AI Resources for Staff

With the rapidly evolving world of AI, especially Generative AI tools, it's important to understand how these technologies can enhance productivity, streamline workflows, and improve service delivery across university operations. While OTLE does not provide AI tools directly from our office, nor acts as the expert in any aspect of AI, there are many AI tools and resources available that could benefit your daily work responsibilities. 

Choosing a Generative AI Tool for Administrative Use

Generative AI is the type of AI that can create new content like images, text, audio, video, etc. in response to a user prompt or input. Tools are regularly being updated and improved, but there are many factors to consider when selecting appropriate tools for administrative and support functions.

Privacy and Data Security for University Staff

Staff members must be especially vigilant about protecting sensitive university information:

• Student Records: Never input FERPA-protected student information into external AI tools
• Employee Data: Avoid sharing personnel files, salary information, or HR-related data
• Financial Information: Protect budget details, financial records, and procurement data
• Institutional Strategy: Keep strategic planning documents and sensitive university information confidential

Workflow Enhancement Applications

There are endless ways to apply GenerativeAI to your workflow, and often can save a lot of time for smaller tasks that pile up throughout the week. 

Administrative Efficiency

• Draft professional emails and correspondence
• Create meeting agendas and follow-up summaries
• Develop standard operating procedures and documentation
• Generate reports and data summaries

Student Services Support

• Create FAQ responses and help documentation
• Develop orientation materials and guides
• Design student communication templates
• Generate event planning checklists and timelines

Marketing and Communications

• Draft social media content and campaigns
• Create newsletter articles and announcements
• Design promotional materials and flyer's
• Develop website content and updates

Human Resources Application

• Draft job descriptions and posting templates
• Create training materials and presentations
• Develop policy documentation
• Generate interview questions and evaluation rubrics

Cost Considerations for Departments

Budget Planning

• Research institutional licensing options before individual purchases
• Consider shared department subscriptions for commonly used tools
• Factor AI tool costs into annual budget planning
• Explore free tiers and educational discounts

ROI Assessment

• Measure time savings from AI-assisted tasks
• Evaluate quality improvements in work output
• Consider staff satisfaction and efficiency gains
• Document productivity enhancements for budget justification

Professional Development Training

Building AI Literacy

• Understand basic AI capabilities and limitations
• Learn effective prompting techniques for your role
• Develop critical evaluation skills for AI-generated content
• Stay informed about AI developments relevant to higher education

Recommended Staff Resources

• AI Landscape Study: Into the Digital AI Divide (EDUCAUSE)
• AI Tools for Higher Ed Professionals and Administrators (California State University)
• ChatGPT and Generative AI: 25 Applications to Support Administrative Tasks (Times Higher Education)
• Artificial Intelligence (EDUCAUSE)
• Master AI Prompt Engineering in Education to Boost Results (Element451)

Ethical Use Guidelines for Staff

There are always ethical considerations to make with anything, so when using AI, be sure to do your research on what tools your using and whether or not they follow ethical standards.

Maintaining Professional Standards

• Use AI to enhance, not replace, professional judgment
• Maintain accountability for all work output, whether AI-assisted or not
• Ensure accuracy and appropriateness of AI-generated content
• Respect intellectual property and copyright considerations

Transparency and Communication

• Be honest about AI use when asked by supervisors or colleagues
• Document AI assistance for significant projects when appropriate
• Maintain open communication about AI tool adoption in your department
• Share successful AI applications with colleagues for mutual benefit

Quality Assurance

• Always review and edit AI-generated content before use
• Verify facts and information from AI sources
• Maintain your expertise and professional skills
• Use AI as a tool to enhance rather than replace human insight

University Compliance

While there is currently no official AI policy for MSU-Northern, always make sure you're following any policies that follow IT security and any guidelines related to internet use. 

IT Security Requirements

• Follow MSU Northern's acceptable use policies for all digital tools
• Obtain necessary approvals before implementing new AI tools department-wide
• Report security concerns or data breaches immediately
• Use university-approved tools when available

Procurement Considerations

• Check with Purchasing before subscribing to paid AI services
• Consider university-wide licensing agreements
• Follow proper approval processes for software purchases
• Document business justification for AI tool investments

Common Staff Use Cases

Student Support Services

• Create comprehensive FAQ documents
• Develop multilingual communication materials
• Generate personalized email templates
• Design student resource guides

Event Planning and Management

• Create detailed event planning checklists
• Generate marketing copy for events
• Develop registration and communication workflows
• Design promotional materials

Data Management and Reporting

• Summarize large datasets and reports
• Create data visualization suggestions
• Generate executive summaries
• Develop presentation materials from data

Training and Development

• Create training materials and handbooks
• Develop onboarding documentation
• Generate quiz questions and assessments
• Design interactive learning activities

Best Practices for Staff AI Use

• Start Small: Begin with simple tasks before tackling complex projects
• Verify Everything: Double-check all AI-generated content for accuracy
• Maintain Skills: Continue developing your professional expertise alongside AI use
• Collaborate: Share successful AI applications with colleagues
• Stay Updated: Keep informed about new AI tools relevant to your role
• Seek Training: Participate in professional development opportunities

Reflective Questions on GenAI Use

• Does using GenAI help me serve students and colleagues more effectively?
• Am I maintaining the quality and accuracy of my work when using AI assistance?
• How can I use AI to better support the university's mission and values?
• What are the potential risks of AI use in my specific role?
• How can I contribute to responsible AI adoption across the university?
• Does my AI use improve efficiency without compromising service quality?

Recognize your responsibility to use GenAI ethically to benefit yourself, your peers, and society as a whole.

Additional Resources and AI Tools

• Ethical Guidelines for the Use of Generative AI (Santa Clara University)
• UCLA Guidance for Generative AI Use
• Safe Computing Practices (University of Tennessee)
• University of Michigan Student GenAI Resources