To Administrative Faculty and Staff:
Generative Artificial Intelligence (AI) tools like ChatGPT are becoming more popular. The University of North Carolina at Chapel Hill’s (“UNC-Chapel Hill” or “University”) Generative AI Committeehas established the following guidelines to help people use generative AI tools responsibly and ethically.
These guidelines are for everyone who works at UNC-Chapel Hill and is doing administrative work. This includes students, faculty, and staff. The University has publishedseparate guidelinesfor using generative AI in research, teaching, and learning. Please refer tothose guidelinesif they apply to you.
Keep these guidelines in mind as you do your work and use the ones that make sense for what you are doing. As generative AI keeps growing and changing, these rules might get updated.
If you are unsure about something in these guidelines, or you have an idea about how to improve them, please email the University’s Ethics and Policy Office at firstname.lastname@example.org or talk to someone from the generative AI Committee in your department.
Guidelines for the Use of Generative AI for Administrative Tasks
Generative AI tools, including ChatGPT and similar technologies, can generate text, images, and other media. Integrating generative AI into your work can help you be more efficient and effective in getting that work done. However, you must use generative AI responsibly. This includes making sure you understand the applications and limitations of generative AI while also ensuring that any use of generative AI is done ethically and in line with the University’s values, mission, and strategic plan.
Generative AI has certain limitations that you should consider in administrative contexts:
- It is not always clear how generative AI produces specific outputs;
- Generative AI outputs are based on existing data, which may contain biases and inaccuracies;
- Intellectual property concerns arise when using generative AI tools, and the sourcing and ownership of information may be unclear.
Philosophies for AI Use in Administrative Tasks
- AI should help you think. Not think for you: You should think of generative AI Generative AI as a complementary tool that can support you, rather than a replacement for human expertise and judgment. You should maintain an active role in your work and continue to engage directly with relevant stakeholders.
- Quality and Accuracy: You are responsible for making sure any content you create using generative AI is of high quality and accurate. You should be mindful of potential concerns or opposition to generative AI-driven processes and explain how you used generative AI in your work.
- Protecting Confidential, Copyrighted, or Personal Data: Do not enter sensitive information (as defined by theUNC-Chapel Hill Information Classification Standard) into generative AI tools unless the University’s Information Security Office (ISO) has conducted a risk assessment of the generative AI tool and the University’s Data Governance Oversight Group (DGOG) has approved the tool to handle sensitive information. You should be careful and prioritize data privacy and security in all generative AI-related work.
- Digital Accessibility and Inclusivity:When using generative AI in administrative tasks, you should prioritize creating outputs that are universally accessible and inclusive. Recognize that generative AI is only as unbiased as its source data; therefore, make sure that the generative AI’s results foster a diverse and inclusive environment, catering to all regardless of abilities or backgrounds. Please work with the University’s Digital Accessibility Office if you have questions about digital accessibility. Please work with the University’s Office of Diversity & Inclusion if you have questions about inclusivity.
- Transparency and Documentation:You should disclose when you use generative AI for tasks that can impact decisions or have ethical or legal implications. You do not have to disclose when you use generative AI for minor tasks, or if you make significant edits to the output that a generative AI tool gives you. You should always ask yourself whether a reasonable person would expect to know that you used generative AI to create your work product.
- Purposeful Integration:You should use generative AI tools that align best with the specific needs of your work and enhance efficiency and effectiveness. You should evaluate tools based on user-friendliness and potential for personalized experiences.
- Emphasizing Human Skills:You should highlight the value of human skills, such as empathy and adaptability when using generative AI in administrative tasks. Additionally, anyone at the University who uses generative AI tools should recognize and nurture the unique benefits that human interactions bring to the administrative processes. Please note that generative AI should not be used to hire, evaluate, or discipline employees.
- Continuous Learning:You should stay updated with the latest advancements in generative AI technology and best practices in administrative settings. You should take advantage of professional development opportunities to enhance your understanding of generative AI and its implications for administrative tasks.
