AI Hub
Artificial Intelligence

Support & Training

Help & Training

Support & Training

Get help with AI tools, find training opportunities, join the community, and request technical support across the University of Maine System.

Frequently Asked Questions

General AI Questions

UMS has seven licensed AI tools: ChatGPT, Google Gemini, Claude, Scribehow, Microsoft Copilot, Windsurf, and Replit. Additionally, Microsoft 365 Copilot Chat is available system-wide through existing M365 licensing. Only approved, licensed tools should be used with university data. See the Tools & Procurement page for details.

Contact your campus IT department or submit a request through the IT AI Request Form. Access is typically provisioned within a few business days. You will have to have a department account for billing. View the AI Product Request form.

Free-tier consumer AI tools do not meet UMS data security requirements. Do not use free versions of AI tools with any university data. Only use the licensed, enterprise versions available through UMS.

Only Public and Internal data may be used with approved AI tools. Only enter Restricted data (FERPA records, financial accounts) or Confidential data into Gemini AI tool. See the Data Security & Privacy section of Policies & Guidelines for the full classification framework. HIPAA is not allowed in any AI tool.

Yes. All AI use must be disclosed. Two citation approaches are accepted: footnote citation (service, version, date, prompt text, link) or blanket acknowledgment. Check your course syllabus for your instructor’s specific AI policy.

Yes. The six-level AI use spectrum includes Level 6 (Required). Check your syllabus for your course’s AI use level.

Faculty and Staff can submit a new tool request through the IT Service Desk (TDX). The tool will undergo a security review evaluating data handling, compliance, and vendor agreements before approval. Note you must have funding secured before the evaluation can be completed.

No. All licensed UMS AI tools are configured with enterprise agreements that prevent user data from being used for model training. This is a key requirement of the procurement process.

Gemini chats on UMS Google Workspace accounts are retained for 18 months and cannot be deleted individually. Be aware of this when using Gemini for work-related conversations.

Contact the Office of the Vice Chancellor for Finance & Strategic AI Integration at ai@maine.edu.

ChatGPT Edu Questions

In September, a UMS AI working group recommended that an AI solution be made available System-wide to ensure equitable access to tools and training. A competitive Request for Proposals followed and generated four fully qualified responses. ChatGPT Edu scored higher than the Google-based alternative solutions on the evaluation criteria, which included functionality, data protection, total cost, education-specific features, and fit with the System’s existing IT infrastructure.

Yes. The ChatGPT Edu agreement is additive, not a replacement. UMS will continue to maintain its existing suite of approved AI tools available to staff and faculty through departmental purchase, and the free tier of Gemini accessible through the UMS portal will remain available as it is today. If you are currently using an approved AI tool for your work, you can continue to use it. You can find the full list of UMS-approved AI tools on the

Your existing work will be retained. Staff and faculty with departmentally purchased ChatGPT accounts will be able to toggle between their existing workspace and the new ChatGPT Edu workspace directly within their account settings, so nothing you have already created will be lost or inaccessible.

Use of ChatGPT Edu is optional. No staff, faculty, or student is required to use these tools, and choosing not to use them will not affect your work, your coursework, or your standing within UMS. Access is opt-in: ChatGPT Edu will not be activated automatically. Staff and faculty who wish to use the tool will need to take an affirmative step to enable access through the UMS portal.

UMS ChatGPT Edu accounts are managed through an institutional workspace with enterprise security and privacy controls, including SSO, administrative controls, encryption in transit and at rest, data retention controls, and contractual privacy protections. OpenAI states that ChatGPT Edu customer inputs and outputs are not used to train OpenAI models by default and that the institution owns and controls its data. For student data, OpenAI provides a Student Data Privacy Agreement that identifies OpenAI as a School Official under the institution’s direction and control, limits use of Student Data to providing the service and other legally permitted purposes, prohibits sale of Student Data, and prohibits targeted advertising using Student Data. FERPA compliance is ultimately based on how the institution contracts for, configures, governs, and uses the service. ChatGPT Edu is designed to support FERPA-compliant use when used through the official UMS ChatGPT Edu workspace and in accordance with UMS policies. Do not use personal ChatGPT accounts for student records, employee records, or protected institutional information.

