None/Level 0 Paid 04/07/2026
Active Campaign Customer experience automation platform that combines email, automation, and CRM to help organizations run behavior‑based marketing and sales workflows at scale. None/Level 0 Paid 04/07/2026
Basic Plan Cloud‑based interactive presentation and polling platform that lets presenters turn one‑way slides into two‑way conversations using live polls, word clouds, Q&A, quizzes, and surveys. None/Level 0 Paid 04/07/2026
Annual Learning Center Plan Designed for businesses, universities, and organizations running multi‑instructor or large‑scale learning programs that need advanced learning analytics and interactive content features. Level 1 Paid 04/07/2026
Adobe Stock Cloud‑based stock content service provided by Adobe that offers royalty‑free images, videos, illustrations, vectors, templates, 3D assets, audio tracks, and motion graphics for creative, marketing, and academic use. None/Level 0 Paid 04/07/2026
Spotify cloud‑based digital audio streaming service None/Level 0 Free 04/07/2026
Crisis Command Cloud‑based critical event management and mass‑notification platform that monitors threats, send emergency alerts, coordinate response activities, and maintains situational awareness during incidents. None/Level 0 Paid 04/07/2026
H5P Platform for continuing education, combining a Learning Management System (LMS) and Event Management. None/Level 0 Paid 04/07/2026
Filemaker Low‑code application development platform used to build custom database‑driven apps for desktop, web, and mobile. Level 1 Paid 04/07/2026
Quickbooks accounting and financial management platform Level 1 Paid 04/03/2026
Percipio Learning management system (LMS) that allows tracking, registering, and disseminating learning. Access to an e-Learning library with more than 7,000 pieces of content. Level 1 Paid 04/03/2026
iStock Annual Subscription cloud‑based stock media marketplace offering royalty‑free photos, illustrations, vectors, videos, and audio assets. None/Level 0 Paid 04/03/2026
TakeTones Cloud‑based royalty‑free music platform that provides creators, marketers, and businesses with access to a curated library of copyright‑free background music and sound effects. None/Level 0 Paid 04/03/2026
Smartsheet work management and collaboration platform designed to help organizations plan, track, and automate work at scale. It combines a familiar spreadsheet‑like interface with advanced project management, workflow automation, reporting, and governance features. Level 1 Paid 04/03/2026
Vimeo Cloud‑based video hosting, creation, and video experience platform. None/Level 0 Paid 04/03/2026
STATA Stata delivers everything you need for reproducible data analysis?powerful statistics, visualization, data manipulation, and automated reporting?all in one intuitive platform. Level 2 Paid 04/03/2026
SciSure Scientific Management Platform - Medical Management Module SciSure is a Scientific Management Platform (SMP) designed to unify research workflows, laboratory operations, and environmental health & safety (EHS) compliance into a single, integrated system. Level 2 Paid 04/03/2026
Riverside.fm Record and Host podcasts None/Level 0 Paid 02/20/2026
Hootsuite social media management platform None/Level 0 Paid integrate into UMB SSO. 02/18/2026
Articulate 360 AI Building online learning modules. None/Level 0 Paid integrate with UMB SSO. 02/18/2026
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. 02/13/2026
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. Google Drive is not an approved cloud storage solution. 02/13/2026
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. 02/13/2026
ChatGPT Conversational AI assistant/chatbot Level 1 Paid Coming Soon - Licenses paid and distributed throught Software Licensing Office. All accounts must be made using user's @umaryland email addresses. Coming Soon
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 Level 1 Paid Coming Soon - Licenses paid and distributed throught Software Licensing Office. All accounts must be made using user's @umaryland email addresses. Coming Soon
Claude 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). Level 1 Paid Coming Soon - Licenses paid and distributed throught Software Licensing Office. All accounts must be made using user's @umaryland email addresses. Coming Soon

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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