ChatGPT (OpenAI) - Access & Usage Guide

Overview

ChatGPT is an AI-powered conversational assistant developed by OpenAI. It can assist users with drafting content, summarizing information, brainstorming ideas, analyzing text, writing code, and answering questions using natural language prompts.

At the University of Missouri (UM) System, ChatGPT may be made available to staff through approved access methods and licensing models, depending on department needs and security requirements. This guide outlines how UMC users can request access (if applicable), how to access ChatGPT, and best practices for using it responsibly within the UM environment.

Note: Some versions of ChatGPT (such as public/free access) may be available without a paid license. Enhanced or enterprise versions that include additional security, data protections, or administrative controls will require addional funding and approval.

Detailed Information

Obtaining Access to ChatGPT for UMC Campus Users

Access to ChatGPT may vary based on the version being used (e.g., Free, Plus, Team, or Enterprise) and departmental guidance.

Step 1: Determine the Approved Version

  • ChatGPT Free / Public Access
    • Accessible via https://chat.openai.com
    • Requires creation of an OpenAI account
    • Not approved for use with restricted or sensitive university data
  • ChatGPT Enterprise or Team (if approved by UM)
    • May provide enhanced data privacy, administrative controls, and security assurances
    • Access and licensing processes are determined by DoIT and campus leadership

Step 2: Submit a Request (If Applicable)

If your department requires an approved or licensed version:

  • Navigate to the DoIT Service Portal (TDX)
    https://tdx.umsystem.edu/TDWorkManagement/
  • Complete the request form, including:
    • User information
    • Business justification
    • Billing MoCode (if required)
    • Authorized signer / fiscal approver
  • Submit the request for review and approval

Step 3: Access Confirmation

  • Once approved, users will receive instructions for accessing ChatGPT
  • Licensing or account provisioning details will be communicated by IT or the vendor

Accessing ChatGPT

Sign-In Requirements

  • Access ChatGPT via a supported web browser
  • Sign in using the account associated with the approved access method
  • Ensure you are following UM security and data handling requirements

Troubleshooting Access

If you are unable to access ChatGPT:

  • Confirm you are using the correct account or licensed version
  • Verify approval status with your department or IT support
  • Clear browser cache or try a different browser
  • Contact the DoIT Service Desk if issues persist

Using ChatGPT Effectively

ChatGPT supports natural language prompts and can assist with a wide range of tasks. Examples include:

Writing and Editing

  • Draft content:
    “Write a professional email announcing a system outage.”
  • Rewrite text:
    “Make this paragraph more concise and clearer.”
  • Brainstorm ideas:
    “Suggest five project names for an IT modernization initiative.”

Research and Summarization

  • Summarize content:
    “Summarize this document in bullet points.”
  • Explain concepts:
    “Explain zero trust security in simple terms.”
  • Generate outlines:
    “Create an outline for a staff training session on AI.”

Technical and Analytical Tasks

  • Write or review code:
    “Create a PowerShell script to list inactive users.”
  • Troubleshoot issues:
    “What are common causes of VPN connection failures?”
  • Generate templates:
    “Create a change management checklist.”

Security Information and Data Use Guidelines

Approved Data Classifications

ChatGPT is approved only for use with the following data classification levels:

  • DCL-1 to DCL-3

Use of ChatGPT with data outside these classifications is not permitted unless explicitly approved.

Data Restrictions and Prohibited Use

Do NOT enter, upload, or reference DCL-4 data in ChatGPT prompts. This includes, but is not limited to:

  • Protected Health Information (PHI)
  • Social Security numbers
  • Patient names
  • Medical record numbers
  • Dates of birth
  • Dates of procedures or treatments
  • Any other Personally Identifiable Information (PII)

Users must never intentionally prompt ChatGPT to return DCL-4 data.

Internet and Data Exposure Considerations

  • Prompts entered into public or non-enterprise versions of ChatGPT may be processed externally
  • Users must assume prompts could be exposed outside the UM environment unless using an approved enterprise solution
  • Always evaluate the sensitivity of data before submitting a prompt

For Additional Assistance

Additional Guidance for MU Health Care Workforce

MU Health Care workforce members must review and comply with additional security and AI usage requirements outlined in the following knowledge base article:

https://tdx.umsystem.edu/TDClient/36/DoIT/KB/ArticleDet?ID=1726

Additional Resources

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