AI at Lund University
Artificial intelligence (AI) has emerged as a powerful tool capable of simplifying and improving many elements of daily work. This page provides information on the potential applications of AI in the workplace.
Whether you work in research, teaching, administration or communication, AI tools can help you write texts, analyse information, generate ideas and automate routine tasks.
Microsoft Copilot
Lund University has purchased Microsoft’s Copilot as a generative AI tool. You can access Copilot using your regular Microsoft 365 login.
Copilot is part of Microsoft 365, which also includes software such as Outlook, Word and Excel. Whether you work in administration, teaching, research or communication, you can benefit from Copilot at work.
Here are a few examples:
- Generating texts: Creating (draft) news articles, project plans, reports or web content.
- Summarising: Extracting the most important points from long articles or reports and condensing into easy-to-understand bullet points.
- Developing ideas: Brainstorming course or lesson plans based on the syllabus.
- Obtaining management information: Getting suggestions for actions or priorities based on the information gathered.
- Generating images: Creating AI-generated images for lectures or other presentations using prompts. (Read Visual content using AI for advice on AI-generated images.)
Getting started with Copilot
Copilot is available as part of the full Microsoft 365 package and can be accessed in different ways within the various applications, depending on your licence (see below). Copilot Chat is an interface that is not directly linked to any particular application, and is similar to other generative AI tools such as ChatGPT.
- Go to m365.cloud.microsoft (opens in new window)
- To log in, enter your Lucat ID followed by @lu.se.
- Once you are logged in, you will see a green shield icon in the top right corner. While it is visible, you can use Copilot with Microsoft’s data protection for business. However, when it comes to personal and organisational data, think carefully about what you share and whether it should be shared at all.
Several different versions of Copilot
- All LU employees who are logged in as described above have Copilot Web. Copilot Web works directly in your browser. It can help you search for information, write texts, translate, explain difficult concepts or brainstorm ideas. There is no need to install anything – just start typing.
- Copilot Work is like a digital colleague built into Microsoft 365. You can apply for it via Lucat following the same procedure as for other software licences. Copilot work is built into Microsoft 365, which means that it can help you draft emails, create documents, make summaries, analyse data in Excel and much more. Take the opportunity to acquire a license during 2026, as the university has purchased a number of M365 Copilot licenses centrally, making them free of charge for individual departments. If you take advantage of this offer, you are encouraged to complete the course 'Copilot for the Curious' (Copilot för nyfikna) in the Professional Development Portal (Kompetensportalen).
DeepL
DeepL is an AI-based translation tool that provides fast, high-quality translations, primarily from Swedish into English. Lund University (LU) has purchased 200 licenses, which will be distributed to staff across faculties and departments over a one-year period.
Advantages of an LU License
- More secure information environment: Your translations are handled within the university’s domain.
- Enhanced quality: The tool is tailored with LU-specific terminology through customized glossaries.
- Professional support: The translation team helps you get the most out of the tool.
How does it work?
If you have been assigned a DeepL license, you will receive information directly from Translation and Language Services on how to log in and get started. Your license includes:
- Access to customized glossaries
- A general LU glossary to start with.
- Support from the translation team to create customized glossaries based on your needs.
Need help?
LU's in-house translation team offers free support for creating and maintaining glossaries, as well as guidance on the best ways to use AI for translation.
Contact: oversattning [at] legal [dot] lu [dot] se (oversattning[at]legal[dot]lu[dot]se)
Tips for using AI/machine translation
ChatGPT
ChatGPT Edu is not yet available at LU. You will find information on how to apply for a license and login instructions here as soon as the Lucat connection is live.
ChatGPT will soon be available free of charge to the university's teachers and researchers for one year via ChatGPT Edu. This provides access to powerful generative AI support for analysis, problem-solving, and development work – within a more secure environment tailored for academic activities.
Focus on security and privacy
A crucial difference compared to the public free versions is that data, conversations, and uploaded files are not used to train the AI models. This is a prerequisite for responsible use within the university.
You apply for your ChatGPT license via Lucat. ChatGPT is free of charge during 2026. Upon completion of the SSO implementation, a guide on how to acquire a license will be linked here.
