Note:  This is a child article.  Please click here for more ideas on how to use AI.  The Feynman Technique is a powerful method for learning and understanding complex concepts by breaking them down into simple, easy-to-understand terms. AI can be a valuable tool in assisting with this technique, enhancing your comprehension and retention of information. Understanding the Feynman Technique The Feynman Technique, named after the renowned physicist Richard Feynman, involves four main steps: Choose a Concept: Identify the topic or concept you want to learn. Teach it to a Child: Explain the concept in simple terms as if you were teaching it to a child. Identify Gaps and Review: Identify any areas where your explanation is lacking and review the material to fill in these gaps. Simplify and Use Analogies: Simplify the explanation further and use analogies to solidify your understanding. Effective Ways to Use AI in the Feynman Technique Iterative Explanation: Use AI to iterate on your explanations. Start with a basic explanation and ask the AI for feedback, then refine and simplify your explanation based on this feedback. This iterative process helps deepen your understanding and ensures clarity. Contextual Simplification: Ask the AI to tailor explanations for different contexts. For example, you can ask, “Explain quantum entanglement as if I were a high school student,” and then, “Explain it as if I were a college physics major.” This helps you understand the concept from multiple perspectives and depths. Analogies and Examples: Utilize AI to generate analogies and examples. Prompt the AI with requests like, “Give me an analogy for quantum entanglement that involves everyday objects.” These analogies can make complex concepts more relatable and easier to grasp. Review and Revision: Periodically review and revise your explanations with the help of AI. Ask the AI to provide updated information or to re-evaluate your explanation based on new data or research. This keeps your understanding current and comprehensive. Things to Watch Out For Accuracy of Information: Always verify the information provided by the AI with credible sources to ensure accuracy. AI can sometimes generate incorrect or outdated information. Over-Reliance on AI: While AI can be a helpful tool, it should not replace critical thinking and personal understanding. Use AI to complement your learning, not as the sole source of information. Bias in Explanations: Be aware of potential biases in AI-generated explanations. Ensure that the analogies and simplifications provided by the AI are appropriate and unbiased. Ethical Use: Make sure to use AI ethically, especially in academic settings. Properly cite any AI-generated content and avoid using AI in ways that violate academic integrity policies. Example Prompt to Use AI for the Feynman Technique To effectively use AI for the Feynman Technique, provide clear and specific prompts. Here’s an example: "Please help me understand . Give me a list of the main concepts, ideas, and areas of the topic. I will explain it in simple terms suitable for a child. Review the explainations I give, and then help me identify any gaps or areas for improvement." Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (June 2024 version). [Large language model]. https://chat.openai.com/chat

Disclaimer: The privacy statement, licensing terms, and digital accessibility of the following AI Chatbots have not been reviewed by VCSU. Users must comply with NDUS Procedure 840 Contracts and VCSU V1203.03 Artificial Intelligence Policy.  Specifically, a VCSU user may not require another user to load and use a particular AI Chatbot and you may not enter, or attempt to obtain, information classified as private, restricted, or confidential by policy or law using these AI Chatbots or any other AI Chatbot not explicitly approved by the VCSU AI Review Board for such purposes. AI can be utilized to improve comprehension and learning in students via various methods.  Here are some ideas on how to use AI to enhance learning.  Using AI for a Research Project Learn how AI can streamline your research process, from gathering data to analyzing information and organizing your findings. Using AI as a Debate Partner Discover how AI can help you prepare for debates by providing opposing viewpoints, constructing arguments, and refining your debating skills. Using AI as a Quiz Creator Find out how AI can generate personalized quizzes to test your knowledge and reinforce learning in any subject. Using AI as a Tutor Explore the benefits of using AI as a tutor to gain a deeper understanding of complex topics through personalized explanations and interactive learning. Using AI to Assist in the Feynman Technique The Feynman Technique is a method for learning by teaching concepts in simple terms. See how AI can enhance your use of the Feynman Technique, helping you simplify and teach complex concepts for better comprehension. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here for VCSU's guide on using AI wisely. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (June 2024 version). [Large language model]. https://chat.openai.com/chat