UMS will significantly expand its AI professional development offerings for faculty and staff in the coming year, with costs covered by the System. This builds on existing AI training delivered through the Maine Center, which has trained hundreds of UMS employees over the past two years. Expanded offerings will include additional cohorts and role-specific tracks across administrative and operational functions. Participation in training is optional, and decisions about how AI is used in any individual classroom, lab, or office will continue to rest with the people doing that work. You can learn more about current AI training opportunities through the Maine Center AI page.

Individual faculty retain authority over AI use in their own classrooms, labs, and assignments, including the authority to prohibit AI use.

API access is not included in the ChatGPT Edu contract. Faculty and staff who need API access for custom applications, research, or coursework can purchase it separately using their UMS corporate credit card.

Workshops & Events

Workshop schedule is illustrative. Check discover.maine.edu for the latest training calendar and registration links.

Event dateMarch 18, 2026

10:00 AM – 11:30 AM EDT

AI Foundations: Getting Started with Licensed Tools

Introduction to the UMS AI tool portfolio. Learn how to access tools, understand data security rules, and explore basic use cases.

LocationVirtual (Zoom) AudienceAll faculty and staff
Event dateMarch 25, 2026

2:00 PM – 3:30 PM EDT

AI in the Classroom: Designing AI-Enhanced Assignments

Practical workshop on designing assignments that leverage AI as a learning tool. Includes prompt engineering, rubric design, and syllabus statement guidance.

LocationVirtual (Zoom) AudienceFaculty and instructors
Event dateApril 1, 2026

1:00 PM – 2:30 PM EDT

Advanced Prompt Engineering for Research

Deep dive into prompt engineering techniques for research applications. Covers literature review, data analysis, and writing assistance workflows.

LocationVirtual (Zoom) AudienceResearchers and graduate students
Event dateApril 8, 2026

11:00 AM – 12:00 PM EDT

AI Data Security: What You Need to Know

Essential training on data classification, acceptable use, and security requirements for AI tools. Required knowledge for all AI users.

LocationVirtual (Zoom) AudienceAll UMS employees
Event dateApril 15, 2026

10:00 AM – 11:00 AM EDT

Scribehow Workshop: Automated Process Documentation

Hands-on workshop for creating automated step-by-step guides and SOPs using Scribehow.

LocationVirtual (Zoom) AudienceAdministrative staff
Event dateOctober 2026 (TBD)

Full day

Maine AI Conference 2026

Annual conference hosted by the UMaine AI Initiative. Faculty presentations, industry panels, student showcases, and networking.

LocationIn-person, UMaine, Orono AudienceOpen to all

Office Hours & Community

Faculty & Staff AI Support

Faculty and staff are welcome to reach out directly as a resource for foundational AI questions, training, and practical guidance on getting started with AI tools and concepts. The focus is on helping colleagues develop a strong base of understanding and identify effective uses, with support in connecting more specialized topics to additional expertise as needed.

mccormac@maine.edu

Request Help

IT Service Desk

For technical issues with AI tools — access problems, configuration, licensing, or account issues. Submit a ticket for tracked support.

Open TDX Ticket

AI Strategy & Policy

For questions about AI governance, policy interpretation, pilot proposals, or strategic direction. Contact the AI leadership team directly.

Email ai@maine.edu
The official AI policy, tools, and resources hub for Maine’s public university system. Governed by the Office of the Vice Chancellor for Finance & Strategic AI Integration.

Contact

University of Maine System
15 Estabrooke Drive, Orono, ME  04469
ai@maine.edu
IT Service Desk

The University of Maine

The University of Maine at Augusta

University of Maine at Farmington

University of Maine at Fort Kent

The University of Maine at Machias

The University of Maine at Presque Isle

University of Southern Maine

University of Maine School of Law

The University of Maine

The University of Maine at Augusta

University of Maine at Farmington (UMF

The University of Maine at Farmington

The University of Maine at Fort Kent

The University of Maine at Machias

The University of Maine at Presque Isle

The University of Southern Maine

The University of Maine School of Law