Gemini Advanced FAQs

Requesting Gemini Advanced

How do I get access to Gemini Advanced?

Gemini Advanced is only available to OIT employees, through the Gemini Advanced license Request Form on the ServiceHub Customer Portal. This page will reflect updated information as other agencies roll out their processes for obtaining Gemini Advanced.

Are there policies or guidelines for using Gemini Advanced at work?

To get a license for Gemini Advanced, you must take the required Responsible AI for Public Professionals: Using Generative AI at Work training in SOC Learns. This course covers the basics of responsible GenAI use. OIT standards and policies for technology assets apply to Gemini Advanced and extend to all software and device usage. Your agency might have an additional policy governing Gemini Advanced or other GenAI tools. 

Why do I need to sign an attestation about using GenAI? 

While GenAI has significant potential to enhance state government operations, it also presents certain risks and considerations that require human oversight, including the following.

• GenAI outputs can be inaccurate or biased, which can compromise decision-making and perpetuate unfairness.

• GenAI systems are vulnerable to cyberattacks, threatening the security and privacy of sensitive data. Employee training is crucial for the proper use, identification and oversight of vendor AI features and large language models (LLMs).

• Creating misleading or harmful content, such as deepfakes, can be misused, disrupting public order and trust in government communications.

Addressing these risks requires robust data governance, transparent AI practices, employee training, ongoing monitoring and the implementation of comprehensive security and ethical guidelines. 

What does the GenAI attestation require me to do?  

A signed attestation is required prior to requesting Gemini Advanced in the ServiceHub Customer Portal. The attestation language is below.

I confirm that I have reviewed the following and will not use GenAI for any of the activities below:

• Distributing or publishing content created by GenAI without human review or editing.

• Performing or facilitating illegal or malicious activities.

• Bypassing any existing laws, state policy and/or legislation.

• Generating content that facilitates, promotes or incites violence, hatred, bullying, fraud, spam or harm of individuals or a group.

• Tracking or monitoring individuals or groups without their consent.

• Conducting consequential decision-making without human oversight.

• Evaluating individuals for any purpose.

• Violating applicable policies, regulations, statutes and guidelines on the treatment of protected data classifications.

• Deploying code developed by GenAI into any system without human code review.

As a user of GenAI solutions, I acknowledge my responsibility and accountability for the results they produce, ensuring no inaccuracies. I understand that it is my duty to thoroughly review, comprehend, edit if necessary and integrate the output of any GenAI technology before utilizing it. I am committed to examining and verifying the completeness and accuracy of any response generated by GenAI. Furthermore, I will exercise responsible control over disseminating any information I create with the assistance of GenAI.

Using Gemini Advanced

How can I get the most out of Gemini Advanced? 

The best way to gain proficiency and fully leverage GenAI is to experiment with different prompts and use cases to discover how Gemini Advanced can best assist you. Some examples of Gemini Advanced use on the job include:

• Taking notes at a meeting, creating a transcript, and producing meeting minutes, summaries and action items.

• Summarize large volumes of data in seconds, such as legislation, email strings or RFPs.

• Help generate spreadsheet formulas and interpret and correct formula errors.

• Identify gaps in a proposal and offer suggestions for filling those gaps.

• Get a quick and digestible introduction to a topic that’s new to you.

• Provide a summary of a file in Drive without having to open the file, or summarize multiple files simultaneously. 

More examples can be found in the Gemini Advanced Prompts for Role-Based Use Cases.

Can Gemini Advanced access my Google Drive?

While Gemini Advanced could technically access your Drive with the correct permissions, it will only have access to Drive documents you have permission to view.

What is the side panel, and how do I use it?

The side panel provides a workspace to interact with Gemini Advanced. You can use the side panel to:

• Summarize long email threads and suggest responses.

• Create and refine text based on the context of the doc you're working on.

• Summarize spreadsheets and create tables and formulas.

• Generate new slides, create images, and summarize presentations.

• Ask Gemini Advanced questions about files in Drive.

How can I learn more about writing effective prompts?

Be clear and specific in your prompts. Try providing more context or rephrasing your question. Sometimes, Gemini Advanced continues to use the context of your ongoing conversation in its responses, even when you want to change the topic. If Gemini seems “stuck” on a particular topic, refresh the browser window and try entering your prompt again. Reference the Gemini Advanced for Google Workspace Prompting Guide 101 and consider taking some of the additional training opportunities available.

It can also be helpful to keep the following in mind when writing prompts:

• Break down complex tasks into separate prompts

• Use natural language

• Be clear and concise

• Provide context

• Use specific and relevant keywords

What are Gems, and can I share them with others?

Gems are a feature in Gemini Advanced that allows for more personalized and customized interactions. By providing Gemini Advanced with specific information or documents on a single topic or task, like writing, coding or brainstorming, you can create a “Gem” that functions like a specialized expert on that subject. Gemini Advanced includes several pre-made Gems, including Learning Coach, Career Guide, Writing Editor and more. Gems are limited to individual accounts. You cannot directly share a Gem, but you can share the instructions used to create it.

Can I use GenAI when working with Personal Identifiable Information (PII)?

Gemini Advanced may access the same files and content you can access. So, if you have access to PII, Gemini Advanced will also have access to that data when it generates answers to your prompts or returns results for a search. As with all PII, if Gemini Advanced returns sensitive information in an answer or search result, you must treat that PII as confidential information according to your agency and state policy and not share it outside of authorized workgroups. 

Note: Your agency might have additional policies on what data types you can work with. Consult your manager and product director on responsible use and applicable policies, regulations, statutes and guidelines for treating protected data classifications.

Troubleshooting and Support

What should I do if I have trouble accessing Gemini Advanced?

If you have an approved license that has been provisioned and do not see Gemini Advanced in your Google Workspace, submit a ticket in ServiceHub to the Google Team.

Why won’t Gemini Advanced create a slide deck?

Gemini Advanced's functionality for Slides is not fully developed. Gemini Advanced cannot create multiple slides at once in a presentation, but you can direct the tool to create one slide at a time—and then another. 

What should I do if I get a response from Gemini Advanced that feels inaccurate or unsafe?

• If you receive an inaccurate response from Gemini Advanced, do not report the issue. Instead, experiment with rephrasing your prompt or providing additional context to help Gemini better understand your request and deliver the desired results.

• If you ever feel that any response from Gemini Advanced is unsafe, report your concern OIT Google Team at techu@state.co.us. 

Can I provide feedback on Gemini Advanced?

Yes, feedback is valuable for improving Gemini Advanced. You can provide feedback through the Gemini Advanced interface or by contacting the OIT Google Team at techu@state.co.us.