Buying Generative AI Licences

Access supported AI-powered tools

Two major generative AI tools are now available for purchase by departments and colleges across the University of Oxford: ChatGPT Edu, and Copilot for Microsoft 365. These tools offer staff the ability to use the power of generative AI for research, teaching or administration, while protecting your data and collaborating with other users across the University.

Licences will be available from December 2024, and can be purchased through IT Services. The AI and Machine Learning Competency Centre will provide support and training for staff to use these generative AI tools. As well as being approved for use with University data, purchasing licences centrally can offer discounts on the standard costs of these AI tools.

These are alternative to the free, Plus and Teams versions of ChatGPT, and to the free version of Copilot. Using these central licences offers additional enterprise-level protections, and enables generative AI tools that can be used for processing personal or confidential information. 

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ChatGPT Edu Licences

ChatGPT Edu is an educational version of OpenAI's ChatGPT. It provides AI-powered tools to support learning, research, and teaching activities. ChatGPT Edu offers all the same features as the paid ChatGPT Plus service, and is both more powerful and more secure than free versions of ChatGPT.

This platform provides tools for data analysis, web browsing, and document summarization, enhancing research and learning experiences. Users can create custom GPTs—personalized versions of ChatGPT—for specific projects or courses, facilitating tailored educational applications.

Confidential or personal data, such as staff or student names, should not be entered into unapproved generative AI tools. ChatGPT Edu protects user data and ensures that no information from the University is used for training AI models or otherwise exposed.

If you are currently using or considering a paid version of ChatGPT (such as Plus or Teams), we strongly recommend switching to ChatGPT Edu or Copilot for Microsoft 365. Moving your Plus or Teams account to the Edu licence will allow you to transfer your usage history and you will receive a pro-rata refund on your existing subscription.

To order ChatGPT Edu licences, you will need the agreement of your budget approver, and know how many staff you wish to assign licences. Please fill out this form for departments or this form for colleges.

ChatGPT Edu Licences cost £200 per user per year, or £17 per month (a discount to standard paid versions of ChatGPT). Licences are initially offered for 12 months starting from December 2024.

Your department can request any number of licences to be assigned to the user(s) of your choice. These licences can be reassigned within your department at any point following purchase, by contacting the AI & Machine Learning Competency Centre.

Staff will be given support to start using ChatGPT Edu, including access to training sessions, a suite of online resources, and support from OpenAI and the AI & Machine Learning Competency Centre.

If you are currently participating in the ChatGPT Enterprise pilot, you do not need to do anything. Your account will automatically be switched to an Edu account. You will be able to use the account for free until the end of the pilot period in May 2025, when you can make a decision about a purchase.

The Digital Transformation programme has conducted a 6-month review of premium generative AI tools, including giving 250 staff across the University access to ChatGPT & another 300 staff access to Microsoft Copilot. Most staff have found the use of these tools to be highly effective, enhancing and speeding up their University work without reducing accuracy.  

Generative AI tools can be used for increasing your productivity in routine tasks, idea generation, reformatting or rewriting text or other data, creating images and presentations, and understanding and processing large amounts of information. The AI and Machine Learning Competency Centre offers case studies and training as to how best to use GenAI tools.

If you are currently using a paid version of ChatGPT (such as Plus or Teams) or another generative AI tool, we strongly recommend you consider switching to ChatGPT Edu or Copilot for Microsoft 365.

If you are currently participating in the ChatGPT Enterprise pilot, you do not need to do anything. Your account will automatically be switched to an Edu account. You will be able to use the account for free until the end of the pilot period in May 2025 when you can make a decision about a purchase.

Copilot for Microsoft 365 Licences

Copilot for Microsoft 365 is a generative AI-powered tool that can access and process data in your Microsoft applications.

Copilot is integrated into Microsoft 365 apps like Word, Excel, PowerPoint, Outlook, and Teams. It leverages large language models and user-specific data from your Microsoft Graph (like emails, documents, and calendar events) to provide intelligent suggestions, automate tasks, and enhance productivity.

In Word, Copilot can help generate, summarize, or rewrite content. In Excel, it analyses data, builds complex formulas, and creates insights to make data-driven decisions easier. In PowerPoint, it assists with creating slides, suggesting layouts, and even generating text for presentations. In Outlook, Copilot drafts and summarizes emails, helping manage inboxes more effectively. In Teams, it can summarize conversations, outline action points, and track tasks.

Conversations and other data processed via Copilot are not used to train AI models, maintaining user confidentiality.

To order Copilot licences, you will need the agreement of your budget approver. Please fill out this form for departments or this form for colleges.

Copilot for Microsoft 365 Licences cost £26 per user per month. Licences will expire on 31st August 2025. 

Your department can request any number of licences to be assigned to the user(s) of your choice. These licences can be reassigned within your department at any point following purchase, by contacting the AI & Machine Learning Competency Centre.

Staff will be given support to start using Copilot, including access to training sessions, online resources, and support from Microsoft and the AI & Machine Learning Competency Centre.

If you are currently participating in the Copilot for Microsoft 365 Enterprise pilot you will be able to use the license for free until the end of the pilot period in 2025, when you can make a decision about a purchase.

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