A VCSU Staff Guide to Using AI Wisely
Consistent with VCSU’s mission to promote the skilled use of technology and to prepare staff to succeed in an increasingly complex society, we aim to guide staff in the ethical, responsible, and effective use of artificial intelligence (AI) tools both in and out of the workplace. The following guidelines are provided to assist you in making informed decisions.
1. Comply with Policy and Employee Handbook
Review and adhere to SBHE Policy 1208.1, NDUS Procedure 1208.1, and VCSU Policy V1203.03.
2. Consult with Your Supervisor
Staff members should consult with their supervisors to discuss intended uses of AI tools in their work and to determine if their supervisor has additional guidelines beyond NDUS and VCSU policy that may be department or role specific. Expectations may vary depending on the task at hand, so if you have any questions or need clarification, it’s important to speak with your supervisor before proceeding. Unauthorized or inappropriate use of AI tools could lead to issues with your professional responsibilities and standing.
3. Use AI as a Tool, Not a Replacement
To use AI effectively as a tool, focus on clear objectives and provide specific prompts to guide AI interactions. Iteratively refine responses for accuracy and relevance, and always verify information against credible sources to maintain professional integrity. Interacting and working with AI, rather than allowing it to complete tasks for you without your review, reinforces your understanding and ensures quality work.
While AI is a valuable tool, it has limitations such as accuracy, contextual understanding, and potential biases. To use AI effectively, staff should verify information, provide context, and maintain ethical standards.
5. Protect Private and Confidential Data
In general, do not expose files or data to an AI system that you would not share publicly. Specifically, you must comply with the policies mentioned in Section 1 and NDUS Procedure 1203.7. Consult the AI Review Board FAQ document for more information, especially if you have a use case that involves exposing private or confidential data to an AI system.
If you use AI-generated content in your work, credit the AI tool used. Ask the AI to provide references so you can verify and credit the original sources when possible. Never represent AI-generated content as your original work.
Artificial intelligence tools will impact each of us in myriad ways, and we want to help you explore what this means for you. We encourage all staff to engage in ongoing conversations about AI tools with their supervisors and colleagues: How are AI tools being incorporated within your role and the wider workplace? What are the impacts? How is AI affecting your day-to-day tasks and overall efficiency? What skills do you need to use AI tools effectively and be a responsible professional in the AI age? Answers to these questions will emerge from engaging with the issues and thinking critically about what you learn; while AI tools can assist in this process, they cannot replace your professional judgment and expertise.
Click here to learn how to install ChatGPT, CoPilot, and Google Gemini.
Click here for VCSU's Student guide on using AI wisely.
Click here for VCSU's Faculty guide on using AI wisely.
Click here for staff uses of AI.
Created with assistance from ChatGPT. (used to generate ideas and editing)
OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat