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License Requests

License requests track individual user access to AI tools. Each request links a MyID to one or more AI tool licenses.

Viewing License Requests​

From Submission Details​

  1. Open a submission from the Dashboard
  2. Scroll to the License Requests table
  3. See all requests associated with that submission

All License Requests Page​

  1. Navigate to License Requests in the menu
  2. View all license requests across submissions
  3. Use filters to narrow results

License Request Information​

Each request contains:

FieldDescription
MyIDUGA identifier for the user
CopilotGitHub Copilot license (TRUE/FALSE)
GeminiGoogle Gemini license (TRUE/FALSE)
ChatGPTOpenAI ChatGPT license (TRUE/FALSE)
ClaudeAnthropic Claude license (TRUE/FALSE)
SubmissionParent submission reference
CreatedDate the request was created

Searching and Filtering​

Search by MyID​

Use the search box to find requests by MyID:

  • Partial matching supported
  • Case-insensitive

Filter by License Type​

Filter to show only requests with specific licenses:

  • Copilot only
  • Gemini only
  • ChatGPT only
  • Claude only

Filter by Submission​

Filter requests belonging to a specific submission.

Editing License Requests​

  1. Navigate to the license request (via submission detail or search)
  2. Click the Edit icon
  3. Toggle licenses on/off
  4. Click Save
note

You cannot change the MyID of an existing request. To change a MyID, delete the request and create a new one.

Deleting License Requests​

  1. Find the license request
  2. Click the Delete icon
  3. Confirm the deletion
warning

Deletion is permanent and cannot be undone.

MyID Uniqueness​

The system enforces that each MyID can only have one license request:

  • Across all submissions: A MyID cannot appear in multiple submissions
  • Prevents duplicates: Attempting to add a duplicate MyID returns an error

Why Uniqueness Matters​

  • Billing accuracy: Each user should only be billed once
  • License tracking: Clear ownership of each license
  • Audit compliance: Clean records for auditing

Resolving Duplicates​

If you need to add licenses for an existing MyID:

  1. Search for the existing request
  2. Edit that request to add more licenses
  3. Or coordinate with the owning department

License Types​

GitHub Copilot​

AI-powered code completion and suggestions in IDEs:

  • Works in VS Code, JetBrains, Neovim
  • Code generation and documentation
  • Chat interface for coding questions

Google Gemini​

Google's AI assistant:

  • General-purpose AI assistant
  • Integration with Google Workspace
  • Multi-modal capabilities

OpenAI ChatGPT​

OpenAI's conversational AI:

  • ChatGPT Plus subscription
  • Advanced reasoning (GPT-4)
  • Code interpreter and plugins

Anthropic Claude​

Anthropic's AI assistant:

  • Claude Pro subscription
  • Long context windows
  • Strong safety features

Export License Requests​

Export license request data:

  1. Apply any desired filters
  2. Click Export
  3. Choose format (Excel or CSV)
  4. Download includes:
    • All visible license requests
    • Submission information
    • Flattened for easy analysis