Boise State Guidelines

Generative Artificial Intelligence (AI) – Guidance on Use and Applicable Policies

Boise State University has established rules and policies regarding the use of Generative AI in our unique workplace. These resources help keep us and the university safe while still being able to use cool new tools.

🧩 1) Information Privacy and Data Security (Policy 8060)- It is up to us to protect sensitive data when using AI.

⚙️ 2) Intellectual Property and Copyright - Understand the implications of using AI-generated content.

🔁 3) Use AI Ethically

Workflow Integration

Integrating AI works best with intentional strategy. Here are some workflow integration best practices for using AI at work:

🧩 1. Start with Clear Use Cases

• Identify repetitive, time-consuming, or data-heavy tasks AI can help with.

• Common examples:

  • Drafting or summarizing emails or documents

  • Brainstorming or outlining content

  • Analyzing data or trends

  • Generating meeting summaries or notes

  • Customer support or internal help desk chatbots

⚙️ 2. Embed AI into Existing Tools

• Use AI where your team already works:

  • Microsoft 365 Copilot or Google Workspace AI for docs/emails

  • ChatGPT or other LLMs via Slack, Teams, or browser extensions

  • CRM or ticketing systems with AI plugins

🔁 3. Create Repeatable Workflows

• Develop standard prompts/templates for recurring tasks.

  • Example: Weekly status report summary

  • Prompt library for team use = huge time saver

• Automate where possible.

🧠 4. Keep a Human in the Loop

• Use AI for drafting, not final decisions.

• Always review and edit outputs—especially when accuracy, tone, or ethics matter.

• AI should augment, not replace, your judgment.

🔍 5. Maintain Transparency and Documentation

• Log how and where AI is used in workflows.

• Share AI-generated content sources when relevant (especially for public or academic work).

• If collaborating, note if something was AI-assisted so expectations are clear.

🔐 6. Respect Privacy & Security

• Avoid inputting sensitive data into public tools.

• Know your organization’s policies on AI use. (Generative Artificial Intelligence (AI) – Guidance on Use and Applicable Policies)

• Use enterprise-level tools when dealing with confidential info. (AI Tools at Boise State University)

📈 7. Evaluate & Adjust Regularly

• Track time saved, quality improved, or feedback received.

• Tweak your workflows and AI prompts based on results.

• Stay up to date on new features—AI evolves fast.

🧑‍🏫 8. Train Your Team

• Offer quick-start guides, prompt libraries, or lunch-and-learns.

• Normalize experimenting—but also coach on limitations and ethics.

• Encourage peer sharing of what’s working.

Data Input & Output Management

DATA INPUT: Putting Information into AI Tools

• Be Clear and Specific

  • Write prompts like you’re giving instructions to a new assistant.

  • Example: Instead of “summarize this,” say “Summarize this report in 3 bullet points for my manager.”

• Use Bullet Points or Lists

  • If you have a lot of information, break it into a simple list. AI handles organized content better.

• Feed It Clean Data

  • Remove unnecessary formatting, duplicates, or unrelated notes before pasting in.

  • Think: "Would a human find this confusing?"

• Break It Into Chunks

  • Large documents? Feed them in sections—AI remembers better when it's not overwhelmed.

• Label Things Clearly

  • Use headings like “Customer Feedback,” “Sales Data,” or “Meeting Notes” to help the AI know what it’s reading.

DATA OUTPUT: Getting Useful Results from AI

• Ask for the Format You Want

  • Example: “Give me this as a table,” or “Summarize this into an email.”

• Review and Edit the Output

  • AI helps you start, but always give it a human touch before sharing.

• Save Reusable Prompts

  • Got a prompt that works well? Save it in a doc or sticky note for next time.

• Ask for Multiple Versions

  • Not sure what tone you want? Ask AI to give you a casual version and a formal one.

• Verify Numbers and Facts

  • AI can "hallucinate" facts. Always double-check data or quotes if accuracy matters.

BONUS TIPS: Make Life Easier

• Use Templates

  • Create a standard format for reports, summaries, or updates—and ask AI to “fill in the blanks.”

• Add Context

  • Tell the AI who the audience is (e.g., “This is for a beginner” or “This is for my boss”) so it tailors the output.

• Use it to Clean Up Messy Data

  • Copy-paste a jumbled list or table and ask AI to organize, reformat, or alphabetize it.

• Turn Raw Data Into Charts

  • You can ask AI to summarize trends or even write a short analysis for your spreadsheet or presentation.

Use Boise State University selected AI Tools

Practical Examples of how to use AI Tools Responsibly

Here are 5 real-world examples of people using AI at work in practical, ethical, and safe ways:

✅ 1. Summarizing Meeting Notes for the Team

How it works: After a Zoom call, someone pastes their rough notes into ChatGPT and asks it to create a clear summary with action items.
Why it’s ethical/safe: No personal or sensitive info is shared, and the final summary is reviewed by a human before being sent out.

✅ 2. Drafting Internal Communications

How it works: A communications specialist uses AI to draft emails or newsletters, then edits for tone and accuracy.
Why it’s ethical/safe: They never copy/paste confidential content directly into AI tools, and final messages are human-approved.

✅ 3. Helping Write Job Descriptions

How it works: An HR staffer gives AI the key duties and asks for a professional-sounding job description to refine.
Why it’s ethical/safe: They supply neutral, factual inputs and double-check the language for bias or clarity before posting.

✅ 4. Creating a Training Guide from a Policy Document

How it works: A team member feeds in a long policy and asks AI to create a beginner-friendly guide or FAQ.
Why it’s ethical/safe: They use publicly shareable material and ensure the final output is accurate and accessible.

✅ 5. Organizing Survey Results

How it works: A staffer pastes in open-ended responses from a staff survey and asks AI to summarize the key themes.
Why it’s ethical/safe: They remove names or identifiable info first, and use the AI to assist—not replace—real analysis.

Identifying Potential Risks and Mitigation

• Pro-Tip: Always confirm AI generated content.

Privacy Safeguards

1. 🚫 Don’t Share Sensitive or Personal Information

   • Never paste personal details (like names, emails, or ID numbers) into AI tools—especially public ones.

   • If you must use real data for testing, anonymize it first.

2. ✅ Use Approved & Secure AI Tools

   • Stick with AI platforms that your organization has vetted and approved.

   • Avoid browser extensions or apps from unknown developers.

3. 🧹 Remove Metadata and Extra Info from Files

   • Before uploading a document or image, clear any hidden data like author names, comments, or version history.

4. 🔐 Log Out and Lock Your Device

   • If you’re working with AI on shared or public devices, always log out after use.

   • Don’t let AI tools stay open unattended.

5. 📚 Know Your Organization’s AI Policy

   • Read your workplace’s AI and data privacy policies. (Generative Artificial Intelligence (AI) – Guidance on Use and Applicable Policies)

   • If unsure, ask: “Is it okay to use AI for this task?” or “Is this data safe to input?”