Consistent with VCSU’s mission to promote the skilled use of technology and to prepare students to succeed in an increasingly complex society, we aim to guide students in the ethical, responsible, and effective use of artificial intelligence (AI) tools both in and out of the classroom. The following guidelines are provided to assist you in making informed decisions. 1. Comply with Policy and Student Handbook Review and adhere to SBHE Policy 1208.1, NDUS Procedure 1208.1, VCSU Policy V1203.03, and the VCSU Student Handbook. 2. Check Each Course Syllabus Your instructors will outline guidelines for the use of AI tools in the syllabus. Expectations will differ from one assignment to another and from course to course; if you have questions or need clarification, you should contact your instructor before proceeding. Unauthorized use of AI tools is considered academic dishonesty and may have severe consequences for your academic standing. 3. Use AI as a Tool, Not a Replacement To use AI effectively as a tool rather than a replacement, 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 academic integrity. Interacting and working with AI, rather than allowing it to complete tasks for you, reinforces learning. 4. Be Aware of the Limitations of AI While AI is a valuable educational tool, it has limitations such as accuracy, contextual understanding, and potential biases. To use AI effectively, students 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. 6. Be Transparent 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 students to engage in ongoing conversations about AI tools with their instructors and peers: How are AI tools being incorporated within your future career field, and what are the impacts? How is AI affecting your day-to-day life and well-being? What skills do you need to use AI tools effectively and be a responsible consumer of information 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 learning process, they cannot replace it. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here for student uses of AI. Click here for a downloadable version of our classroom AI Guide poster. Created with assistance from ChatGPT. (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (June 2024 version). [Large language model]. https://chat.openai.com/chat

Be Transparent  When incorporating AI-generated content in your work, always credit the AI tool used. Ask the AI to provide references so you can verify and credit the original sources whenever possible. Never represent AI-generated content as your original work.  Why Cite AI?  Citing AI tools and their outputs maintains academic integrity and acknowledges the use of these resources in your work. Proper citation ensures transparency and gives credit where it is due, similar to citing traditional sources.  Expert Tip: Avoid using AI directly for information. Treat AI as you would Wikipedia: use it to get an idea of what information you need but ask the AI for its sources. Then, look up those sources yourself. Also, avoid using AI to create reference pages or add references to your work, as AI often generates fake or incorrect sources.   Citation Formats  The following citation formats may be used to cite AI tools (e.g., for formatting, idea generation). Students should consult with their faculty to determine the specified format for each course.  MLA Format:  Format: “What you used for a prompt” prompt. AI Model, AI Model Version, Company that created the AI, The date you created the prompt, URL of the tool.  Example: “Example of an MLA citation” prompt. ChatGPT, GPT-4, OpenAI, 30 Jun. 2023, chat.openai.com/chat.  Notes: Click here for more information on MLA citations.  APA Format:  Format: Author. (Year). Title of the AI tool or model (Date Accessed Version). Type of AI used. URL.  Example: OpenAI. (2023). ChatGPT-4 (Mar 14 version). [Large language model]. https://chat.openai.com/chat  Notes: APA asks that you describe how you used the AI in your Method section or Introduction.  Click here for additional APA citation details. Chicago Format:  Example(If prompt is in your paper): Author. Company that created the AI. Date accessed. URL.   Example: Text generated by ChatGPT, OpenAI, March 7, 2023, https://chat.openai.com/chat.  Note:  Click here for additional Chicago Format details. In-Text Citations  MLA: (OpenAI)  APA: (OpenAI, 2023)  Chicago: (ChatGPT, March 7, 2023)  Example Usage: If you used AI to generate a section of your paper, include a citation like this: "According to ChatGPT-4, a model developed by OpenAI, AI can simulate human intelligence by performing tasks such as understanding natural language and recognizing patterns (OpenAI, 2023)."  Practical Tips for Transparency  Credit the AI Tool: Always mention the AI tool you used in your work.  Verify Information: Ask the AI to provide references and verify/input these sources independently.  Avoid Plagiarism: Never present AI-generated content as your original work without proper citation.  Consult Guidelines: Follow the specific citation format required by your course or institution.  Created with assistance from ChatGPT.  (Used to generate ideas and editing) OpenAI.  (2024).  ChatGPT-4o (June 2024 version).  [Large language model].  https://chat.openai.com/chat

