Yale data use with AI disclaimer

When working with AI tools, it is imperative that you are protecting Yale’s data – to do so, you must ensure you are logging in and using the following process if you are using Yale data with Google Gemini.

Yale recommends – if you are using Gemini – to only while signed in with your Yale Google Workspace (EliApps) account to ensure that all interactions are secure and compliant with Yale’s moderate risk data requirements. When using Gemini with your Yale account, your data will not be used or retained by Google for any purpose, including further training of AI algorithms. In addition, your queries are not available to anyone else at Yale.

 

What is Google Gemini (Free tier)?

Google Gemini's free tier is an AI assistant designed to enhance productivity and creativity. It can be used for tasks such as drafting emails, summarizing documents, and generating creative content. By leveraging its capabilities, users can save time and effort while ensuring clear and professional communication.

Here’s what you can do with it:

• Generate Text Responses: Help you write emails, reports, or any text, using its understanding of language and context.
• Create Images: You can describe an image you need in plain language, and Gemini will generate it for you using its own AI model for image generation.
• Chat with Uploaded Documents: You can upload documents or images directly into the chat. Gemini can then help you by extracting information, answering questions about the content, or assisting with document-based tasks.

Details

Availability: This tool is available to staff, faculty, and students at Yale (provided that they are above 18 years of age).

Pricing: Free to students, faculty and staff.

Privacy and Protection: The tool includes privacy and protection measures to ensure data security. It is approved for moderate risk data when signed in with your Yale Google Workspace (EliApps) account. If you sign in with a personal Google account, the tool is approved for only low risk data. For more details about privacy, please refer to Google’s Privacy hub.

Google Gemini (Free tier) Features

• Chat Limit: Gemini operates under a sliding capacity model, meaning your usage is tracked in the background and limits are triggered based on:
  • Prompt length and complexity
  • Number and size of uploaded files
  • Use of advanced tools (e.g., Deep Research, code folders)
  • Accumulated token count per session 1

Invisible quota: Users are not shown a specific counter. Instead, Gemini will notify you with messages like: "You've reached your capacity, try again later."
Cooldown periods: After hitting a limit, you typically will get a message indicating when you will be able to continue chatting again.

• File Upload: Gemini can analyze the content of files you upload into the chat box.
  • Maximum files per prompt: 10
  • Maximum size per file: 100 MB
  • For videos, the max size is 2 GB per video. Max duration is 5 minutes total per prompt.

• Transparency: All responses from Gemini include verifiable citations for transparency. 
• Microphone: With Gemini’s speech capabilities, you can communicate by speaking to it instead of typing.
• Persistent Chat History: Gemini automatically saves your conversations, allowing you to revisit and continue them later. Chats are automatically titled based on their content, but you can rename them or delete individual conversations. For more help with chats see the full chat user guide.
• Conversational Memory: Remembers useful facts you share (like preferences or recurring tasks) to personalize future interactions.
• Natural Language Programming: Converts plain language into code, formulas, or automation scripts (especially useful in Excel, Power Automate or programming languages).

 

How to Access

Access Google Gemini here and log in with your Yale Google Workspace (EliApps) account. If you do not currently have a Yale Google Workspace (EliApps) account, and cannot sign in, you can contact the ITS Help Desk to have an account created.

Support and training

For questions on using Google Gemini and access to training materials please refer to Google’s Generative AI training & help page.