Getting Started with Gemini

This quick-reference guide helps Rice Faculty, Students, and Staff rapidly understand Google Gemini by providing a high-level summary, key features, access instructions, official resources, and critical usage restrictions.

 

Note: Gemini Basic is available to Rice Faculty, Students, and Staff. Gemini Pro is currently available only to Faculty and Staff.

https://gemini.google.com/app

  

Google Gemini

Formerly Duet AI, Gemini is an AI assistant tool available to university faculty, staff, and students. The institutional Google Workspace environment provides secure, enterprise-grade private access to Google’s AI models in an environment designed for academic, research, and administrative work.

Conversations within the institutional Google Workspace domain are protected under university data agreements. Prompts and uploaded files are not used to train Google's public AI models, making the workspace an appropriate environment for working with institutional or personal intellectual property, research, writing, or code intended to remain private.

Key Features

Key Features

  • All-in-one AI Assistant: Deeply integrated across Google Workspace apps (Docs, Sheets, Slides, Gmail, Drive, and Meet)

  • Multimodal Capabilities: Processing and generating text, analyzing images, coding, data analysis, and building visual presentations.

  • Custom Gems & Extensions: Create specialized instructions (Gems) and seamlessly access content across Google Drive and Workspace tools.

  • Extended Context Windows: High-capacity context windows for analyzing large research documents, complex spreadsheets, and extensive codebases.

  • Interface Options: Standalone chat interface (gemini.google.com) and embedded side-panel assistance inside Google Docs, Sheets, Slides, and Gmail.

Collaborate, Code, and Design: All with Gemini

  1. Gemini in Workspace (Docs, Sheets, Slides, Gmail): Integrated directly into everyday productivity tools, Gemini allows users to summarize complex document threads, draft email responses, build presentation slides, and generate data formulas in Google Sheets without switching tabs.

  2. Gemini for Developers & Code: Gemini assists programmers and researchers with code generation, syntax debugging, multi-file refactoring, and data processing scripts across Python, R, JavaScript, C++, and SQL.

  3. Gemini Canvas & Visual Design: Gemini can generate images (via Imagen model integration), format structured tables, design slide layouts, and produce visual infographics based on text descriptions or structured data.

Important Data Notice: Google Gemini is not approved for use with Protected Health Information (PHI) or HIPAA-regulated data unless explicitly authorized. Do not enter or upload PHI in Gemini.

Eligibility and Access

Students

Students are eligible for Gemini Basic access at no cost through Rice’s institutional Google Workspace account upon logging in with their Rice credentials.

Faculty and Staff

Faculty and Staff automatically receive Gemini Basic access. For higher usage limits, advanced reasoning models, and expanded Workspace integrations, Faculty and Staff are eligible to upgrade to Gemini Pro (Gemini for Workspace Enterprise / Advanced).

Subscription Tiers

Tier

Availability

Best For

Key Features & Quota
Gemini Basic Students, Faculty, Staff Standard everyday tasks, writing assistance, summarizing documents, basic coding. 

Standard model access (gemini.google.com), standard usage limits, enterprise data privacy. 
Gemini Pro  Faculty & Staff Only Power users, deep research analysis, complex coding, heavy Workspace side-panel integration.

Access to Google’s highest-performing reasoning models, higher rate limits, expanded document context, inline Workspace tools (Docs, Sheets, Slides, Gmail). 

Requesting Access

While Gemini Basic is automatically provisioned for all eligible students, faculty, and staff, Gemini Pro requires an assigned license for Faculty and Staff.

Interested in upgrading to Gemini Pro?

Faculty and staff can request a Gemini Pro license by submitting a ticket to IT Help help@rice.edu

Using Gemini Securely and Restrictions for Use

To verify that you are using the university-protected Google Gemini instance, look for the Data Protection / Enterprise badge when signed in:

  1. Navigate to https://gemini.google.com/app in your browser.

  2. Check the top-right or lower-left corner to confirm you are signed in with your official Rice university email account (user@rice.edu).

  3. You will see a clear blue shield icon with the Google "G" logo or a lock emblem confirming active data protection. The lock/shield icon next to the prompt in a Gemini AI chat indicates that your conversation has enterprise-grade data protections.

Note: Only conversations initiated while logged in with your official institutional account are protected under the enterprise data protection agreement. Personal Google accounts (@gmail.com) do not share these enterprise privacy guarantees.

AI Responsible Use Policies

Review the following guidelines for safe and ethical AI usage:

Restrictions for Use

  • Academic & Professional Use Only: University Gemini accounts are provided strictly for university-related activities, including academic coursework, teaching, research, and administrative operations. Personal commercial use is prohibited.

  • Sensitive Data Restrictions: Google Gemini is not approved for use with HIPAA-regulated data (PHI). Always follow institutional compliance guidelines when working with sensitive information. If you are unsure whether your data contains regulated content, consult the appropriate office below:

HIPAA / Health Data Office: Information Security Office security@rice.edu
Institutional Registrar (FERPA): Office of the Registrar ferpa@rice.edu
Information Security Office (PII/Sensitive Data): Information Security Office security@rice.edu
Ethics, Compliance and Enterprise Risk: compliance matrix

Resources and Support

For New Users

Faculty and staff can request a Gemini Pro license by submitting a ticket to IT Help help@rice.edu

Once your account or license is configured, follow these steps to access Google Gemini using your institutional single sign-on (SSO).

