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Notebook

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1. What is Notebook
2. Learn about Gemini
3. Who can use Notebook?
4. Data protection and considerations for Notebook at ÌÇÐÄÊÓƵ
   1. Data protections for Notebook at ÌÇÐÄÊÓƵ
   2. Data considerations, guidance, and best practices when using generative AI at ÌÇÐÄÊÓƵ
5. Limitations and concerns
6. Where can I learn more about Notebook and AI at ÌÇÐÄÊÓƵ?
   1. Notebook Accessibility
   2. AI at ÌÇÐÄÊÓƵ
7. Get help for Notebook

What is Notebook

Notebook is an AI-powered research and note-taking tool developed by Google Labs. Notebook leverages Gemini to help transform how users interact and engage with information by providing intelligent and personalized synthesis and analysis of that information. Users can upload sources, which are documents such as text documents, PDFs, web URLs, YouTube videos, or audio files for Notebook to synthesize and analyze.

Notebook is designed to intelligently analyze content you provide to:

• Generate summaries: Quickly summarize key points from uploaded documents.
• Provide explanations: Offer concise and informative explanations of complex topics.
• Answer questions: Respond to user inquiries based on the content of their uploaded files.

Notebook can help users save time and improve their workflow and enhance productivity by:

• Creating documents: Assisting in the creation of various document types, such as timelines, FAQs, and study guides.
• Refining content: Suggesting improvements to existing documents, such as better phrasing or more concise wording.

Notebook aims to transform how users engage with and make sense of their information by providing an intelligent and personalized assistant that helps them analyze, synthesize, and create content.

Learn about Gemini

Learn more about Google's other AI tool such as Gemini here .

Who can use Notebook?

Faculty, Staff, and Students: All faculty, staff, and students at ÌÇÐÄÊÓƵ can use Notebook as a Core Google Workspace App.

Notebook is available at .

Data protection and considerations for Notebook at ÌÇÐÄÊÓƵ

Data protections for Notebook at ÌÇÐÄÊÓƵ

Faculty, staff, and student use of Notebook are governed by the master agreement between ÌÇÐÄÊÓƵ and Google.

Regardless of your affiliation with the University, when interacting with Notebook with your Google@ÌÇÐÄÊÓƵ account, data from your Notebook activity will never be reviewed by humans nor used by Google to train or improve their AI models.

Data considerations, guidance, and best practices when using generative AI at ÌÇÐÄÊÓƵ

While data from your Notebook activity will never be reviewed by humans nor used by Google to train or improve their AI models (when used with your Google@ÌÇÐÄÊÓƵ account), you should continue to exercise caution when interacting with and providing prompts or data to any generative AI (genAI) models, including Notebook and you should avoid supplying sensitive information, including personal, confidential, or proprietary information or data. When interacting with any generative AI, ITS recommends that you:

• do not include any PII (personal identifiable information) in your prompts
• do not include student work or FERPA protected data in your prompts
• do not include other sensitive, confidential, or proprietary information in your prompts

The University of Hawaii has initiated a comprehensive, cross-functional effort to equip the ÌÇÐÄÊÓƵ community with essential tools, guidance, and best practices for effectively integrating AI into academic and professional environments. Additionally, efforts are underway to develop and implement policy changes that address the evolving impact of AI on work and education.

ÌÇÐÄÊÓƵ community members are encouraged to view the .

• ÌÇÐÄÊÓƵ community members may send questions and comments regarding the draft AI Tools ÌÇÐÄÊÓƵ Guidance and Best Practices for Faculty and Staff to datagov@hawaii.edu.

Stay tuned to ITS’ AI information and resources page for updates!

Limitations and concerns

Accuracy of information and “hallucinations”: Generative AI models can confidently generate factually incorrect or misleading information, often presented in a convincing manner. Always evaluate information generated by AI for credibility.

Data bias: Generative AI models are trained on massive datasets. If these datasets reflect existing societal biases (e.g., gender, race, socioeconomic status), the AI models may perpetuate and even amplify those biases in their responses.

Lack of transparency: Many generative AI models are complex and opaque, making it difficult to understand how they arrive at their outputs. This lack of transparency can raise concerns about accountability and the potential for unintended consequences.

Ethical issues & copyright: Determining ownership of AI-generated content and ensuring fair compensation for creators can be challenging.

Google continually seeks to mitigate these issues in their other AI tools by adhering to their .

Where can I learn more about Notebook and AI at ÌÇÐÄÊÓƵ?

Notebook Accessibility

• Prompts to improve the accessibility of Notebook output 
  • Audio Overviews
    • Structure this discussion with an explicit verbal outline at the start. Use a calm, measured speaking pace with zero filler words or crosstalk. Have the speakers state whenever they transition to a new section (e.g., 'Moving to section two'). Define all disciplinary jargon in plain English immediately upon first mention.
    • Explain the core concepts from the sources using concrete, everyday analogies. Avoid referencing visual diagrams unless the speaker fully describes what the diagram represents verbally. Summarize the single most critical takeaway in simple terms at the conclusion.
  • Video Overviews
    • Ensure the narrative voiceover explicitly reads or describes every title, diagram, chart, and key metric shown on screen. Do not rely on visual cues alone to convey data. Keep language concise, straightforward, and synchronized with each slide or visual section.
    • Create an overview that focuses strictly on one concept per screen. Present information chronologically with brief, clear explanations. Avoid rapid transitions, dense text blocks, or flashing visual motifs.
  • Slide Decks
    • Generate slide deck content formatted for accessibility:
      • Use strong semantic hierarchy (one distinct H1 slide title, followed by clear H2 subheaders).
      • Limit slides to a maximum of 4 bullet points, with each bullet under 15 words.
      • Avoid jargon and maintain plain language (INSERT APPROX. READING LEVEL).
      • Ensure logical linear flow so screen readers can follow the topic without confusion.
    • For every slide requiring a chart, image, or model, include a dedicated 'Alt-Text & Image Description' field. Provide a 1-to-2 sentence objective description of what the visual shows and the specific insight a student should take from it.
  • Gemini Notebook Chat
    • Create a study guide from these sources optimized for screen readers:
      • Use clear Markdown headings (H1, H2, H3) with no skipped levels.
      • Write out tables as nested bulleted lists instead of raw visual tables.
      • Spell out acronyms and mathematical symbols fully (e.g., write 'divided by' or 'percent').
      • Provide a glossary of key terms at the very top.
    • Summarize the primary findings into three tiers for diverse learning needs:
      • Executive Summary: 3 key bullet points in simple language.
      • Deep Dive: Detailed breakdown by theme with clear subheadings.
      • Practical Example: A real-world scenario illustrating the main theory.
        
• Best Practices
  • Paste the above prompts directly into the "Customize" field before hitting generate on Audio or Video Overviews.
  • When sharing an Audio Overview, export the corresponding Briefing Doc or Study Guide alongside it to serve as a clean text alternative for deaf or hard-of-hearing learners.

AI at ÌÇÐÄÊÓƵ

• Information Technology Services AI info and resources

Get help for Notebook

• For technical assistance with Notebook, visit