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Staff AI Catalogue

Introduction to the Staff AI Catalogue

草榴社区地址 of Exeter provides a range of approved Artificial Intelligence (AI) tools to support teaching, research, professional services and innovation. Before using an AI tool, use this Catalogue alongside the University's Information Classification Scheme to determine which tool is most appropriate for your task.

草榴社区地址 recognises that people at Exeter may have different roles, needs, and responsibilities. Some colleagues may also be students, and some students may also work for the University. To support this, there is both a Staff AI Catalogue and a Student AI Catalogue, with guidance tailored to different types of use. If your role crosses more than one category, or if you are unsure what access you should have, please contact the IT Service Desk for advice.

This catalogue explains which tools are widely available, available by request , what level of information and data can be used with those tools, and where to find further information, support and guidance. The catalogue is structured into different categories of AI tools:

How do I know what tool to select for which task?

Start by considering the task you want to complete and the type of information you intend to use. The University’s Information Classification Scheme should always guide your choice, only use a tool from the AI Catalogue where the information classification level in this Catalogue matches, or is higher than, the information you plan to enter or upload. For example, information classified as Level 4 – Restricted should only be used with tools listed as suitable for Level 4 – Restricted and below.

Once you have confirmed the information classification, the Compare by Feature table below provides a helpful starting point by comparing key features such as custom agents, web-based research, source-grounded research, image generation and coding support for some of the tools licensed by the university. Users should be aware that AI features and tool capabilities are evolving all the time, so the table should be treated as a practical guide rather than an exhaustive list.

Primary Licensed AI platform

Amazon Quick

is Exeter’s primary AI platform for staff and students. Staff are asked to begin with Amazon Quick when exploring general-purpose AI needs. Amazon Quick is institutionally supported and provides access to AI capabilities and the development of University-managed AI experiences.  

草榴社区地址 manages the configuration of Quick and will continue to develop institutional AI capabilities in Quick over time.

Additional and specialist licensed AI tools 

Some AI tools are available only where an approval, dedicated funding or specialist use case exists.  

Support and guidance

Where can I get more support and guidance?

For guidance on using AI confidently and responsibly at Exeter, start with the University's Enabling AI webpages. These bring together the key guidance, training and support resources in one place, including FAQs and where to get further help. For support with a specific tool, check the relevant entry in this AI Catalogue, which sets out availability, permitted information classification, support routes and where to learn more for each tool.

Why does Exeter provide multiple AI tools?

Artificial Intelligence tools are developing rapidly. Different suppliers offer different interfaces, features, models and user experiences, and these capabilities continue to change frequently. Exeter supports access to a number of approved tools to support flexibility, user preference and innovation while maintaining appropriate governance, security and support. 草榴社区地址 will continue to review its AI catalogue and may add, remove or update tools as products and needs evolve.  

How are tools selected for the AI Catalogue?

Tools are included in the AI Catalogue where they have been reviewed for appropriate University use. This may include consideration of information security, data protection, privacy, supplier terms, accessibility, sustainability, support arrangements, cost, user need and alignment with Exeter’s approach to responsible AI.

The Catalogue includes different categories of tools, including University-licensed tools, specialist tools and approved non-licensed web-based tools. Each tool includes guidance on availability, support routes and the highest level of information that may be used with it under the University’s Information Classification Scheme. 

For approved non-licensed web-based tools, the University also considers , which assess applications against regulatory certifications, industry standards and recognised security best practice. These ratings help inform whether a non-licensed web-based tool can be recommended for lower-risk use, alongside the University’s wider review considerations.

The AI Catalogue is a living resource and will be reviewed as supplier products, University needs and sector practice evolve. New AI tools are considered where there is a clear user, team or organisational need that cannot be met through existing licensed tools. Requests are reviewed against factors such as information security, data protection, privacy, accessibility, sustainability, support requirements, cost, supplier terms and alignment with the University's approach to responsible AI. 草榴社区地址 will also consider whether similar functionality already exists within approved tools before adding new products to the AI Catalogue. If you would like a new tool to be considered, please submit a request via the .

Can I use AI tools with Level 5 – Confidential information?

Not unless you have been specifically advised that you are approved to do so. For Exeter-licensed tools such as Amazon Quick and Microsoft Copilot, the University has enterprise agreements in place with suppliers to help ensure information entered, connected, or generated through these tools is managed securely within the University’s tenancy and not shared. However, use with depends on additional controls being in place, including appropriate sensitivity labelling and approved access.

