Using Claude at Seattle University
Seattle University has approved several AI tools to help faculty and staff work and learn more effectively. This guide explains what tools are available, who can access them, and how to use them responsibly.
AI tools can be helpful for drafting, brainstorming, summarizing, organizing information, and learning new concepts. However, they should be used thoughtfully. AI should support human judgment, not replace it.
Who is this guide for?
This guide is for all SU faculty, staff, and students. Where access is limited to a specific group, it is clearly noted.
Data and Privacy
Before using any AI tool, there are a few important rules to keep in mind. These apply to everyone at SU:
Do not share sensitive or confidential information. This includes student records, FERPA-protected data, financial data, or anything marked confidential, such as sensitive emails or contracts.
When in doubt, leave it out. If you are unsure whether information is sensitive, assume it is and do not share it.
Use the institutional license, not a personal one. SU's licenses come with data protection agreements that personal or free accounts do not have.
Always review AI-generated content before using it. AI tools can confidently produce incorrect information. You are responsible for verifying what they produce.
Personal AI Accounts
Even if a tool like Claude or ChatGPT is available for free, using a personal account for work-related tasks does not carry the same data protections as the institutional license. Always use your SU account when available.
A Note on Thoughtful Use and Sustainability
AI tools require computing resources, energy, and infrastructure. While AI can save time and improve access to information, it should still be used thoughtfully.
Responsible AI use means asking whether AI is actually needed for the task. Use AI when it adds real value, not as the default for every task.
This approach supports SU’s values of sustainability, care for the whole person, and responsible service to students and the broader community.
Claude
Claude is an AI assistant made by Anthropic. Think of it like a smart writing partner, you can ask it questions, get help drafting emails or documents, brainstorm ideas, summarize content, and much more. It can be very helpful, but its output should always be reviewed by a person before it is used.
Who has access?
Claude is available to eligible faculty and staff through SU's institutional Team license. Students do not currently have access through SU's license.
What can I do with Claude?
Here are some common ways SU faculty and staff use Claude:
Draft and edit emails, reports, or other written documents
Summarize long documents or articles
Brainstorm ideas or outline a project
Answer questions and explain complex topics in plain language
Help structure data, write formulas, or think through problems
How to use Claude and Various Functionalities
This is the homepage of the Claude website. Just pick your model, type your question or task, and hit enter or click the send message button to start a conversation.
Different Models and Effort Level Selection
Anthropic offers different Claude models, similar how ChatGPT has different models to pick from (Fable 5, Opus 5, Opus 4.8, Sonnet 5, Haiku 4.5), each better suited for different levels of task complexity. Along with picking a model, you can also set the Effort level (Low, Medium, High, Extra, Max), which controls how thorough you want Claude to be. Keep in mind effort customization isn't available on every model.
Also, depending on SU's licensing, some models might not be available to you. The model and effort you choose affects how fast you burn through your usage limit, so heavier models or higher effort settings use it up quicker. General rule of thumb: use a lighter model or lower effort for simple, everyday questions, and save the more powerful models or higher effort settings for complex tasks.
Attaching Files and the “+” Menu
Click the plus icon in the chat box to give Claude more to work with. If you have work documents you want Claude to look at, you can upload files or photos. For example, upload an Excel sheet and Claude can build graphs and other visualizations from it. Claude can also read Word docs and PDFs, create them, and review PowerPoint files.
There are more advanced options too, like plugins and pulling files straight from GitHub, which are worth exploring on your own. You can also toggle Web search on or off depending on whether you want Claude searching the internet for your request.
Sidebar Navigation
This gives you access to Claude's main sections: New chat to start fresh, Chats for your conversation history, Artifacts for saved documents or code, Customize for personal preferences, and Starred plus Recent conversations for quick access.
Projects
Projects let you set up a dedicated workspace for a specific topic or task. You can upload a batch of related files and add custom instructions so Claude has context from everything in that project every time you chat within it.
This is handy for ongoing work where you don't want to keep re-uploading files or re-explaining things. It is recommended to do more research on this as this is a very powerful and handy feature if you are going to be using Claude extensively in your work.
Accessing Claude
Web (Recommended): Visit http://claude.ai and sign in using your email address. This is the simplest way to get started.
Claude Desktop App (Conditional Approval): A desktop version of Claude is also available but requires prior approval. To use it, you must:
Provide a reason why you need the desktop-specific version
Disable the "Help improve Claude" data training toggle: go to Settings > Privacy > find "Help improve Claude" > turn it off
Claude Cowork – High Risk
Claude Cowork is an add-on that allows Claude to read, modify, and create files directly on your computer. It is currently classified as high-risk. Please contact ITS before installing or using this feature.
Do I Need a Claude Pro/Intuitional License?
Not everyone needs SU's institutional Claude Pro license. If you only use Claude occasionally like a few questions here and there, the free personal version may be enough (just remember: never with sensitive or SU-confidential data, see Data and Privacy above).
Ask yourself: do I use Claude regularly as part of my actual job? If yes, request a license. If you're mostly curious or experimenting, try the free version first.
Since institutional licenses are a departmental cost, ITS asks that requests come with a specific, regular use case, not general interest. This keeps licenses going to the people who'll actually use them and keeps costs sustainable for departments.
Getting Access to Claude Pro
SU's institutional licenses are a departmental cost and are intended for regular, meaningful use.
To request a license:
Make sure you have a clear use case in mind
Contact ITS to request access, you will receive an invitation from Anthropic by email
Already have a Claude account under your SU email?
If you already have an existing Claude account tied to your SU email address, contact ITS before requesting a new license to avoid migration issues.
API Access
API access (for developers building integrations) is not included in the institutional license and must be purchased separately.
Claude Add-Ins for Excel and PowerPoint
Claude add-ins are available for Microsoft Excel and PowerPoint, allowing you to use Claude directly inside those applications. The add-ins are free and separate from the Claude Pro license.
Students: Add-ins not available
Claude add-ins for Excel and PowerPoint are not currently approved for student use.
How To Request Access to Add-Ins
Add-in access is managed through a separate approval process. To request it:
Visit the SU access request portal: https://myaccess.microsoft.com/@redhawks.onmicrosoft.com#/access-packages
Submit a request for the Claude Add-Ins access package
Once approved, the add-ins will become available in your Microsoft 365 applications
If you previously had access to the Claude add-ins and can no longer find them, this is expected. Access was recently moved to this new request process. Submit a request through the portal above to restore access.
A note on accounts:
The add-ins will connect to whichever Claude account you sign in with. If you have a Claude Pro license through SU, use that account. If you do not currently have a Claude Pro license with SU, ITS will review your request before granting access.
Responsible Use Reminder
AI tools can be very helpful, but they are not perfect. They can make mistakes, invent information, misunderstand context, or produce content that sounds correct but is not.
Before using AI-generated content, always review it for:
Accuracy
Privacy concerns
Bias or unfair assumptions
Tone and professionalism
Missing context
Alignment with SU policies and values
AI should help us work more effectively while still protecting privacy, learning, trust, sustainability, and care for the people we serve.
Last updated: July 2026