Generative AI Information for Staff & Administration
Discover ways to simplify your daily tasks and boost productivity with losing your personal touch.
Data Security and Privacy Expectations
Staff and administrators frequently work with institutional records, communications and operational data. When using GenAI for work, select tools that are approved and authenticated through USD systems, so university data remains protected.
- Enterprise-grade security and access controls (your USD sign-in, permissions and audit logging)
- Compliance support for FERPA, HIPAA (when applicable) and other institutional/legal requirements
- Data retention and governance aligned to university policies
Do not enter sensitive or restricted information into unapproved or consumer AI platforms (for example: personal email accounts, free consumer chatbots or unknown AI websites). When in doubt, treat the content as sensitive and use an approved USD tool.
Microsoft Copilot for Microsoft 365 (using your USD account) keeps institutional data within the USD environment and does not use your prompts or files to train public models. Copilot also allows users to create AI agents that can assist in a variety of business and personal productivity enhancements.
Training and Resources
Possible Use Cases
GenAI can be useful for staff and administrative work when it improves clarity, consistency and efficiency—without replacing professional judgment.
- Drafting and revising communications (emails, announcements, web copy): Ask for multiple tone options, subject lines or a shorter version for quick scanning.
- Summarizing and note support: Turn meeting notes into action items, decisions and next steps (avoid including restricted information in unapproved tools).
- Brainstorming and planning: Generate event ideas, outreach approaches, risk lists, timelines or stakeholder maps—then refine with your unit’s constraints.
- Process improvement: Convert a process description into a checklist, SOP outline or an “if/then” decision tree.
- Customer-service style responses: Draft consistent replies to common questions (hours, deadlines, how to request help) and adapt for different audiences.
- Data and reporting support: Help interpret non-sensitive results, suggest charts to build or propose a narrative summary—verify accuracy and use approved tools.
- Technical “how-to” questions: AI can help you learn features in Microsoft 365 (Excel formulas, Word formatting, Teams/Outlook tips) and draft step-by-step instructions. Always test steps before sharing broadly and use official IT guidance for security- or access-related questions.
Responsible and Ethical Use
As staff and administrators, you may be generating communications and materials that represent your unit or the university. Use AI to support your work while maintaining accuracy, confidentiality and accountability.
- Protect data: Do not paste restricted data (student records, health information, HR/employee data, financial account details, passwords or confidential case details) into unapproved tools. Use approved platforms and follow USD data security practices.
- Verify before you send: GenAI can produce confident but incorrect statements. Confirm dates, deadlines, policy language and procedural steps against authoritative sources.
- Keep a human in the loop: Treat GenAI output as a draft. You remain responsible for the final content, decisions and communications.
- Avoid over-automation of decisions: Do not use GAI to make eligibility, disciplinary, employment or other high-stakes determinations. Use it to organize information or draft materials, then apply policy and professional judgment.
- Be mindful of tone, accessibility, and bias: Review for clarity, plain language and communication. If the message affects multiple audiences, consider having a colleague review it as well.
