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A Message from Geneva Henry, Vice Provost for Libraries and Information Technology |
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Artificial Intelligence or AI, is everywhere in the headlines these days, and it’s hard not to wonder what it means for the way we work, both now and in the future. It’s more than just a tech trend, it’s becoming part of how organizations innovate and grow. GW IT isn’t just watching from the sidelines, AI is already part of our strategic framework, supported by our active engagement and partnership with the AI Operations Working Group. So what does that actually mean for us?
One example comes from the Accounting and External Reporting (A&ER) team in the Controller’s Office, who recently partnered with GW IT to explore how AI could automate parts of a complex Department of Education reporting requirement. What started as a simple “How does Copilot work?” conversation soon turned into a collaborative effort to rethink a time‑consuming, manual process. Using Box AI, the team automated routine steps like metadata extraction, data checks, and created a daily reporting dashboard. By automating these steps, staff have more time for analysis and validation. It’s a clear sign of how AI can simplify tough workflows and spark new possibilities across GW.
This kind of collaboration is just one example of how AI is beginning to take shape across GW. And while these early projects highlight what’s possible, there’s also a great deal of foundational work underway to support them. As new AI features appear in the tools you already use, we’re testing GW‑specific solutions, evaluating market options, and setting standards to keep your work secure and compliant. We’re also working closely with faculty, staff, and researchers to understand real needs and provide practical guidance. A key part of this effort is ensuring access to enterprise‑licensed AI tools, such as Microsoft Copilot, Google Gemini, and Box AI, that have been reviewed for security, privacy protections, and responsible AI practices.
We encourage you to explore, try things out, and see where AI can make your work easier or more efficient. But it’s important to use these technologies responsibly and protect the data entrusted to you. Please review the AI Guidance & Best Practices, which outlines responsible use and procurement. Adhering to GW’s data classification and protection standards and using only those tools that have been through our risk review process is especially important when working with sensitive or regulated information. By relying on enterprise environments, you can enjoy the benefits of AI while ensuring your work remains secure, compliant, and supported by built‑in privacy safeguards.
As the AI landscape evolves, GW IT is committed to providing secure, thoughtful solutions that help advance the university’s strategic priorities, supporting impactful scholarship, preparing resilient leaders, and strengthening our foundation for excellence. To learn more, explore the Available AI Tools List or use our Feedback Form to request a consultation. We look forward to partnering with you as we navigate this exciting new chapter together.
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| Several Large Language Models (LLMs) have been enabled for GW faculty and staff in GW Box. These tools can help with summarization, translation, analysis, and more.
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Know the Risks of AI-Powered Browsers & Extensions |
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AI-powered browsers and extensions, such as Perplexity Comet, ChatGPT Atlas, and integrations without an enterprise license, present unique risks because they may read, store, and process content directly from your web browser. Unlike enterprise-reviewed AI tools, these tools may access or expose content viewed in your browser, including confidential student data (FERPA), personally identifiable information (PII), unpublished research, and other non-public data.
Since these public tools currently lack enterprise security agreements, please exercise caution when using these tools:
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Protect Confidential Data: These tools are not approved for university work involving non-public data. Do not enable them when viewing sensitive information (e.g., FERPA records, PII, unpublished research), as they may ingest and store that data.
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Academic Work: Guidance for AI in academic work is provided separately in GW’s Guidelines for Using Generative Artificial Intelligence in Academic Work.
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Data Integrity Starts with You: Introducing GW’s New Data Governance Policy |
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In an increasingly digital world, the responsible collection, use, storage, and protection of data must remain central to the academic, research, and business operations of the GW community. To support this commitment, the new Data Governance Policy establishes clear standards for the responsible management of institutional data across all units. Faculty and staff play a vital role in upholding these standards by following updated protocols for data access, confidentiality, and ethical usage, ensuring the integrity and security of GW’s data environment.
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| Get More with Zoom Meetings |
Take full advantage of what Zoom has to offer by migrating your Webex meetings to Zoom and get more from your meetings using new features. Zoom AI Companion can provide real time meeting summaries, smart recordings and meeting notes, and can be paired with the Zoom transcription and Zoom translation. These new features remove the need for third party AI Bots that are not covered by an enterprise agreement, and can lead to greater data and security risks.
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Keep Your Zoom Meetings Secure
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Zoom Scheduler is Now Available
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Zoom Scheduler, included with the GW Zoom license for faculty and staff, combines the functionality of tools like Calendly and Doodle Poll, without the need for separate apps and subscriptions.
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Manage your schedule, generate Zoom meeting links automatically and view your availability across calendars to prevent double-bookings.
- Use Availability Polls (like Doodle Poll) to let participants, including external users, vote on preferred meeting times.
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Create customizable booking pages (like Calendly), send automated reminders to reduce no-shows, and collect key details with optional form fields during scheduling.
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Help Shape the Future of The Banner Self Service Portal |
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GW IT is seeking faculty members to help shape the future of the new self-service portal, launching as part of the Banner Modernization Project. We’re specifically looking for your expertise to help design the cards and widgets that will appear on the main dashboard.
Our goal is to better understand how faculty currently use Banner and how the new Experience cards can make your work easier, more intuitive, and more effective. This is an important step in improving the overall user experience by reducing the number of clicks needed to find information and complete administrative tasks.
If you would like to be contacted about our feedback events, please fill out our feedback form.
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Love Data Week @GW - This February! |
From February 9–13, join us as GW celebrates International Love Data Week 2026, bringing together academic and administrative communities to learn, explore, and celebrate the power of data.
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International Love Data Week Events |
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Navigating Data Sharing: From Administrative Data to Research Data - Register Today
Hosted by GW IT and GW Libraries and Academic Innovation
Feb. 10, 2026, 11:00 a.m.
Data Danger: How Bad Data Can Undermine Your Research, and How to Avoid It
Hosted by GW Libraries and Academic Innovation
Feb. 11, 2026, 12:00 p.m - 2:00 p.m.
Using A.I. for Quantitative Data Analysis: Tools, Ethics, and Effective Practices
Hosted by GW Libraries and Academic Innovation
Feb. 12, 2026, 12:00 p.m - 2:00 p.m.
GW 2026 Data Visualization Competition
Hosted by GW Libraries and Academic Innovation
Winners will be announced on Friday, February 13, 2026
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Save the Date - April 14
GW IT Data Summit
11:00 a.m. - 2:00 p.m.
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Don’t let Tax Season become Scam Season |
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Know the IRS Contacts You by Mail: The IRS primarily contacts you via U.S. Mail. For more info, visit "How to know it's the IRS" to learn about official identification and what to expect if an agent visits your home.
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Beware of Early Refund and Filing Assistance Scams: Scammers often promise early refunds or offer filing assistance. Always be wary of unsolicited emails about your taxes or offers that seem too good to be true.
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Use Reputable Sources: For tax prep help, stick to trusted sources like the Consumer Financial Protection Bureau or reputable online media with verifiable web addresses.
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Stay vigilant and protect yourself from tax scams!
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Classroom Technology Training |
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Classroom Software Requests |
Need additional software in your classroom? Submit a software installation request before the semester deadlines:
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Summer sessions: February 1st
Fall semester: June 1st
Spring semester: November 1st
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Stay in the Know with GW Status |
Did you know there's a fast, reliable way to stay informed about technology service impacts at GW? Whether it's a scheduled update or an unexpected service degradation, GW Status is your first source for official IT communications.
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Subscribe at status.gwu.edu for text or email alerts about technology updates to be the first to know about service impacts.
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GW IT Resources & Support |
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