Understanding the Limitations of AI It is crucial to recognize the limitations of AI to use it effectively and responsibly. This article explores these limitations, ensuring that educators and students maintain a balanced and informed approach to integrating AI into their academic workflows.  Accuracy and Reliability: AI systems can generate errors or provide outdated information, making it essential to verify AI-generated content with credible sources to maintain academic integrity. This usually happens when an AI "hallucinates," or makes up data to look like other data it has seen, but has no basis in reality. For example, an AI might incorrectly cite a nonexistent study to support its argument.  Contextual Understanding: AI often lacks nuanced contextual understanding, which can lead to misunderstandings or oversimplifications, particularly in complex subjects. For instance, an AI might struggle to grasp the subtleties of historical events and their impacts, resulting in an oversimplified explanation.  Bias in Data: AI tools can reflect inherent biases from the datasets they are trained on, potentially leading to skewed perspectives or misrepresented information. Critical evaluation is necessary. For example, an AI trained on biased data might produce biased summaries or analyses, perpetuating existing prejudices.  Ethical Considerations: The use of AI raises ethical issues such as data privacy. Compliance with relevant regulations and responsible usage are crucial to maintain academic integrity and trust. For instance, using AI to process personal data without proper consent can violate privacy regulations.  Limitations in Creative and Critical Thinking: AI excels at data processing but falls short in areas requiring creative and critical thinking, thus it should complement rather than replace these cognitive skills. For example, while AI can generate ideas for an essay, it cannot critically analyze and synthesize information as a human can.  Dependency and Over-Reliance: Over-reliance on AI can undermine the development of fundamental academic skills such as problem-solving and independent research, necessitating a balanced approach to its use. For instance, relying solely on AI for homework answers can prevent students from developing their own analytical skills.  Practical Tips for Navigating AI Limitations  Verify Information: Always cross-reference AI-generated content with reliable sources to ensure accuracy. For example, if an AI provides a historical date, check it against a reputable history textbook.  Provide Context: When using AI, supply detailed prompts and context to improve the relevance and precision of responses. For example, specify the level of detail needed and the target audience for the information.  Evaluate Bias: Critically assess AI-generated information for potential biases and seek diverse perspectives. For instance, compare AI-generated content with sources from different viewpoints to identify and mitigate bias.  Prioritize Ethics: Adhere to data privacy regulations and institutional policies, and use AI responsibly to support academic integrity. For example, ensure that any personal data used by AI tools is anonymized and secured.  Encourage Critical Engagement: Use AI as a complementary tool, fostering students’ creative and critical thinking skills through active engagement with the material. For instance, use AI to generate discussion prompts and encourage students to analyze and debate the responses.  Created with assistance from ChatGPT.  (Used to generate ideas and editing) OpenAI.  (2024).  ChatGPT-4o (June 2024 version).  [Large language model].  https://chat.openai.com/chat

This article features answers to Frequently Asked Questions about the AI Review Board and related processes. *NOTE: RED text within asterisks below comes directly from VCSU AI policy V1203.03.* A. What is the AI Review Board? The AI Review Board is mandated by VCSU V1203.03 Artificial Intelligence Policy to *oversee the development and deployment of AI Projects and Systems at VCSU. Furthermore, the AI Review Board reviews associated complaints or grievances. The AI Review Board consists of the Chief Information Officer, one Technology Services staff member appointed by the Chief Information Officer, the Chair of the IRB (Institutional Review Board), the Chair of the CSSE (Computer Systems and Software Engineering) department or their designee, and one faculty member selected by the Faculty Association and serving a two-year term.* B. When is AI Review Board Approval Required? It depends on what you are trying to do with AI. Please determine the activity category (1, 2, or 3) below to begin - reference the definitions at the end, if needed: 1. Query AI to obtain information, also known as an AI Prompt Approval is required if you answer YES to a, b, OR c below. a. Will you enter information classified as private, restricted, or confidential by policy or law, especially NDUS Procedure 1203.7 Data Classification and Information Security Standard? If Yes, Approval is required – complete the One Stop AI Request form. There is one exception: *NOTE: AI Review Board permission is not required to use AI capabilities integrated within approved NDUS CTS (Core Technology Services) or VCSU Enterprise Systems that may contain private, restricted, or confidential data provided all other provisions of this policy are met.