KI 3215 Declare yourself Microsoft Copilot for M365 ready

2026-03-26

Before you can request a Copilot for Microsoft 365 license, you must have control of your data, understand how Copilot works, and follow UiB’s requirements for information security and privacy.

The items below match the checkboxes in the user declaration form at UiBtilgang.

1. I have control of my files and data

To use Copilot safely, you must have your own work areas in order:

Files are tidy, updated, and stored in the correct location
OneDrive is used for personal work; Teams/SharePoint for shared work
You know what is shared, and with whom
You have removed outdated documents and duplicates

We recommend that you take a “cleanup round” in your OneDrive and delete files you no longer need.

2. I know what access I have in Microsoft 365

You must be aware of:

Which teams, channels, sites, libraries and shared mailboxes you have access to
That Copilot can use any data you have access to

We recommend reviewing which Teams you are a member/owner of in Microsoft Teams.
In the Outlook client (Outlook Classic), shared mailboxes are automatically connected and appear in the menu on the left.

3. I classify my files

Correct classification is necessary for safe Copilot use.

Use UiB’s classification levels: Open / Internal / Confidential
Sensitive data must be classified as Confidential
Note: Files labeled Restricted or Copilot – Exclude are not used by Copilot for Microsoft 365

During your OneDrive cleanup, we recommend marking any files that Copilot should not use as Restricted or Copilot – Exclude.
Read more about classification in UiB’s storage guide and in KI 1111.

4. I follow UiB’s requirements for privacy and information security

You must:

Know UiB’s rules for processing personal data
Ensure that sensitive files are stored in the correct location
Know that Copilot conversations are logged
Understand that personal data must only be retained when needed for a clear purpose, and only for as long as necessary

Additional information can be found in Informasjons‑ og kommunikasjonsteknologi SIP Del 1–3 and on the Personal Data and Privacy Gateway.

5. I understand how Copilot uses my data

This means that you:

Understand that Copilot only uses data you yourself have access to
Know that Copilot does not always search all available sources
Know that Copilot does not use your data without (active) interaction with you

You can read more about Microsoft’s privacy guarantees for Copilot here: Microsoft Learn | Privacy and Protections

6. I understand my responsibility when using Copilot

As a Copilot user, you are responsible for ensuring that:

Your data is correct and stored in the right location
You do not use Copilot on information it should not process
Copilot is used as a work tool — not a decision‑maker
You validate and check all responses

7. I have completed KI Kompetanseløft modules 1 and 2

KI Kompetanseløft is a training programme from the University Director/UiB aimed at all technical‑administrative staff at the university.
The modules are not specifically designed for academic staff, but may still be useful for them.
You can read more about it here.