Staff AI Use
Using AI to Support Service, Productivity, and Better Work
AI can help staff save time, improve communication, organize information, and strengthen services across the UNT Dallas. Staff are encouraged to use AI thoughtfully for appropriate work tasks while protecting sensitive information, reviewing outputs carefully, and keeping human judgment at the center of decisions.
Common ways staff can use AI
AI may be useful for:
- Drafting routine emails, announcements, reminders, FAQs, and talking points.
- Turning meeting notes into decisions, open questions, and next steps.
- Creating checklists, timelines, agendas, and project-planning templates.
- Summarizing non-confidential documents, notes, or survey comments.
- Rewriting procedures or instructions in clearer, more accessible language.
- Brainstorming service improvements, training ideas, or communication strategies.
- Preparing first drafts of reports, presentations, or web content for human review.
Use extra care when work involves sensitive information
Staff often work with information that requires careful handling. Do not enter confidential, sensitive, regulated, personally identifiable, student, employee, legal, financial, health, or protected information into an AI tool unless the tool is approved for that type of information and you are authorized to use it for that purpose.
A simple rule: if the information would not belong in a public website, public chatbot, or unsecured email, pause before entering it into an AI tool.
The UNT System AI tools page distinguishes between Copilot Chat, M365 Copilot, UNiTyAI, and public AI tools (e.g., ChatGPT, Gemini), and it says public AI should be used only when the content is public and the work does not involve institutionally sensitive or restricted data .
Microsoft also states that Microsoft 365 Copilot and Copilot Chat provide enterprise data protection for prompts and responses and are not used to train foundation models.
Review before using or sharing
Before using AI-generated content in university work, staff should review it for:
- Accuracy.
- Tone and audience fit.
- Alignment with university guidance or unit expectations.
- Accessibility and clarity.
- Bias, missing context, or unsupported claims.
- Whether a supervisor, subject-matter expert, or policy owner should review it first.
When to ask before using AI
Staff should consult a supervisor, unit leader, or appropriate support office before using AI for work involving:
- Student records or individual student decisions.
- Employee information or personnel-related matters.
- Financial, legal, compliance, or procurement decisions.
- Public-facing statements on behalf of the university.
- Sensitive reports, regulated data, or confidential internal planning.
- Decisions that materially affect services, eligibility, access, or outcomes.
Staff prompts to try
- “Rewrite this procedure in plain language for a new staff member.”
- “Turn these meeting notes into decisions, open questions, and next steps.”
- “Draft a concise reminder email to students about an upcoming deadline.”
- “Create a checklist for preparing a partner meeting, including agenda, materials, follow-up, and owner fields.”
- “Summarize these non-confidential comments into themes and possible next steps.”
- “Create three versions of this announcement: formal, friendly, and brief.”