* As of September 26, 2024, approved systems qualifying for this exception include the following: Anthology Blackboard and Microsoft Copilot within the Microsoft 365 environment which is a subscription service with a monthly fee. Additionally, the free enterprise version of Microsoft Copilot within Bing or Chrome may be used to enter student assignments (private data per FERPA) PROVIDED the enterprise version is used. The enterprise version typically requires the user to enter their NDUS credentials. The attachments, prompts and Copilot replies are not shared with other users or used to train the AI model. There is a non-enterprise version that does not require a user to enter their NDUS credential and entry of private, restricted or confidential data is prohibited when using this version. To ensure you are using the enterprise version of Copilot two things must be present: 1. Your picture, name or initials will appear in the upper right corner of the main window banner that begins with the Microsoft logo on the far left, and 2) a shield symbol that states, "Enterprise data protection..." when hovered over or read by a screen reader will be present immediately below the main banner. If a user is not absolutely certain they are using the enterprise version of Copilot, private data shall NOT be entered. NOTE: Student assignments (private data per FERPA) that are de-identified may be entered into other AI systems, such as ChatGPT. This comes with a significant caution because there must be nothing in the associated prompts, the body of the document(s), or any other part of the document(s) that could be used to identify the student creator. b. Will you *attempt to query AI systems to produce information classified as private, restricted, or confidential by policy or law without a VCSU official business need to know?* If Yes, Approval is required – complete the One Stop AI Request form. *NOTE: AI Review Board permission is not required to use AI capabilities integrated within approved NDUS CTS (Core Technology Services) or VCSU Enterprise Systems that may contain private, restricted, or confidential data provided all other provisions of this policy are met.* As of September 26, 2024, approved systems qualifying for this exception include the following: Anthology Blackboard and Microsoft Copilot within the Microsoft 365 environment which is a subscription service with a monthly fee. Additionally, the free enterprise version of Microsoft Copilot within Bing or Chrome may be used to enter student assignments (private data per FERPA) PROVIDED the enterprise version is used. The enterprise version typically requires the user to enter their NDUS credentials. The attachments, prompts and Copilot replies are not shared with other users or used to train the AI model. There is a non-enterprise version that does not require a user to enter their NDUS credential and entry of private, restricted or confidential data is prohibited when using this version. To ensure you are using the enterprise version of Copilot two things must be present: 1. Your picture, name or initials will appear in the upper right corner of the main window banner that begins with the Microsoft logo on the far left, and 2) a shield symbol that states, "Enterprise data protection..." when hovered over or read by a screen reader will be present immediately below the main banner. If a user is not absolutely certain they are using the enterprise version of Copilot, private data shall NOT be entered. c. Will you require another employee or student to use a particular AI System to perform an AI query? If Yes, the system must be an approved VCSU or NDUS System or you need to request permission to Implement the system per section 2 immediately below. As of September 26, 2024, approved systems qualifying for this exception include Anthology Blackboard and Microsoft Copilot within the Microsoft 365 environment or Microsoft Copilot within Bing or Chrome. NOTE: This response does not restrict an employee or student from using their preferred AI System within the guidelines of this policy including adhering to restrictions on entering private, restricted or confidential data - however, one user may not require another user to use a specific AI system that has not been approved by VCSU and Legal Counsel. For instance, a faculty member might require students to use an AI System to complete an assignment with instructions that the enterprise version of Copilot that requires the use of NDUS credentials to gain access is recommended to ensure their assignment is kept private, but students may choose to use a different AI system to complete the assignment. 2. Implement a new software, web site or web service that includes AI capabilities. a. Complete the One Stop form titled, Request to Use New Software, Web Site or Web Service. b. If the software includes a significant AI component, the AI Review Board will be consulted and there may be follow-up questions and additional approvals required. 3. AI Project: develop, implement, or improve an AI system All VCSU AI projects must undergo a review to ensure compliance with this policy and AI Review Board approval is required. There is one exemption to this requirement: A student created AI project as part of a course requirement is exempt, provided all of the following requirements are met: a) The AI project does not include information classified as private, restricted or confidential by policy, procedure or law; b) the project will not result in an AI system used for official VCSU business; c) the project will not be published or presented publicly; d) the course instructor provides guidance and oversight of the student AI project.