BYUI Authorized AI Tools

BYU-Idaho provides access to the following authorized AI tools. Each tool is approved for use with specific data classification levels. Do not enter data above a tool's approved classification level.

Authorized AI Tools

Tool	Provider	Approved Data Levels	Note
ChatGPT Edu (CES)	OpenAI	Public, Internal, PII	Requires a CES Edu license. Personal accounts have no data protections.
Copilot	Microsoft	Public, Internal	Must use institutional account (Work experience). Personal accounts have no data protections.
Gemini	Google	Public, Internal	Must use BYU-Idaho Google account. Personal accounts have no data protections.

Need a tool that isn't listed above? If you would like to use a tool not on this page, or wish to use an approved tool with data above its approved classification level, submit a request through the IT Help Center. All new software acquisitions, AI development requests, and tool requests route through the IT Help Center.

Common Questions

Common questions about BYU-Idaho's approved AI tools.

Is there a cost me or my department to use these tools?

No. Approved tools are covered under institutional agreements at no cost to you. Usage of AI does incur a cost to the University so please use them wisely.

Do I need IT approval to start using AI?

Not for personal or team use with approved tools. Link to AI data usage infographic

Can students use the same tools as faculty and staff?

Sort of… Copilot & Gemini get the data protections if the students use their BYUI account. The university will not cover any license or usage costs; they have access to the “free” tier of functionality. Students using ChatGPT will not have any safeguards.

What's the difference between Copilot, ChatGPT, and Gemini?

All three are AI assistants that can answer questions, write, summarize, and help you think through problems. The key differences are where they live and what they can see:

Copilot lives inside Microsoft 365. It can see your emails, files, meetings, and calendar; making it powerful for work tasks tied to your M365 environment.
CES ChatGPT is a standalone tool. It's excellent for writing, editing, brainstorming, and building Custom GPTs.
Gemini is Google's AI assistant. It integrates with Google Workspace. Since BYU–Idaho runs on Microsoft 365, Copilot will generally be more connected to your day-to-day work.

What can Copilot do that ChatGPT can't?

Copilot can see and act on your Microsoft 365 content natively. It can summarize your actual meetings, draft emails using context from your inbox, and reference your real documents.

What can ChatGPT do that Copilot can't?

ChatGPT tends to be more flexible for open-ended creative and analytical tasks, and Custom GPTs give you more control over building reusable assistants. For tasks that don't need your M365 context, many people find ChatGPT's interface faster and more direct.

What are Custom GPTs, Gems, Copilot Agents and are they the same thing?

Same concept, different names depending on the platform. All three let you create a reusable, pre-configured AI assistant with custom instructions and uploaded knowledge files:

Custom GPTs are built in CES ChatGPT
Gemini Gems are built in Google Gemini
Copilot Agents are built in Microsoft Copilot

Think of them as a version of the AI that's already been briefed on your team's work, tone, and processes. Instead of explaining context every time, it's already there. Custom GPTs are available to you today in CES ChatGPT.

Are there AI tools for image generation?

All approved tools contain image generation capabilities.

What's the difference between AI search and AI assistants?

AI search is designed to find and summarize information from the web, with citations. You will likely see these in your web browser(s). When used for searching web content these are great tools.

AI assistants like Copilot in Teams or ChatGPT are designed for conversation, creation, and working through tasks. Many tools now blend both, but it's useful to know which mode you're in: are you researching something, or are you creating something?

Can I use AI tools on personal devices or off-campus?

Yes. BYUI approved tools are cloud-based and accessible anywhere. Just make sure you're signed in via your BYU–Idaho SSO, not a personal account, regardless of where you're working.