AI Software Guidance
This list provides guidance on using campus-wide, specialized, and popular AI software with university data. All non-campus-wide software including free and research-related requests must fill out the IT Software & Related Request.
Green indicates the software is approved for use; a campus-wide agreement is in place with approved data security and privacy policies. 
Yellow indicates use with caution; a campus-wide agreement is NOT in place. Even if the software is on this list, new users must submit the IT Software & Related Request form through Purchasing.
- Free Version: Do not use with Data Levels 1, 2 or 3.
- Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-3 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines.
Red indicates do not use. No agreement is in place to protect university data.
Note: If you have a question about buying or enabling new AI software, contact your OneIT Executive Director. Additionally, if you want to add a new virtual AI Assistant on any university website, use the IT Project governance process.
| Software | Status | Guidance |
|---|---|---|
| Adobe Creative Cloud with@charlotte.edu | | Adobe uses AI in some software applications. Firefly is the generative AI software used to create images. |
| Big Interview | | Specialized application used by the Career Center for mock interview training. |
| Cornerstone CAISY AI Simulator | | Campus-wide simulation software used for training. |
| Gradescope | | Campus-wide software to help faculty grade assignments. |
| Microsoft Copilot in browser with @charlotte.edu | | Campus-wide browser generative AI tool. |
| Zoom AI Companion with @charlotte.edu | | Campus-wide conferencing and phone software. |
| ChatGPT | | Open-source generative AI tool. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| Cockatoo AI Transcription Service | | Used by the Office of Interdisciplinary Studies to transcribe audio and video. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| Grammarly | | Writing Assistant with built-in AI. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| Notta Transcription | | AI based voice to text transcription service. Zoom is the preferred audio transcription tool. Free Version: Do not use with Data Levels 1, 2 or 3.. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| otter.ai | | AI transcription service. Zoom is the preferred audio transcription tool. Using the tool for unattended virtual meeting attendance is prohibited. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| Perplexity Chatbot | | AI-powered search engine. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| read.ai | | AI transcription service. Zoom is the preferred audio transcription tool. Using the tool for unattended virtual meeting attendance is prohibited. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
| Typeset.io | | Authoring and collaboration software for researchers. Free Version: Do not use with Data Levels 1, 2 or 3. Paid Version: Do not use with Data Levels 1, 2 or 3. Use of Level 1-2 Data MUST be reviewed and approved in advance for privacy, security & compliance. Purchases must follow campus procurement guidelines. |
Gemini Browser Chatbot with @charlotte.edu | | Not included with Google Workspace for Education. |
| Gemini embedded with Gmail, Docs, Sheets and Slides with @charlotte.edu | | Not included with Google Workspace for Education. |
| Microsoft Copilot embedded with Word, PPT, Excel with @charlotte.edu | | Not included with campus agreement. |
| Microsoft Copilot embedded in Windows operating system with @charlotte.edu | | Not available; disabled on university computers due to security concerns. |