* Definitions • AI Query: An AI query typically refers to a single interaction or request made to an existing AI system. It involves posing a question or providing input to obtain a specific output or response. AI queries are generally straightforward and do not encompass the entire process of developing or implementing an AI system. • AI System: A computer-based system that utilizes algorithms, machine learning, or other techniques to perform tasks that typically require human intelligence, such as problem-solving, decision-making, language understanding, and pattern recognition. • AI Project: An AI project is a comprehensive undertaking that aims to develop, implement, or improve an AI system. It involves multiple components, such as problem definition, data collection, algorithm development, model training, testing, deployment, and ongoing maintenance.* C. How Do I Submit an AI Project or AI Query for Review? AI projects and AI queries requiring review and approval shall be submitted to the Chief Information Officer* using the AI Project / AI Query Request form found in the VCSU One Stop. Requests to implement a new AI System must be submitted using the Request to Use New Software, Web Site or Web Service form found in One Stop. D. How do I Submit a Complaint, Grievance or Appeal? a. Individuals wishing to report a violation of this policy may contact the Chief Information Officer via email with the subject line “V1203.03 Violation.”* Explain the issue in your own words. Include enough detail so another person can attempt to replicate the issue or otherwise verify what you have stated, e.g. AI tool and version used, exact prompt you used, etc. File attachments are welcome. *The Chief Information Officer shall work with the AI Review Board to respond to the reported violation.* b. An employee or student who disagrees with the decisions or approval requirements of the AI Review Board concerning a project or query they have submitted for review may request a meeting with the AI Review Board to appeal the decision or approval requirements. The AI Review Board will make a final decision or final approval requirements within 7 business days of the appeal meeting. AI Review Board decisions or approval requirements following an appeal meeting are not appealable.*

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. 4. Be Aware of the Limitations of AI 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. 6. Be Transparent 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

Welcome to our comprehensive guide on how to leverage Generative AI Chatbots to enhance productivity across various roles in VCSU.   1. Using Generative AI Chatbots for Administrative Work Boost your administrative efficiency with AI-powered tools designed to assist in drafting, summarizing, and automating routine tasks: Drafting Emails: Quickly draft professional emails with the help of AI, turning key points into well-structured messages that save time and ensure clear communication. Meeting Summaries: Input key details from your meetings, and let the chatbot generate concise summaries that can be shared with stakeholders or saved for future reference. Automating Report Summaries: Transform detailed reports or meeting minutes into digestible summaries, capturing key takeaways that are easy to communicate. 2. Using Generative AI Chatbots for Spreadsheets and Business Accounting Streamline your spreadsheet and accounting tasks with AI chatbots that simplify complex calculations, analyze data, and automate reporting: Formula Assistance: Get help with Excel formulas, from simple calculations to complex functions, and troubleshoot errors to ensure accurate data processing. Data Analysis Summaries: Generate summaries and highlight key trends from your data, complete with visual explanations to support decision-making. Automating Reports: Create consistent, efficient report templates, automatically fill in data, and maintain uniformity across your documents. 3. Using Generative AI Chatbots in the Creation of Documents Enhance the quality and clarity of your documents with AI tools that help structure, generate, and refine content: Outlining and Structuring: Develop clear and logical outlines for reports, proposals, or presentations, ensuring all key points are cohesively covered. Content Generation: Generate professional content for policy documents, manuals, and more, with AI-driven suggestions for headings and text refinement. Proofreading and Editing: Review drafts for grammatical errors and readability, ensuring your documents meet professional standards. 4. Using Generative AI Chatbots to Assist in Facility Services Work Keep your Facility Service practices up-to-date and efficient with AI solutions tailored to the needs of cleaning professionals: Researching Cleaning Techniques: Stay informed about the latest cleaning methods, products, and equipment, ensuring best practices are followed. Task Optimization: Optimize your cleaning routines with AI-driven suggestions for more efficient workflows and better use of supplies and equipment. Problem-Solving: Tackle specific cleaning challenges with tailored solutions for tough stains, unusual spills, and specialized surfaces. 5. Using Generative AI Chatbots to Help with Trade Work Empower your trade work with AI tools that assist in troubleshooting, skill development, and selecting the right materials and tools: Troubleshooting Issues: Diagnose and resolve common problems in trade work, such as plumbing leaks, electrical faults, or HVAC issues, with AI-driven advice. Learning New Skills: Expand your expertise with step-by-step guides and tutorials provided by AI, helping you master new trade skills or techniques. Material and Tool Recommendations: Get recommendations on the best materials and tools for your projects, complete with comparisons and expert advice. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. 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

