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Gemini Advanced Artificial Intelligence is Google's AI tool that is approved for use by State of Colorado employees. Gemini is a multimodal system that can comprehend and generate various types of data, including text, images, videos and audio, along with understanding other forms of data.
This page provides information about how to request a Gemini license, required training that employees must take before being granted a license, and help resources to get licensed users started.
Questions
Questions
Request a Gemini Advanced License
Request a Gemini Advanced License
This is a two-part process:
Step 1: Employee Emails Appointing Authority to Request Approval
Step 1: Employee Emails Appointing Authority to Request Approval
CDOT employees who wish to request a Gemini Advanced license must obtain approval by emailing their Appointing Authority to request a license. Be sure to explain your business need for requesting Gemini Advanced AI. Find your Appointing Authority.
Step 2: Appointing Authority or Delegate Submits Google Form for Approved Employees
Step 2: Appointing Authority or Delegate Submits Google Form for Approved Employees
The Appointing Authority or approved delegate (i.e., assistant) completes this Google Form to request a license for approved employees. This request assigns training to the employee. After the employee completes training, OIT will provision the license.
Note: Only the Appointing Authority or their approved delegate submits this form.
Required Training: Responsible AI for Public Professionals: Using Generative AI
Required Training: Responsible AI for Public Professionals: Using Generative AI
After the "Request a Gemini License" form is submitted by the Appointing Authority or their approved delegate, approved employees will be assigned the CDOT - Generative AI Training for Approved Gemini Users curriculum, which contains the "Responsible AI for Public Professionals: Using Generative AI at Work" training, in the State of Colorado Learns Training Portal. Employees will not receive your Gemini Advanced license until they complete this training.
Note: This training references a variety of AI platforms used by government and public sector employees. At the State of Colorado, we only use Gemini Advanced. All other generative AI tools are prohibited at the state.
Supplemental Guidance for Gemini Advanced Training: This document provides supplemental information to the required OIT training for accessing the Gemini, Responsible AI for Public Professionals: Using Generative AI at Work, training.
Guidelines for Using Gemini Advanced
Guidelines for Using Gemini Advanced
At the State of Colorado, the free version of Gemini has not been approved for use. Access to Gemini is limited to only the Advanced paid version with a Gemini Advanced license. Gemini for Google Workspace features and the Gemini Advanced side panel can be found throughout and integrated directly into the Google Workspace services.
Following is a synopsis from both OIT's and Google's guidance regarding use of Gemini Advanced:
Gemini Advanced and Google Drive:
Gemini Advanced has the same level of security as Google Workspace. Use the same security considerations as when you use Google Workspace.
Gemini Advanced has access to files in Drive based on Drive permissions. What you have access to in Drive is what Gemini has access to and can generate responses based upon.
How data is used by Gemini:
At the State of Colorado, the Gemini Advanced web app, side panel and Gemini Advanced integrated tools in Google Workspace use information in your current interaction for context.
Data generated by the State of Colorado employees will not be used to train Google’s Large Language Model (LLM).
The Gemini side panel and Gemini tools in Google Workspace will not retain data once the panel is closed or the interaction has finished. The Gemini Web App will retain data for 18 months.
Important:
Do not input sensitive data directly into Gemini Advanced conversations. Upload files or connect to relevant documents from your Drive instead. Refer to the Google Gemini Advanced Guide for details on what sensitive data types can and cannot be uploaded in Gemini.
As with any technology, adhere to the statewide Acceptable Use Policy.
Anything entered into Gemini Advanced is subject to the Colorado Open Records Act (CORA).
To learn more, review these resources:
Help & Training Resources for Licensed Users
Help & Training Resources for Licensed Users
Explore and learn about Gemini AI usage and how you can maximize its tools. The following training is available from the Office of Information Technology and available on State of Colorado Learns.
OIT Resources
OIT Resources
This guide discusses how the state is dedicated to leveraging AI to improve public services and foster innovation while balancing the risks.
Review the guide for the State of Colorado policy as well sa governance and agency responsibilities.
OIT has a variety of resources plus several GenAI Learning Sessions to share tips and tricks with state employees on using GenAI safely and effectively.
Topics include privacy, AI as an intern, summarizing policy, CORA, accessibility and more.
OIT a variety of resources plus two advanced trainings:
Welcome to Gemini: Covers general AI literacy, how to use the tool and prompting concepts
Everyday with Gemini: Google Workspace and Gemini, enhancements, prompting concepts and discussions
The benefits and uses of Gemini are vast and growing. As Gemini continues to be explored, OIT will document use cases here.
This learning path teaches you Gemini's key features in the Google Workspace.
Linkedin Learning Training
Linkedin Learning Training
In this playlist, you will find the following LinkedIn Learning courses to assist in your understanding of the uses of Gemini AI.
Ethics in the Age of Generative AI
Building with Google Gemini Advanced and Ultra
Google Gemini: Get Started with Google's AI Assistant
Empower Your Productivity with Google Gemini
Learning Google Gemini for Business Analysis
Prompt Engineering with Gemini
Multimodal Prompting with Google's Project Gemini
With the following courses, coding basics and provide direction on Gemini AI tools and processes when creating API keys and connecting to JavaScript.
Getting Started with the Google Gemini API
Nano Tips for Using Google
Build an Image Captioning Tool With Gemini
Programming with the Gemini Flash AI
Gemini 1.5 Pro API
Advanced Gemini for Developers
Gemini for Google Cloud
In LinkedIn Learning course, explore the versatility of Google Drive. This training covers the benefits of using AI features through Google Gemini for summarizing and querying documents.
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