Audience: Faculty, staff, graduate assistants/student employees
Directions for: Requesting an AI tool license in the UARK Help Portal
Overview
Use these steps to request an AI tool license for university work in the UARK Help Portal (help.uark.edu). Following this process helps route your request for the correct funding and approvals.
Before you start
- Confirm who the license holder will be (you or another person).
- Know whether your department is funding the license or another department is funding it.
- If available, have the Workday Worktag.
- If required by your department, have a short business justification.
- Be ready to acknowledge these policies and guidelines:
Steps for completing request
- Navigate to help.uark.edu
- If not signed in, click Sign In, and sign on with your UARK account.
- Click the Search field, and type AI Tools Requests . Click the Search button or click AI Tools Requests from the suggested drop down menu. If selected from the suggested drop down menu, skip to step 5.
- Select AI Tools Requests from the search results list.
- Click Request AI Tools button.
- If submitting for yourself, skip this step. If submitting on behalf of someone else, click Requestor/License holder and type in the name or UARK username. Select the name from the drop down menu. NOTE: When submitting on behalf of someone else, that person will get the notification of submission and updates on approval process. Their supervisor will be included in the approval process.
- If your department is funding this license, skip to step 9. If your department is not funding this request, click the check box Another department is funding . NOTE: If this was selected in error, it cannot be unselected. It is best to refresh the webpage to restart the form.
- Click Acct/Dept field and type the name or the 4-letter code of the department. Then select it from the drop down menu.
- For the field, This request is for, select from Faculty, Staff, or Graduate assistant/student employee.
- If your department is funding this license, skip this step. If your department is not funding this request, click in the field Approving Supervisor , type the name or UARK username, and select it from the drop down menu.
- Select the appropriate option for, Select if your role is department or unit head/chair .
- If you are the department head, skip to step 14. If I am not the head or chair of my department or unit is selected, complete the Is your immediate supervisor the head or chair of your department? , by selecting No or Yes .
- Click into the field, Department head/chair or Unit head , and type the name or UARK username. Select it from the drop down menu.
- If funding for the license is not time sensitive, select, No, in the field, Is this funded with a grant or other time sensitive funding source? and skip to step 16. If funding for the license is time sensitive, select Yes in the field.
- Click the Date of funding expiration field, and select the date from the calendar.
- Click into, AI Product Name , and select the AI Tool of Choice from the drop down menu.
- If your department requires justifications for purchasing the license, fill in that information in the Comments and special instructions field.
- If the Worktag is unknown at the time of submission, it may be left blank. It will need to be filled it before final approval.
- IMPORTANT: The AI license holder must understand policies and how to apply them to AI usage.
- Code of Computing Practices
- Data Management, Use and Protection
- Data Classification
- AI Guidelines
- Click the checkbox I have read and understand the terms.
- Click the Submit button.
What's next
Once submitted, a ticket will be created and a ticket notification will be sent to the person identified in the Requestor/License holder field and their supervisor to begin the approval process. This ticket will be updated as it goes through the approval process.
When approved, IT Services will get notification of approval and will assign a license. The AI Tools Request ticket will be updated by the assigning technician, and the licensee will receive a notification of when the license is assigned.
Microsoft 365 Copilot licenses take up to 30 minutes to activate once assigned.
OpenAI ChatGPT Edu licenses will automatically send an email invitation to their UARK account to activate their license. IMPORTANT: If the license holder already uses their UARK account for a private license of ChatGPT, they must prepare their account to join the UARK workspace. Follow these directions: ChatGPT: Transfer personal account to Edu account.
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