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Green River College AI Taskforce

Empowering education through responsible AI integration
AI Best Practices for Administration & Staff | Green River College

AI Best Practices for Administration & Staff

Empowering ethical, efficient, and student-centered AI use in campus operations

Overview

Artificial Intelligence tools are transforming how we work in higher education. At Green River College, responsible AI use means prioritizing student privacy, enhancing operational efficiency, and supporting student success. These guidelines help ensure our AI implementations align with our institutional values and comply with educational regulations while empowering staff to innovate and improve services.

Guiding Principles

Student-Centered

All AI use prioritizes student success and experience

Privacy First

FERPA-compliant practices protect student information

Transparency

Clear communication about how and when AI is used

Equity & Inclusion

AI implementation that serves all students equitably

Human Oversight

AI assists but doesn't replace human judgment

AI Use Cases

Operations & Administration

AI can streamline administrative workflows, assist with data analysis, generate reports, and help with scheduling and resource allocation. Use AI to draft standard operating procedures, summarize meeting notes, and create efficient documentation.

Example uses: Process automation, data analysis, documentation assistance

Prompt Library for Staff

Access our curated collection of effective prompts for common administrative tasks. Categories include emails, operational support, student services, outreach, and planning.

Browse Prompt Library

AI Toolkit for Staff

Practical tools and resources designed to help you implement AI effectively, ethically, and efficiently in your daily work at Green River College.

Prompt Engineering

Learn how to craft effective prompts that get you the results you need. Our templates and guides help you communicate clearly with AI tools.

  • Ready-to-use prompt templates
  • Task-specific examples
  • Prompt refinement techniques

Privacy & Security

Protect student information and maintain FERPA compliance while using AI tools. Learn what information is safe to share and what should never be input.

  • FERPA compliance guide
  • Data anonymization techniques
  • Secure platform recommendations

AI Tools & Applications

Discover approved AI tools and custom GPTs designed specifically for Green River College staff. Learn which tools are best for different tasks.

  • GRC-approved AI tools
  • Custom GPTs for staff
  • Task-specific tool recommendations

Featured: AI Ethics Reflection Guide

Our newest resource helps you navigate ethical considerations when implementing AI in your work. This guide includes practical scenarios, decision frameworks, and reflection questions to ensure your AI use aligns with Green River College's values and commitment to student success.

Explore the Toolkit

Ethics & Privacy

Protecting student privacy and maintaining ethical standards are foundational to our AI practices. All staff must adhere to these principles when using AI tools for college operations.

Key Privacy Guidelines

  • Never input student names, IDs, or other personally identifiable information

  • Do not upload student work, transcripts, or academic records to AI tools

  • Use only college-approved AI platforms with appropriate data protection

  • Anonymize any case examples or scenarios before processing with AI

Ethical Considerations

  • Always review AI outputs for bias, accuracy, and appropriateness

  • Maintain transparency about when and how AI is used in your work

  • Consider accessibility and equity impacts of AI-assisted processes

  • Exercise human judgment for all important decisions

FERPA Compliance Reminder

The Family Educational Rights and Privacy Act (FERPA) protects the privacy of student education records. When using AI tools, remember that student information entered into third-party AI systems may constitute a FERPA violation. Always consult with the Registrar's Office if you have questions about what information can be processed using AI tools.

View complete FERPA guidelines

Best Practices Checklist

Recommended

  • Use AI to draft and refine communications
  • Summarize meeting notes and create action items
  • Generate ideas and brainstorm solutions
  • Create templates for routine communications
  • Review AI outputs before finalizing

Avoid

  • Sharing student identifiable information
  • Using AI for sensitive decisions without review
  • Relying on AI for policy interpretation
  • Using AI on unsecured or public platforms
  • Accepting AI outputs without verification

Reflection Prompts

Consider whether the AI-generated content aligns with our educational values and would be appropriate to share directly with students. Does it represent Green River College's commitment to quality and student success? Would you feel comfortable if students knew AI was used in creating this content?

AI systems can unintentionally perpetuate biases present in their training data. Have you carefully reviewed the output for language, assumptions, or recommendations that might disadvantage certain groups of students? Consider whether the content is inclusive and equitable for our diverse student population.

The purpose of using AI tools is to enhance efficiency and effectiveness. Evaluate whether this particular use of AI genuinely saves time and improves your work, or if it might create confusion or require significant editing. Is this an appropriate use case for AI assistance?