  1. Receive Confirmation Email: You will receive a welcome/activation email from IT Services introducing the platform.

  2. Review the AI Responsible Use Policies: See Article: "Google Gemini: Using Gemini Securely and Restrictions for Use" 

  3. Access Google Gemini: Navigate to gemini.google.com.

  4. Enter University Email: Type your full institutional email address (user@rice.edu) and click Continue.

  5. Authenticate via Single Sign-On (SSO): You will be redirected to the institutional login page. Enter your primary university login credentials and complete Multi-Factor Authentication (MFA) if prompted.

  6. Verify Security Badge: Once logged in, confirm that your university account is active in the top-right corner and that enterprise data protections are indicated.

Resources for Current Users

Google-Provided Support & Learning

Rice University IT Support

    The TS&S Service Desk is your central contact for IT support and troubleshooting, and our goal is to provide you with an excellent service experience!

    We offer both in-person and remote support services, and all requests are associated with a support ticket. 

    *After-hours support available for urgent issues, please call.

    FAQ

    Frequently Asked Questions

    Question

    Answer

    1. Is this workspace approved for use with HIPAA & FERPA data?

    • HIPAA (PHI): Not approved. Do not enter or upload Protected Health Information into Gemini.

    • FERPA (Student Records): Approved under the enterprise Google Workspace agreement, provided standard data handling guidelines are followed.

    2. Does the university monitor my chats?

    Not routinely. Prompts and responses are private to your individual account. Usage metrics and metadata may be audited by IT administrators for security, compliance, and license allocation purposes.

    3. Does Gemini support text, images, and code in one session?

    Yes. Gemini is natively multimodal and can process text prompts, evaluate uploaded images/documents, write and execute code, and visualize structured data in a single continuous thread.

    4. How do I import saved external chat conversations (e.g., ChatGPT) into Gemini?

    Gemini does not feature a direct automated import tool for external AI chat histories. You can import past work manually using two methods:

    • Option 1: Add to a single chat session: Start a new chat at gemini.google.com, click the + (Upload file) icon, upload the exported PDF or text file of your previous chat, and ask Gemini to review or continue from that context.

    • Option 2: Create a Custom Gem (Recommended for ongoing reference): Go to the Gems manager in Gemini, create a new Gem, and paste your core rules, guidelines, or archived chat context directly into the System Instructions or uploaded reference files.

    5. Is my data used to train Google’s AI models?

    No. Under the university’s Google Workspace enterprise terms, prompts, responses, and uploaded documents stay within your domain and are not used to train Google’s foundation models or shared with outside entities.

    6. Can I use the Gemini mobile app securely?

    Yes. Download the official Google Gemini app (or Google App on iOS) and ensure you sign in using your university email address. Verify that enterprise protections are active.

    7. Can I use Gemini securely in a web browser?

    Yes. Navigate to gemini.google.com or use the embedded side panels directly within Google Docs, Sheets, Slides, or Gmail while signed into your institutional browser profile.

    8. When would I lose access to Gemini?

    Access may be modified or revoked if you leave the university, lose active student/employee status, violate the Acceptable Use Policy, or if your department cancels a Gemini Pro license allocation.

    9. What features are included in Gemini Pro versus Gemini Basic?

    Gemini Basic includes full access to the standard web chat interface. Gemini Pro expands this with higher capacity quotas, access to advanced reasoning models, and embedded AI assistance directly inside Workspace applications (such as "Help me write" in Docs/Gmail or data organization in Sheets).

    10. Can Gemini access current web information?

    Yes. Gemini utilizes Google Search grounding to retrieve real-time web information, cited sources, and up-to-date factual data when answering queries.

    11. How long does Gemini retain chat history?

    Enterprise chat history retention is set by institutional policy. By default, chat history is retained for 18 months unless manually cleared by the user or modified by administrative policy.

    12. What happens if I already have a personal Google/Gemini account?

    Your university Google Gemini account operates entirely separate from any personal Google Account (@gmail.com). Data, chats, and custom Gems created under your university login do not mix with personal accounts.

    13. How can I view my usage limits?

    In Gemini, click your Account Profile icon in the upper right corner to view your current tier (Basic or Pro) and access subscription settings.

    Note: Gemini Basic is available to Rice Faculty, Students, and Staff. Gemini Pro is currently available only to Faculty and Staff.

    To the top


    Keywords:
    Google Gemini, Gemini, Google AI, Artificial Intelligence, AI, AI Tools, Large Language Models, LLMs, Google Gemini Access, Gemini Pro, Gemini License, Responsible AI, AI Policy, AI Policies, AI Data Privacy, AI Guidelines, AI Sensitive Data, Data Security, AI FERPA, AI HIPAA, Google Gemini, Gemini, Google AI, Artificial Intelligence, AI, AI Tools, Large Language Models, LLMs, Gemini Help, Gemini Training, Gemini question, Gemini FAQ
    Doc ID:
    164329
    Owned by:
    Elisa C. in Rice U
    Created:
    2026-09-21
    Updated:
    2026-09-22
    Sites:
    Rice University
    Clean URL:
    https://kb.rice.edu/getting-started-with-gemini