- Tailoring Guidelines:You should customize departmental/unit guidelines to align with specific administrative tasks. You should regularly communicate the generative AI guidelines to relevant stakeholders and help University employees consider the most appropriate ways to use generative AI tools in their work.
Guidelines for Specific Administrative Tasks:
- Administrative Presentations:You can use generative AI-powered tools to create visually engaging presentations by incorporating interactive elements, visualizations, or simulations to effectively convey information during administrative meetings or training sessions.
- Communications:You may use generative AI when drafting audio, visual, or written communications. However, you must critically review content for tone, accuracy, and inclusivity to prevent potential misinformation, misinterpretations, and/or violations of intellectual property under theUNC-Chapel Hill Copyright Policy.
- Data Analysis and Reporting:You may use generative AI when analyzing data and recognizing patterns in various data sets. However, you should be careful when using generative AI tools. Always consider the sensitivity of the data you are using.
- Document Generation and Processing:You may use generative AI when creating administrative documents, including budgets, reports, memos, or letters. Generative AI tools can also help process and organize large volumes of paperwork, such as student applications or financial aid forms. Generative AI should not be used to generate documents used to hire, evaluate, or discipline employees.
- Resource Allocation:You may use generative AI to support resource allocation within the University. This may include scheduling classes, assigning rooms, or managing faculty and staff workloads, based on factors like availability, preferences, and constraints.
- Support Services and Workflow Automation:You may use generative AI to offer automated support services. These tools can provide personalized guidance and direct users to suitable resources while potentially streamlining administrative processes by automating repetitive tasks like transcribing, taking meeting minutes, file organization, or scheduling. This approach could enhance efficiency and allow for a concentration on more intricate or value-added tasks.
- Digital Accessibility and Inclusivity:You may use generative AI to create a more inclusive and accessible environment by providing automatic captioning or transcription services for recorded lectures or events. Generative AI tools can also help make administrative materials, websites, or digital content more accessible for individuals with disabilities.
- Compliance Monitoring:You may use generative AI to monitor and assist compliance with legal and regulatory requirements, such as data protection, academic integrity, or accessibility standards. Generative AI can flag potential violations or discrepancies for further investigation but should not rely solely on AI to meet legal and regulatory requirements.
- Programming/Coding:You may use generative AI in some programming tasks but you must be cautious. Ensuring security, adhering to best coding practices, and addressing digital accessibility are critical, and you should be vigilant about potential intellectual property issues.
Sourcing Generative AI Tools:
- Appropriate & Informed Sourcing:When using generative AI tools, you should make sure the technology and data sources you use adhere to privacy and security policies. Additionally, it’s important to investigate the provider’s track record, commitment to ethical generative AI practices, and adherence to industry standards. Always consult your unit’sSenior IT personnelbefore using or procuring any generative AI product for University business. Your IT personnel can discuss solutions relevant to your use case that may already be vetted and utilized in your department, unit, or more broadly on campus.
- Reliability:Before you use a generative AI tool, you and your unit’s Senior IT personnel should thoroughly evaluate its reliability and accuracy. If possible, you should conduct pilot tests to assess the suitability and effectiveness of generative AI tools for specific administrative tasks. Pilot tests are an effective way to determine if the tool and/or service will work in your environment.
- Documentation:In line with the above guidelines, you should acknowledge the use of generative AI in administrative tasks regarding the sourcing of generative AI. This sourcing documentation may include items such as user manuals or software-specific guidelines. Documenting how generative AI is sourced and why helps stakeholders understand the role of generative AI technologies in their interactions and decisions. You should emphasize the importance of following documentation guidelines when utilizing generative AI tools. Sourcing documentation is crucial to ensuring sustainability and the retention of institutional knowledge.
By following these guidelines, those fulfilling administrative tasks can use generative AI effectively while upholding ethical standards and ensuring a positive impact on administrative processes.