U launches new Google AI tools: Gemini and NotebookLM

Following a successful pilot program, the University of Utah launched two new Google tools for the campus community — Gemini and NotebookLM — on May 12, 2026. 

The release of the tools reflects the university’s commitment to responsible artificial intelligence (AI), data privacy, and expanded access to AI tools that enhance teaching and learning, research, and administrative work. Gemini is already available for use by University of Utah Health users (login required).

“Many members of our community already use Google products for document management, presentations, and other daily work, so it made sense to make Google AI tools available that easily integrate with an existing applications and familiar workflows,” said Caprice Post, director for AI Technology Services in the Chief Technology Officer (CTO) organization.

Gemini, a generative AI assistant, supports everyday workflows by helping users:

• Draft and refine emails and documents
• Summarize content and conversations
• Evaluate data in spreadsheets
• Answer questions

NotebookLM, an AI-powered research and note-taking assistant, generates responses based only on content provided by the user — such as lecture notes and manuscripts — rather than drawing from the open web. 

This source-grounded model helps users:

• Import and summarize PDFs, Google Docs, and other files
• Answer questions based on a document’s content
• Generate outlines, summaries, study guides, or drafts
• Build and maintain living notebooks that update as new content is added

Students, alumni, faculty, emeriti, staff, and affiliates with active Google Workspace accounts can now request access to Gemini and NotebookLM. Please visit the following IT Knowledge Base articles (login required) for instructions and more information:

• Google Gemini AI assistant
• Google NotebookLM 

While both tools align with university privacy, IT security, and compliance standards like Policy 4-004: University of Utah Information Security Policy and Rule R4-004C: Data Classification and Encryption, they have different approved uses.

Gemini is approved for use with sensitive and restricted data. U of U Health employees and academic personnel involved in patient care must use the Health Insurance Portability and Accountability Act (HIPAA)-secure Gemini environment.

NotebookLM is restricted to public data only. It is not HIPAA-compliant, cannot be used with protected health information (PHI), and is not approved for use within U of U Health environments.

Vijay Kammili, senior IT product manager for CTO Platform Services, noted that while NotebookLM should not be used with sensitive data, it includes enterprise-level protections.

“Sources are only visible to the person who uploads them or whomever the notebook is shared with, and deleted notebooks cannot be recovered,” Kammili said. “These protections align with data retention policies at the university.”

James Rice, associate director for CTO Unified Communications, added that information entered into Gemini and NotebookLM is never used to train Google’s large language models.

“It’s written into our enterprise agreement that the data we provide to these tools stays within our Google data ecosystem,” Rice said.

As the university continues to expand its AI offerings, the use of AI in the classroom remains at the discretion of faculty. U community members are encouraged to review the university’s AI guidelines and use appropriate judgment when working with AI-generated content. 

“Gemini and NotebookLM are intended to help our community build a strong foundation in AI literacy,” Post said. “Regardless of their role or discipline, we want everyone to develop the fluency needed to use AI thoughtfully, ethically, and strategically.”

 

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