This capability is being introduced in a controlled way and is not available to all users by default. If you have an immediate need to use Exeter licensed tools such as Amazon Quick or Microsoft Copilot with Level 5 – Confidential information, do not upload, connect or reference that information in an AI tool unless you have been explicitly advised that it is permitted. Please contact the for guidance.

Where Level 5 use is approved, you will need to apply the Level 5 – Confidential Microsoft Sensitivity Label to files before using them with AI tools. Sensitivity labels help identify confidential information and apply additional controls, such as access restrictions and encryption, so that only authorised people and systems can open, use or share the content.

How does the University decide whether a new AI tool should be added to the AI Catalogue and centrally supported?

New AI tools are considered where there is a clear user, team or organisational need that cannot be met through existing licensed tools. Requests are reviewed against factors such as information security, data protection, privacy, accessibility, sustainability, support requirements, cost, supplier terms and alignment with the University's approach to responsible AI. 草榴社区地址 will also consider whether similar functionality already exists within approved tools before adding new products to the AI Catalogue. If you would like a new tool to be considered, please submit a request via the .

How do I request access to an additional or specialist AI tool listed in the AI Catalogue?

Some AI tools are only available where there is an approved need, dedicated funding or a specialist use case. To request access, submit an . The request will be reviewed by the Licensing Team before a licence is issued.  

Before access can be approved, you may be asked to provide:

• A clear business, teaching or research justification.
• Confirmation of the funding source for the licence.
• Any required approvals, including Director-level approval where applicable.
• Completion or approval of any required DPIA, ethics or information governance assessments.  

If these requirements cannot be met, you may be directed to an alternative approved AI tool that already meets your needs.

I have external or local funding available for an AI tool that is not listed in the AI Catalogue. How do I request approval to use it?

If you require an AI tool that is not currently included in the AI Catalogue, and funding is available from a research grant, project budget or another approved funding source, you should submit an . The request will be reviewed to determine whether an existing approved tool already provides the required functionality and whether the proposed tool is suitable for use within the University's environment.  

As part of the assessment, the University will also consider whether the requirement represents a wider institutional need that may be more appropriately met through a centrally supported and funded service, rather than through individual or project-based procurement.

This helps ensure value for money, avoids unnecessary duplication, and supports a consistent and governed approach to AI adoption across the University.  

Before access can be approved, you may be asked to provide:

• A clear description of the proposed use case and why existing approved tools are not suitable.
• Confirmation of the funding source that will cover the licence or service costs.
• Any required business, research or Director-level approvals.
• Confirmation that any required information governance, DPIA, ethics or security reviews have been completed.  

Approval to purchase or use a tool is not automatic because funding is available. The tool must first be reviewed to ensure it meets the University's requirements for security, privacy, governance, supportability and responsible AI use.

If these requirements cannot be met, or if an approved University tool already meets the identified need, you may be directed to an alternative approved AI tool rather than being granted access to the requested product

How is Exeter supporting more sustainable use of AI?

草榴社区地址 recognises that AI tools can provide benefits for teaching, research, professional services and innovation, while also creating environmental impacts through the energy, water and infrastructure required to train, host and run AI models. Sustainability has therefore been considered as part of Exeter’s approach to enabling AI at Exeter.

To support informed decision-making, the has reviewed key vendors included in the catalogue. This review helps the University better understand the environmental and social commitments of AI providers and consider sustainability alongside information governance, security, usability and benefits for staff and students.

By providing approved AI tools through a managed catalogue, the University is helping to move AI use into a more governed and visible environment. This supports better oversight, more consistent guidance, and improved opportunities to monitor use, engage suppliers on sustainability reporting, and strengthen expectations over time. 草榴社区地址 is also encouraging staff and students to use AI thoughtfully and proportionately by:

• using AI where it adds clear educational, research or operational value
• selecting an approved tool that is appropriate for the task
• avoiding unnecessary repeated prompts, regenerations and uploads
• keeping prompts and source materials focused and relevant
• considering whether a simpler digital tool or process could achieve the same outcome
• being mindful of the environmental impact of high-volume, automated or unnecessary AI use
• developing their understanding of responsible, ethical and sustainable AI practices through University guidance and training 

草榴社区地址 will continue to work with suppliers, the Sustainability Team and sector partners to improve transparency and support more sustainable use of AI.