Generative AI chatbots can help you quickly generate concise summaries of detailed reports or meeting minutes, making it easier to share key takeaways with others. Here’s how to use a chatbot to automate the summarization process. Step 1: Prepare Your Report or Meeting Minutes Start by gathering the full text of the report or meeting minutes you need to summarize. If the document is particularly long, focus on copying the most relevant sections to provide the chatbot with the necessary context. Step 2: Input the Content into the Chatbot Copy and paste the relevant sections of your report or meeting minutes directly into the chatbot. Clearly specify that you need a summary, and if there are specific points or sections you want emphasized, mention those as well. Example Input: Document Type: Quarterly financial report Focus Areas: Revenue growth, major expenses, and profit margins Request: "Please summarize the key points from this quarterly financial report, focusing on revenue growth, major expenses, and profit margins." Step 3: Review and Refine the Summary The chatbot will generate a summary based on the content you provided. Review the summary for accuracy and clarity. Make any necessary adjustments or ask the chatbot to refine certain parts if needed. NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Generated Summary: "Q1 saw a 10% increase in revenue, driven primarily by product line X. Major expenses included a 15% rise in logistics costs and a 20% increase in marketing spend. Overall profit margins improved by 5% compared to the previous quarter." Step 4: Finalize and Share Once you’re satisfied with the summary, you can copy it into an email, report, or presentation to share with others. This quick and efficient method ensures that everyone receives the most important information in a clear and concise format. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to 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

Generative AI chatbots can streamline the process of creating recurring reports by helping you set up templates, automatically fill in data, and ensure consistency across documents. Step 1: Identify the Components of Your Report Start by identifying the key components that need to be included in your recurring reports. This might include specific data points, charts, summaries, and sections that remain consistent across each report. Example Components: Monthly sales figures Budget summaries Key performance indicators (KPIs) Summary of key activities or milestones Step 2: Request a Report Template from the Chatbot Input your request into the chatbot, describing the structure and content you need in your report. Be sure to include details about the sections, data inputs, and any formatting preferences you have. NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Input: Report Type: Monthly sales report Sections Needed: Introduction, sales figures by region, budget summary, KPI summary, and conclusions Request: "Can you create a template for a monthly sales report that includes sections for an introduction, sales figures by region, budget summary, KPI summary, and conclusions?" Step 3: Review and Customize the Template The chatbot will generate a template based on your input. Review the template to ensure it meets your needs, and customize any sections as necessary. If the template needs further refinement, ask the chatbot for adjustments. Example Generated Template: Introduction: Overview of the report's purpose and key highlights. Sales Figures by Region: Breakdown of sales by region with a summary of trends. Budget Summary: Comparison of actual spending vs. budgeted amounts. KPI Summary: Performance metrics for the month. Conclusions: Key takeaways and action items. Step 4: Automate Data Entry Next, you can use the chatbot to help automate the process of filling in data for each report. Provide the chatbot with access to the relevant data sources or input the data manually, and it can populate the template with the necessary figures and information. NOTE: Before entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Input for Data Entry: "Please fill in the sales figures for each region based on the following data: Northeast - $100,000, Midwest - $75,000, South - $85,000, West - $90,000." Step 5: Ensure Consistency Across Reports One of the key advantages of using a chatbot for report automation is the ability to maintain consistency across documents. The chatbot can help standardize the formatting, language, and structure of each report, ensuring that all reports follow the same style and are easy to compare. Example Request for Consistency: "Make sure all headings are in bold, data tables are formatted with consistent fonts and colors, and the summary sections follow the same format as last month's report." Step 6: Finalize and Use the Automated Report Once the report is complete and consistent with your standards, you can finalize it for distribution. The automated process will save you time and ensure that your reports are always accurate and professionally presented. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to 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