Artificial Intelligence Initiative
York is transforming our digital landscape with cutting-edge AI initiatives. We're revolutionizing IT support, streamlining processes, and advancing ethical generative AI, all to enhance how students, faculty, and staff engage with technology. Our AI solutions are reshaping daily operations, boosting efficiency, and unlocking new possibilities to propel York to the forefront of the digital age.
On this page:
Initiative Benefits
Operational Efficiency
Automating complex workflows with AI will free up our staff to tackle more impactful work. Simplified processes and better decision-making will drive innovation across the institution.
Tailored Experiences
AI will enable students, faculty and staff to receive relevant, timely information in formats tailored to their needs. Whether it’s personalized student engagement or streamlined online services, AI will elevate the York experience for everyone.
Security & Scalability
We’re improving security measures and laying the groundwork for AI technologies that evolve with the latest trends. We focus on sustainable, scalable solutions to enhance York's capabilities and keep our community safe.
Approved Tools
| AI Tool | Public (Low Risk) | Internal (Medium Risk) | Confidential Non-PCI/PHI* (High Risk) | Regulated PCI/PHI* (High Risk) |
|---|---|---|---|---|
| YU Aura | ✔ | ✔ | ✔ | ✖ |
| Microsoft Copilot No Passport York Authentication | ✔ | ✖ | ✖ | ✖ |
| Microsoft Copilot With Passport York Authentication & Enterprise Data Protection | ✔ | ✔ | ✔ | ✖ |
| Microsoft Copilot Premium Includes Enterprise Data Protection | ✔ | ✔ | ✔ | ✖ |
| Zoom AI Companion | ✔ | ✔ | ✔ | ✖ |
| OpenAI ChatGPT | ✔ | ✖ | ✖ | ✖ |
| Google Gemini | ✔ | ✖ | ✖ | ✖ |
| Claude | ✔ | ✖ | ✖ | ✖ |
| Other AI bots and Meeting Assistants | See guidelines |
*Payment Card Industry (PCI), Personal Health Information (PHI)
Design Objectives
Our AI objectives focus on driving innovation, enhancing usability, and promoting ethical practices across York University
User-friendly Interface & Tools—deliver a customizable interface that empowers users to easily interact with generative AI and tailor outputs to their specific needs.
Ethical and Responsible Use—establish robust policies and guidelines to ensure AI is used responsibly, with ongoing monitoring to assess performance and mitigate risks.
System Integration—integrate AI with existing systems like eClass, HALO, email, and Microsoft Teams, creating a cohesive and efficient technological ecosystem.
Use Cases & Best Practices—develop and share practical use cases and best practices to showcase how AI can enhance areas like course design, assessment, research, and data visualization.
Current Projects & IT Support Bots
Looking Ahead
We're focused on pushing the boundaries of what's possible in digital transformation. From introducing AI tools that simplify tasks to making data-driven insights more accessible, we aim to create a seamless AI experience for everyone at York. We’re enhancing security, refining processes, and delivering personalized support to empower the community and drive innovation.
Here are some of the exciting projects on the horizon
Course Companion
Integrated into eClass, this assistant answers questions about assignments, schedules, and course content 24/7—no need to email your professor.
Code Mentor
Built directly into eClass, Code Mentor uses AI to help students refine their programming skills. It provides real-time feedback on syntax errors, style, formatting, structure and logic, and can even suggest improvements!
Incident Management
AI will soon automate ticket categorization and triaging in the HaloITSM platform. This upgrade will speed up response times, simplify troubleshooting, and provide valuable metrics to guide strategic decisions—ensuring IT issues are resolved faster and smarter than ever.
Usage Guidelines
All use of GenAI technologies at York should align with the principles of ethical use, transparency, accountability, sustainability, security, and privacy.
Use
We support staff using Gen AI technologies appropriately in their work. Responsible use introduces opportunities for increased productivity, insights and innovation.
Disclosure
Clearly identify GenAI-generated content in all outward-facing communications to ensure transparency and avoid misleading audiences.
Assessment
Discuss GenAI use with your supervisor if oversight is needed—refer to the use case assessment table. For cases requiring oversight, review and assess before use; see details below.
Human Oversight
Ensure GenAI outputs are reviewed by a human who can check for errors, bias, or discrimination. Responsibility for the outcomes ultimately rests with the user of the tool.
Bias
Acknowledge that GenAI tools often reflect societal biases in their training data. Regularly vet outputs to address bias and discrimination, as this is a complex task requiring expertise. Refer to York’s DEDI strategy and toolkit for guidance.
Privacy & IP Protection
Ensure that only materials we own or have intellectual property rights for are used and that personal, confidential, or regulated information is not shared with GenAI tools.
Cybersecurity
Ensure GenAI solutions, including inputs and outputs, are designed with robust cybersecurity controls, adhere to GenAI technical standards, and leverage assessment services from Information Security.
Compliance
Ensure all existing York policies and procedures apply to GenAI solutions used for administrative, academic, or research purposes.
Use Case Assessments
The table below provides examples to help determine when using generative AI is allowed. The University will maintain and refine these use cases and assessment methods as we move forward with AI technology.
Category
Generally Permissible Use Cases
Use Case
Uses that do not involve confidential or regulated information (including personal information) in accordance with the University’s Information Classification Guidelines, and where output will not be used in major business decisions.
Category
Use Cases That Require Oversight
Use Case
Uses that involve outward-facing information or output. Uses that will be used in strategic decision-making. Generating code that will be used with University systems or data.
Category
Not Permissible
Use Case
Uses that provide expert or critical decision-making without human oversight. Uses that enable impersonation of a human or identifiable individuals. Any use of GenAI not in compliance with York University policies, procedures, standards, and guidelines.
Learning Resources
Explore York’s curated learning on Generative AI, designed to help staff and managers navigate AI tools in the workplace. The training includes session recordings, how-to guides, FAQs, and more. Get information on our primary AI tools: Microsoft Copilot, YU AURA, and AURA Chat.
Key Players
Our AI initiative involves many incredible people and is steered by our AI Roundtable and our AI leadership team
AI Initiative Executive Sponsor
Patrick Thibaudeau
Director, IT Innovation and Academic Technologies
AI Initiative Co-Chair
Brad Strom
Chief Information Officer
University Information Technology (UIT)
YU AURA Lead Architect
Vidur Kalive
Artificial Intelligence Architect Lead
AI Implementation Manager
Rob Finlayson
Manager, Education Design & IT Innovation
