How to Review a ChatGPT Edu Credit Request

Overview

This article is intended for designated campus/department level ChatGPT Edu credit approvers.  As a ChatGPT Edu credit approver, this article will walk you though what to expect and how to review and respond to a ChatGPT Edu credit request. NOTE: the images in this form are small. They can become more visible by selecting the image to make it larger.

What to Expect Through the Approval Process

Faculty and staff will apply for credits through a Team Dynamix (TDX) form. Each time an individual from your department applies for additional credits, you will receive an email from NU Support asking you to review and approve or deny the credit request. In addition to these options, you will have the option to return their request for edits. You may choose the return for edits option if:

• You are not willing to approve them for the credit amount they asked for, but instead approve them for a lower credit amount.
• They submitted an incorrect cost center to use.

In their submission, you will be able to review:

1. Who is requesting the additional credits
2. What department/college the request is for
3. The monthly credit amount they are requesting
4. The duration they are requesting the credits for
5. What cost center they say we should bill
6. Their justification for requesting that credit amount

You will not be able to see the monthly or yearly cost for the credits in their application. For information regarding the monthly and yearly costs for certain credit allotments, review the choosing the right credits help guide. We recommend we bookmark this page or keeping it handy for when additional credit requests come in.

How to Approve a Credit Request

Step 1: Open the approval email from NU Support.

Step 2: To open the request, select the link in the email below to view the request, click the link below. This will open the ChatGPT request for you. Do not select the IT Technicians only link.  Note: If it asks you to log in, please use your TrueYou credentials.

Step 3: Review the request details. You'll want to verify:

1. Who the request is for
2. The cost object for billing
3. The number of credits requested
4. The requested duration
5. The department/college the request is for
6. The description field for justification regarding the request

Step 4: After you review the request, decide which action you'll want to take. These options are located on the right hand side of your screen under Workflow Activites.

• Select Approve if the details are correct and you approve the request.
• Select Deny if you do not approve the request.
• Select Send back for edits if the request needs changes (e.g. cost object is incorrect, or you don't approve the duration or credit amount).

Step 5: If you select approve or deny, the request will be marked as complete. If you select send back for edits, you will need to provide a comment letting the requester know what information needs to be updated (e.g. cost object, duration, or credit amount). Make sure you provide the updated information or correct cost option in the comment box.

Step 6: What to expect if you requested edits. Once the requested changes have been made, you will receive a second approval email. Review the updated request for accuracy and select approve if the updated details are correct. Once you approve the request, it will be marked as complete.

What Requesters Will Receive

Once a request has been approved or denied, the requester will receive an automated email letting them know the request has been approved or denied.

If approved, they will receive this message: Your request for additional ChatGPT credits has been approved. Your updated credit allocation will be reflected in your ChatGPT account within the next 24-hours (normally happens within a few hours). These credits will automatically replenish around 7pm on the last day of the month (ChatGPT operates on UTC time). For resources on tracking and managing credits, check out the AI Resource Hub or the ITS AI website. Please let us know if you have any questions or experience any issues. Thank you!

If denied, they will receive this message: Unfortunately, your request for additional ChatGPT credits has been denied. Decisions about credits are made at a campus/department level. If you have any questions regarding this decision or would like to discuss your request further, please contact your department's designated approver or ChatGPT campus liaison.

If sent back for requests: NU ITS will make the changes in the form. Faculty