Getting Access to AI Tools

What You Already HaveYou already have AI at Barry — sign in today, or request a license when your work needs more.

Free versions of Barry’s recommended AI tools are available to everyone — covered by Barry’s campus agreements with enterprise data protection. Your conversations aren’t used to train the models. Just sign in with your Barry account.

Faculty & Staff

Microsoft Copilot (chat)Included. Copilot chat with enterprise data protection — drafting, summarizing, file analysis. Approved for University data.

Sign in: copilot.microsoft.com with your Barry email.

Google GeminiIncluded. Gemini for Education via Barry’s Google Workspace — chat, Gemini Notebook study packs, Deep Research. Approved excluding PHI.

Sign in: gemini.google.com with your Barry account.

Students

Google GeminiIncluded. Gemini for Education with your Barry Google account — study guides, practice sets, Gemini Notebook, research help.

Sign in: gemini.google.com with your Barry account.

Microsoft Copilot (chat)Included. Copilot chat with data protection when you sign in with your Barry account — your chats stay private and protected.

Sign in: copilot.microsoft.com with your Barry email.

In class: your instructor’s syllabus sets the rules for coursework — check it before using AI on assignments.

Paid LicensesRequesting Licenses for AI Tools

If your work needs a paid license for an approved AI tool, submit a request through TeamDynamix. Your Budget Manager approves the cost, IT Business Operations handles the purchase, and the license is assigned to you — here’s how it works.

How the Request Process Works

number 1 IconSubmit Your Request

Complete the AI License Request Form in TeamDynamix. Select the tool, describe how you’ll use it, and identify your Budget Manager.

You

number 2 IconBudget Manager Approval

Your Budget Manager reviews the justification and confirms funding for the request.

Budget Manager

number 3 IconQuote & Purchase

IT Business Operations obtains a vendor quote, confirms the final cost with your Budget Manager, and completes the purchase.

ITBusOps

number 4 IconLicense Assigned

Your license is activated and assigned to your account. You and your Budget Manager receive confirmation.

IT

Before you start, have ready: the tool you need, a brief business justification, the number of licenses, and your Budget Manager’s name. License costs are charged to your department’s budget.

Approved AI Tools & License Costs

ToolApproved UseLicense TypeEst. Annual Cost*
Microsoft 365 CopilotRecommendedAll University dataIndividual$216 / user
Google AI Pro for EducationUniversity data (no PHI)Individual$240 / user
ChatGPT Team (OpenAI)University data (no PHI)Individual$240 / user
Claude Team (Anthropic)University data (no PHI)Individual$300 / user
Fireflies.aiMeeting transcriptionIndividual$120 / user
Grammarly BusinessText proofreading onlyIndividual$150 / user
Adobe FireflyImage/video editing (no sensitive data)Individual$240 / user
Canva ProImage/video editing (no sensitive data)Individual$150 / user
PixlrImage/video editing (no sensitive data)Individual$60 / user
Perplexity ProResearch & web search (no sensitive data)Individual$200 / user

*Prices are approximate and subject to change. The final price is confirmed via vendor quote before purchase.

Ready to request a license?

Submit the AI License Request Form in TeamDynamix. Requests are typically processed once your Budget Manager approves funding.


Last reviewed: August 2026

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