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HMS offers one selected managed AI tool per eligible user. Its Sandbox/premium tool rows specify Quad-based faculty, staff and MD/DMD students, with training and some course-based exceptions. Managed tools outside meetings have a Level 3 ceiling; automated meeting assistants have a Level 2 ceiling. HMS Azure AI and Longwood Cluster are separately requested Level 4 environments. DUA, regulatory and sponsor limits still apply even to data-approved tools; no tool is approved for Level 5.
HMS IT's generative AI guidelines, which list the approved tools and highest data level under the HMS Artificial Intelligence Acceptable Use Policy, require using only approved AI tools for HMS work: publicly available and personal AI tools are not covered by Harvard agreements and must not be used for HMS work, even with public data. A Vendor Assessment Request is required before using any other AI tool for HMS work, including one already in use. HMS provides one selected tool (Claude, ChatGPT Edu or Microsoft Copilot Premium) per eligible person. Automated meeting assistants are approved up to Level 2; the AI Sandbox and premium HMS tools outside meetings up to Level 3; Level 4 tools such as the Longwood Cluster and HMS Azure AI are requested separately, and HMS Risk Management must be consulted before AI is used with Level 4 or Level 5 data. No AI tool is approved for Level 5. A DUA may still restrict data even for an approved tool.