Generative AI for administrative tasks at UBC: What staff need to know

 Do’s:

• Use approved AI tools that meet UBC’s privacy and security standards. 

• Manage data carefully—only share what’s necessary. 

• Limit what you input into AI tools. 

• Review AI-generated outputs for accuracy and alignment with UBC policies. 

• Engage with privacy and security teams early when planning to use AI. 

• Share responsibly—privacy and security is a team effort. 

 Don’ts: 

• Do not enter personal or confidential information into unapproved AI tools. 

• Do not reuse your CWL password in any AI service. 

• Do not accept vendor terms without reviewing privacy and security clauses. 

• Do not assume that anything you input into an AI tool is private. 

M365 Copilot Chat is UBC’s GenAI Tool of Choice

Use M365 Copilot Chat (via m365.cloud.microsoft) with your UBC email address.

Practical Use-Cases at UBC:

• Simplified Communication: Quickly draft clear, professional emails or summarize key points from lengthy email threads. 

• Meeting Efficiency: Generate succinct meeting summaries, action items, and follow-up communications directly within your workflow. 

• Project Support: Receive instant organizational support for managing project tasks, timelines, and collaborative documents. 

• Content Creation: Rapidly outline or draft reports, presentations, and instructional materials, significantly reducing preparation time. 

Getting Started with Copilot Chat:

Open Copilot Chat and begin leveraging AI-driven insights and assistance immediately.

Important Security and Privacy Guidance:

• Always authenticate using your firstname.lastname@ubc.ca account, this ensures your enterprise data is protected. 

• Copilot Chat is approved for handling only low to medium-risk data per UBC’s Information Security Standard (ISS U1)

More info and updates: https://it.ubc.ca/news/june-06-2025/m365ubc-now-copilot-chat

Other GenAI Tools for UBC Work

List of AI tools that have undergone UBC privacy and information security review, with associated risk profiles and use conditions: https://privacymatters.ubc.ca/sites/default/files/2025-10/PIA_Reviewed_AI_2025-09.pdf

DeepSeek is the only restricted tool at UBC. More info here.

UBC IT has general training sessions available for M365, including Copilot: https://it.ubc.ca/microsoft-365/general-training-microsoft-365  

UBC is also developing role-specific AI training for staff, faculty, and students. More to come. 

Reach out to Digital Solutions for further questions, including support with AI adoption or concerns outside of Administration: dcio.medicine@ubc.ca 

What can I use for meeting summarization? Can I leave personal or sensitive data? 

You can currently use Copilot Chat to summarize meeting transcripts.  Meeting transcripts can be obtained from Zoom or MS Teams if the meeting was recorded.  

The current version of Microsoft Teams (including Copilot chat) available to all UBC users is approved for Medium Risk data or lower. This means it’s acceptable to use Copilot chat with employee names and to generate transcripts that include staff-related information. However, if your content includes learner information, it must be de-identified before using Copilot chat, due to current licensing and data protection standards. 

UBC is actively reviewing and testing a more advanced version of Copilot. If and when this version becomes available—pending licensing agreements—it will support the use of High Risk data, allowing for broader administrative applications. 

How do I know what data is safe to use? 

UBC Electronic Information is classified as follows: 

• Low risk includes names and work contact info of UBC staff & faculty, and anything publicly available, etc. 

• Medium risk includes proprietary information, confidential financial info and records, etc. 

• High risk includes personal information, including student names, student & employee IDs, face ID photos, grades, home addresses, etc. 

• Very high risk includes SIN, official gov ID, bank account info, PHI, DoB, etc. 

More info: UBC data classification (ISS U1): https://cio.ubc.ca/information-security-standards/U1 

What other AI tools are safe to use for UBC work? 

All solutions that have been reviewed by the UBC Privacy & Security office are available here:  https://privacymatters.ubc.ca/sites/default/files/2025-10/PIA_Reviewed_AI_2025-09.pdf

DeepSeek is the only restricted tool at UBC. More info here.

My unit has its own guidelines – what should I follow? 

Some units, programs and departments may classify certain type of data (e.g. schedules) as higher risk than UBC’s general standards. This is especially true in the Faculty of Medicine, where health-related data is common. In such cases, follow the specific guidelines set by your unit, even if they are more restrictive than UBC-wide policies.