The ChatGPT licenses are primarily intended for teachers and researchers. Administrative staff are already offered M365 Copilot, but may also be granted access to ChatGPT if there is a specific need.
The ChatGPT Edu licenses are not available to students.
Instructions on how to log in will be posted here shortly.
When you are logged in to ChatGPT, you will see your name and Lund University along with the LU logo at the bottom left corner of the screen.
Yes. ChatGPT is purchased and approved for use in service.
Yes, ordinary personal data (e.g., name, email address, job role) may be used in work‑related contexts. Always apply the principle of data minimization, meaning you only enter personal data when truly necessary.
You may not write or upload sensitive material or sensitive personal data according to GDPR, such as:
- health information
- ethnic origin
- political opinions
- religious beliefs
- trade union membership
- sex life or sexual orientation
- biometric or genetic data
You may also never upload medical information regardless of confidentiality status. If your case contains such data, you must use other approved systems.
No. Classified information must never be shared with ChatGPT, in text or files.
Examples of prohibited content:
- Cases concerning students or staff (e.g., disciplinary matters, suspected cheating, rehabilitation cases, recruitment documents prior to decision, internal work environment investigations)
- Research material under confidentiality (e.g., research data linked to individuals, interviews or survey responses from ethically reviewed studies, material covered by confidentiality agreements)
- Security and IT‑related information (e.g., login credentials, security routines, IT incidents, or system descriptions that could be exploited)
If you are unsure whether the material is confidential, do not upload it to ChatGPT—use fictional or anonymized examples instead.
Yes. ChatGPT may create so‑called “hallucinations,” i.e., incorrect statements or invented facts. You are always responsible for what you produce even when using ChatGPT as support. Always ensure the material meets requirements for correctness and academic integrity.
Yes, but only if the files do not contain sensitive material, sensitive personal data, large amounts of personal data, or classified content. You are always responsible for judging whether the file content is appropriate.
When creating images, video, or other media in ChatGPT, clearly state that the material is AI‑generated, especially if it could be perceived as authentic.
Recommendations:
- Add a clear label such as “Image created with AI” or “This video material is AI‑generated”.
- Avoid creating AI images or video of real people in ways that could be misinterpreted as genuine.
- Do not create content that may mislead, be confused with documentation or evidence, or obscure its origin.
Transparency is important both for trust and to avoid legal misunderstandings.
Yes, but you should always quality‑assure the result, adjust language, ensure legal accuracy, and avoid violating copyright when processing external material.
No. When you are logged in with your LU account, your uploaded material is not used to train, improve, or further develop ChatGPT.
If you are unsure, you can contact the ChatGPT system administrator at Lund University at adhoc [at] rektor [dot] lu [dot] se.
You can also ask your question in the Teams channel ‘ChatGPT-hotline’: ChatGPT-hotline | Digitalisering och AI vid LU | Microsoft Teams, which is available through the Team ‘Digitalisering och AI vid LU’: Allmänt | Digitalisering och AI vid LU | Microsoft Teams.
Policy on generative AI at Lund University
Lund University has established a policy providing guiding principles on how generative AI may be used within the organization to enhance the quality of education and research. The purpose is to create a common foundation for a responsible, ethical, and transparent approach where technology supports, but does not replace, human expertise. The key principles for you as an employee are:
- You are always responsible for the content: You bear the responsibility for all material you produce and disseminate, regardless of whether generative AI was used as support. You must ensure that the content is accurate and free from bias.
- Requirement for transparency: You must be open about when, how, and why you use generative AI, and inform the recipient whenever they engage with content created with the help of this technology.
- Use secure tools: To comply with privacy and security laws, you should primarily use tools that have been procured or are available through existing license agreements.
Policy on Principles for the Use of Generative AI at Lund University (pdf)
Contact
Do you have general questions about digitalisation and AI at Lund University?
adhoc [at] rektor [dot] lu [dot] se (adhoc[at]rektor[dot]lu[dot]se)
AI Training for Employees
To get started with AI at work, you can take the Grunderna i AI (Basics of AI, in Swedish) via Kompetensportalen.
Generative AI tools in teaching
The Unit for Educational Services offers information and guidance on generative AI tools in teaching
AI Lund
AI Lund is the University's network working to understand, explain and improve education, research and external engagement around AI.