AI tools for the FLC campus

At FLC, AI tools are already enhancing communication, instruction, content creation, and data analysis. From classroom innovation to operational efficiency, these tools help us work smarter—when used thoughtfully.

What is an AI tool?

AI tools use technologies like machine learning and natural language processing to perform tasks that typically require human intelligence, such as writing, data analysis, automation, research, and creative work.

As with any technology, responsible use matters. If your project involves personally identifiable information (PII), be sure to use AI tools only with the permission of the data steward and in accordance with FLC's data policies.

Start here: Microsoft 365 Copilot Chat

For most administrative tasks, Microsoft 365 Copilot Chat is your first stop. It's included with your institutional Microsoft 365 account at no additional cost and provides enterprise-grade data protections.

What it does well:

  • Drafting and brainstorming emails, documents, and communications
  • Summarizing lengthy content
  • Research assistance and ideation
  • Analyzing uploaded files

How to access Copilot Chat

Sign in at www.fortlewis.edu/copilot with your FLC credentials. Do not use the free consumer version (copilot.microsoft.com when signed out) for FLC work.

Learn how to use Copilot Chat

Viva Learning gives faculty and staff access to the Microsoft Copilot Training Academy, a set of guided learning resources that explain how Copilot works and how to use it within Microsoft 365. Available directly in Microsoft Teams, the academy includes short, practical trainings for tools like Word, Excel, Outlook, and Teams. These resources are designed to help you build confidence and learn how to use Copilot effectively as part of your everyday work.

Learn how to use Copilot through Viva Learning

Need more? If Copilot Chat doesn't meet your needs—for example, you need AI integrated directly into Word, Excel, or Outlook—contact IT at askit@fortlewis.edu to discuss options.

Best practices for using AI tools

 Check for approval

Not all AI tools are secure or compliant. If you're unsure, ask IT before using a new tool.

 Match the tool to the task

Each AI tool has strengths. For example, use Copilot to summarize or brainstorm—but not to conduct rigorous academic research. Choose tools that match your goals.

 Seek training

Even intuitive tools work better with support. Attend a workshop or review training through CTL, the AI Resources Group, or the AI Institute.

Protect sensitive data

AI tools differ in how they handle PII, so it’s essential to understand each tool’s data privacy practices. Use of PII in AI tools is only allowed with explicit permission from the data steward. Always follow FERPA, HIPAA, and Colorado privacy laws, and use FLC-approved platforms when working with sensitive information.

Review outputs critically

AI-generated content can be biased or inaccurate. Always fact-check results and ask for sources you can verify. Submit an evaluation to the AI Tool Evaluation Form to help us see how well the tools you've used are helping you in your work.

Recommended institutional AI tools

Below is a list of AI tools that are either already part of the FLC tech stack or are currently being tested by the IT Department. If you have a use case for a tool not listed, please fill out our feedback form so we can understand campus needs.

Note: these recommendations are for FLC use and are not a reflection of personal tool usage policies on personal equipment.

Submit a query for a different AI tool

Tool Use + access PII handling Support + FLC guide
Microsoft 365 Copilot Chat General generative AI usage (business chat, email/document ideation, summarization, file analysis).

Included with FLC Microsoft 365. Start here for most tasks. Access at www.fortlewis.edu/copilot with FLC credentials. Do not use the free consumer version for FLC work.		 Uses tenant-specific protections under institutional license. Data not used for AI training. PII guide Support: IT Department

FLC guide: Yes
Microsoft 365 Copilot (Licensed) General generative AI usage with deep Microsoft 365 integration (Word, Excel, PowerPoint, Outlook, Teams).

Paid add-on. If Copilot Chat doesn't meet your needs, request through askit@fortlewis.edu.		 Uses tenant-specific protections under institutional license. Data not used for AI training. PII guide Support: IT Department

FLC guide: Yes
Claude General generative AI usage (long-form content creation, document analysis, coding assistance).

Consumer tiers available; institutional options via IT. Do NOT use the free version for FLC business.		 Commercial tiers (Team/Enterprise): data not used for training; enhanced security controls available.

Consumer tiers: review privacy settings carefully. PII guide		 Support: IT Department

FLC guide: Yes
ChatGPT General generative AI usage (content generation, brainstorming, summarization, conversational drafting).

Consumer tiers available. Do NOT use free ChatGPT for FLC business.		 Business/Enterprise tiers: data not used for training; encrypted and access-controlled.

Consumer/free tiers: data may be used for training unless user opts out.		 Support: None

FLC guide: No
Perplexity General generative AI usage (AI-powered research and summarization with cited sources).

Consumer tiers available. Review privacy settings before use.		 Enterprise tier: data not used for training.

Consumer tiers: data retention is on by default; opt-out available in settings.		 Support: None

FLC guide: No
Grammarly General generative AI usage (real-time writing enhancement, tone adjustment, readability scoring).

Consumer and business tiers available.		 Business/Enterprise: data not used for training by default; admin controls available.

Consumer tiers: training use is on by default; opt-out available. Third-party AI providers cannot train on user content.		 Support: Marketing & Communications Department

FLC guide: No
Adobe Firefly Images, video, audio (generative fill, image creation, text effects).

Included with applicable Creative Cloud licenses.		 Enterprise: Adobe does not train foundational models on customer content. Support: IT Department

FLC guide: No

Key principles for any AI tool

  1. Check the tier. Free and consumer versions often have weaker data protections than business or enterprise versions. When in doubt, ask IT.
  2. Don't assume "paid" means "protected." Some paid consumer plans still use your data for AI training unless you opt out.
  3. Never input sensitive data into unapproved tools. This includes student records, personnel information, financial data, or anything covered by FERPA, HIPAA, or institutional policy.
  4. When uncertain, start with Copilot Chat. It's already provisioned, protected, and supported.

Questions? Contact IT at askit@fortlewis.edu or consult the AI Resource Group for guidance.