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A Message from Geneva Henry, Vice Provost for Libraries and Information Technology |
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GW IT is committed to collaborating with the GW community to explore emerging technologies. Together, we provide administrative guidance and process to ensure a secure environment while discovering new use cases and products. Generative Artificial Intelligence (Gen AI) is an emerging technology that has recently been embedded into existing tools we have used for many years. Before these features can be released, they require reviewing contracts, conducting privacy and security assessments and preparing guidance to the community on secure use. Available AI features like Copilot and Zoom AI Companion helped us define our processes and determine data classification requirements.
We have established a cross-divisional working group to manage the administrative process and streamline the reviews of procurement, security and risk before acquiring or releasing new technology or features. Facilitated by this group, the following actions are completed or in progress:
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- This group is updating the university’s standard terms and conditions to include artificial intelligence language, requiring vendors to disclose embedded artificial intelligence toolsets and confirm they are not training AI models with GW data.
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GW IT Security is updating the security assessment process to ensure vendors are providing details about their responsible AI practices and how they are securing AI functionality in their tool.
- The Privacy Office has published new privacy guidance for use of AI.
- New AI features embedded in Box, Google and Zoom are in review for release.
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This group continues to review processes and revise guidance as the technology evolves.
As we continue to assess various technologies, GW IT is also working with stakeholders to develop GW Chat to address the specific need for a secure, university-specific Gen AI chat option. Similar to other multimodal Gen AI tools like ChatGPT, GW Chat offers advanced language capabilities, including speech-to-text, text-to-speech, and image input. The key advantage is that GW Chat is configured within GW’s cloud environment, ensuring full enterprise data protection. With GW Chat, university constituents can partner with GW IT to create chatbots or “agents” tailored for specific tasks or projects. These include generating draft documents in specific formats or serving as Q&A chatbots. The Q&A chatbot leverages Retrieval-Augmented Generation (RAG) to provide answers based on specific university webpages or document repositories, ensuring relevant and accurate responses. Keeping your data sources up to date enhances the effectiveness of the Q&A chatbot. You may have already interacted with GW Chat on procurement.gwu.edu or ibuy.gwu.edu. GW Chat is available by request, and we are here to assist you in exploring implementations.
Gen AI is a fast moving technology, to stay up to date visit our IT website. Our Gen AI initiatives page will grow as we review and offer more AI services. We have already started adding information to our product pages as AI features are made available, including data classification restrictions. You can find all of our current AI offerings at our new AI Tools tab. If you would like a consultation, have questions or feedback about AI at GW or any other IT initiative, please submit our feedback form.
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| Upgrade to Windows 11 on Your Schedule |
Microsoft will be retiring support for Windows 10 this October, and GW IT has been working to make the upgrade process for all GW managed machines to Windows 11 as easy as possible.
Windows 11 is now available for download in the Software Center so you can upgrade on your own schedule. We encourage you to pick a time to upgrade that works best for you before scheduled upgrades of GW managed computers begin. Please note that the time it takes to install Windows 11 can vary depending on the amount of data and hardware, but it generally takes 1–2 hours to complete. If you do not see Windows 11 in your Software Center, there may be additional steps that need to be taken for your computer to be ready to upgrade. Additional information will be sent out in the coming weeks.
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GW IT will be reaching out to departments to coordinate the upgrades for computers with specialty hardware or software or shared devices.
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Request Classroom Software for Fall by June 1 |
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Need additional software in your classroom?
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Submit a software installation request before the semester deadlines:
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- Fall semester: June 1
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Spring semester: November 1
- Summer sessions: February 1
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| GW IT prepares over 500 classroom and lab machines each fall. These deadlines allow us to meet the demand and have things ready for a seamless classroom experience.
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| Check out the new widgets on myGW, designed to simplify access to GW resources and provide helpful information.
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- Blackboard Widget: This widget is available to faculty and students and includes “Courses” and “Announcements” tabs, along with a “Visit Blackboard” button for quick access and efficient management of your courses.
