Microsoft Copilot

Microsoft Copilot is an AI assistant integrated into Microsoft 365 applications, designed to support productivity, streamline workflows, and enhance teaching and administrative tasks. APSU currently approves the use of Microsoft Copilot (paid version) for faculty and staff, and this version is fully integrated with APSU Single Sign-On (SSO) for secure, seamless access.

Data Security & Compliance

 Microsoft Copilot operates within the APSU Microsoft 365 environment, benefiting from enterprise-level security controls, encryption, and APSU’s identity protections. However, users must continue to exercise responsible data handling.

What You Can Use Copilot For

Within APSU’s Microsoft 365 environment, Copilot may be used with:

  • Internal university documents
  • Teaching materials and curriculum development
  • Administrative workflows and communications
  • Email summaries and meeting notes
  • Non-restricted departmental data

What You Cannot Use Copilot For

Copilot must not be used with:

  • Highly sensitive or restricted research data (unless approved)
  • Data prohibited from being stored in Microsoft 365
  • Export-controlled, legally restricted, or confidential content outside APSU systems

Safe Use Expectations

  • Always verify Copilot’s output for accuracy.
  • Use Copilot only within APSU Microsoft 365 applications and your APSU SSO account.
  • Do not upload APSU data into external, non-approved AI tools.
  • Follow APSU cybersecurity and responsible AI use guidelines.

How to Access Microsoft Copilot

Microsoft Copilot is accessed through your APSU Microsoft 365 account.

Access Steps:

  1. Sign in to Microsoft 365 (Word, Excel, Outlook, Teams, etc.) using SSO.
  2. If your account includes a Copilot license, the Copilot icon will be visible in supported apps.
  3. You may also access Copilot through:
    https://copilot.microsoft.com (SSO required)
  4. Use Copilot directly within Microsoft 365 to summarize, create, analyze, and support workflows.

Account Management:

  • Authentication, MFA, and password security are managed through  SSO.
  • Users do not create separate Copilot passwords or accounts.

Purchasing Microsoft Copilot

Microsoft Copilot requires a paid license assigned through  OIT.

Subscription Cost:

  • $360 per user per year, billed annually
    (Pricing applies to M365 Copilot / Copilot Pro depending on the APSU licensing tier.)

Steps to Request Approval:

  1. Submit a ticket here through the GovsTech Portal.
  2. Once approved, OIT will:
    • Assign the Copilot license to your APSU Microsoft account
    • Confirm activation and availability within your apps

Important Notes

  • Licenses are individual and cannot be shared.
  • Copilot access is tied directly to your APSU email and SSO credentials.
  • Licenses are billed annually and must be renewed each year.
  • Departments should notify OIT if a user no longer needs a license so it can be reassigned.

Training, Guidance, Support & Additional Resources

Need Help?

If you experience issues or have questions about proper use, please contact the GOVSTECH Help Desk at govstech@apsu.edu or 931-221-4357.

Frequently Asked Questions

Is Microsoft Copilot secure?
Yes. Copilot operates entirely within APSU’s Microsoft 365 environment and uses university SSO and enterprise security protections.

Can I safely use Copilot with APSU documents?
Yes—any document or email stored in APSU OneDrive, SharePoint, Outlook, or Teams is safe to use with Copilot.

Can I use Copilot for grading or student support?
Yes, if all materials remain within APSU’s Microsoft 365 environment and comply with FERPA requirements.

Can university funds be used for Copilot?
Yes—CoPilot licenses must be pre-approved and purchased using departmental or grant funds.

Does OIT manage Copilot licenses?
Yes. OIT assigns, renews, and manages licenses tied to APSU SSO accounts.

 

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