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Tips and Tricks Widget: Discover valuable tips and tricks to enhance your productivity and save time. Whether you're looking for campus resources, tech shortcuts, or other helpful information, this widget has you covered.
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Explore these new features today on myGW!
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As part of our adoption of Zoom Workplace as our primary communication platform, we have begun migrating phone services from Cisco to Zoom Phone. This transition aims to enhance our communication capabilities and streamline our services.
We have completed a pilot to develop the migration process and collect feedback, which has helped us prepare to support you during the migration.
What to Expect
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Department Coordination: Migrations are starting, and we’ll be coordinating with departments to ensure a smooth transition.
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Flexibility and Convenience: Zoom Phone is designed to be used from your computer or mobile device, providing flexibility and convenience. As we migrate phone numbers, we will replace unused physical phones with Zoom Phone to reduce hardware and support costs. If you need a physical phone, there will be a request process.
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Continued Access: Your GW phone number won’t change and will be available using Zoom Phone after it has been migrated.
- Long-Term Support: This is a multi-year project, and we are committed to supporting you throughout the process.
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Our goal is to simplify the communication experience without removing any essential services.
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| Zoom Rooms Are Coming This Summer |
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Conference rooms and classrooms across campus are being upgraded with Zoom Rooms. The upgrades will enhance video conferencing capabilities for improved collaboration and learning.
To prepare for the rollout, we set up pilot rooms for initial testing to ensure everything works smoothly and the functionality and process are well documented. This summer, Zoom Rooms will be installed in conference rooms in select spaces as requested by departments and units that required the upgrades sooner. Starting this fall, we will begin the full campus-wide rollout of Zoom Rooms. We will also be auditing approximately 200 conference rooms this summer to determine the best Zoom Room systems for each space and identify any necessary changes to support the upgrades.
We're excited to bring an improved experience for academic and collaboration technology!
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Join GW’s Data Revolution: Analyze, Understand, Act |
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GW IT will host its first annual data summit on June 10, in Science and Engineering Hall. This year’s theme, “Join GW’s Data Revolution: Analyze, Understand, Act,” is designed to inform the GW community about available resources and tools that can help leverage data effectively.
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- Analyze: Learn about the skills, roles, and tools that can be leveraged to turn data into actionable insights.
- Understand: Gain visibility into data discovery and trends, including AI, and responsible use.
- Act: Using data for strategic decision-making.
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The summit will open with a panel discussion, “Data Democratization: Breaking Down the Barriers.” Exhibitors will include campus partners from LAI, Institutional Research, Research Technology Services, Business Intelligence, Privacy, Data Integration, as well as vendors such as Collibra, Informatica and Snowflake.
Please stop by SEH on Tuesday, June 10 between 11 am and 2 pm and join GW’s Data Revolution! For more information about this and other IT events, visit our website.
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| Learn how to Stay Cybersafe |
In today's digital age, staying cybersafe is more important than ever. Join us for a series of informative cybersecurity awareness events designed to enhance your knowledge and skills in protecting personal and institutional data. These sessions offer valuable insights into various aspects of cybersecurity. From understanding social engineering methods to securing your devices while traveling, there's something for everyone!
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| Adobe Renewals Are Coming This Summer |
Access to Adobe Creative Cloud and Adobe Acrobat requires a license. The software license expires on June 30, and must be renewed annually for continued access for all faculty, staff and students.
GW utilizes the Software Request Portal, provided by Kivuto's OnTheHub, to help manage licenses, compliance, and software distribution.
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| Sign Documents with Box Sign |
Box Sign is now available to GW faculty, staff, and students and will be our primary e-signature solution. It integrates seamlessly with Office 365, simplifying workflows and making it easier to electronically sign documents.
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The Gelman Library Closed for Maintenance this Summer |
Gelman Library will be closed May 17 - August 17, 2025, for a significant HVAC (heating, ventilation, and air conditioning) system maintenance project. During this time, library services and resources will be available. Visit the Summer Closure 2025 webpage for information on how to access materials and services.
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Classroom Technology Training |
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GW IT Resources & Support |
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