Artificial Intelligence for Administrative Work

Information Technology Services (ITS) provides technical support for institutionally approved AI technologies and serves as a resource for exploring and evaluating AI capabilities. As AI technologies and institutional practices continue to evolve, available services and support offerings may change accordingly.

Examples of technologies within the scope of this service offering include Microsoft Copilot, HelioCampus Theia conversational decision support, artificial intelligence capabilities embedded within enterprise applications and data services, and other institutionally approved AI technologies administered by ITS.

In Scope

ITS responsibilities within the scope of this service include:

• Administering and supporting institutionally approved AI technologies and related services managed by ITS.
• Providing information about AI technologies and services supported by the University.
• Assisting departments with the adoption and use of AI-enabled features within supported enterprise applications and productivity platforms.
• Assisting with troubleshooting issues involving supported AI technologies and services.
• Coordinating technical integrations, configurations, and implementation activities for approved AI solutions, where applicable.
• Evaluating AI technologies and capabilities for potential institutional use and support.
• Collaborating with University departments to identify opportunities where approved AI technologies may provide operational value or improve productivity.
• Sharing information, resources, and lessons learned as the University's use of AI technologies continues to evolve.

Out of Scope

The following activities are outside the scope of this service:

• Formal AI training, certification programs, or discipline-specific instruction.
• Development of custom AI models, applications, agents, or integrations unless separately approved, funded, and resourced.
• Selection, procurement, or support of non-approved AI technologies outside established University processes.
• Department-specific business process analysis, organizational consulting, or workflow redesign.
• Legal, regulatory, compliance, or risk determinations.
• Creation, interpretation, or enforcement of institutional AI policy or governance practices.
• Review, validation, or approval of AI-generated content, research, academic work, or business decisions.
• Support for personal AI accounts, consumer AI services, or technologies not supported by the University.
• Guarantees regarding the accuracy, reliability, appropriateness, or outcomes of AI-generated content.

Faculty, staff, and administrative offices are responsible for:

• Using AI technologies in accordance with applicable University policies, standards, procedures, and guidance.
• Maintaining appropriate human oversight of AI-generated outputs.
• Reviewing and validating AI-generated information before relying upon or distributing it.
• Protecting confidential, regulated, and sensitive information.
• Ensuring that administrative decisions remain consistent with applicable institutional policies and governance processes.
• Completing required training and awareness activities when applicable.

While ITS administers and supports approved AI technologies within the scope of this service, functional offices remain responsible for their business processes, operational decisions, data stewardship responsibilities, and compliance obligations.

 

• Full-time and part-time faculty members performing administrative functions.
• Administrative and support staff.
• Academic and administrative leadership.
• Graduate assistants and student employees authorized to use AI services for administrative purposes.
• Contractors, consultants, and affiliates granted access to institutionally approved AI technologies.
• Other authorized users as determined by University policy and administrative approval.

Eligibility for specific AI tools and capabilities may vary based upon licensing, role, job responsibilities, information security requirements, and approved business use cases.

 

AI Consultation and Guidance

• Provides consultation regarding the effective and responsible use of AI technologies.
• Assists departments in evaluating potential AI use cases and opportunities.
• Helps identify institutionally approved solutions that meet operational needs.

Microsoft Copilot Support

• Provides assistance with Microsoft Copilot and related Microsoft AI capabilities.
• Supports productivity use cases involving document creation, information analysis, meeting support, communication, and workflow efficiency.
• Promotes effective and responsible use of Microsoft AI technologies.

AI-Enabled Enterprise Applications

• Supports AI capabilities embedded within University enterprise applications and data services.
• Assists users in understanding available features and functionality.
• Supports adoption of approved AI-enabled business applications.

Data and Decision Support

• Provides guidance regarding AI-enabled data analysis and conversational decision support tools.
• Supports responsible use of technologies such as HelioCampus Theia.
• Encourages appropriate interpretation and validation of AI-generated insights.

Responsible AI Governance

• Promotes compliance with University AI policies, standards, and guidance.
• Provides direction regarding data protection, privacy, security, and ethical considerations.
• Helps users understand risks, limitations, and appropriate safeguards.

AI Training and Awareness

• Provides training opportunities, workshops, and awareness activities.
• Supports development of AI literacy and practical skills.
• Encourages responsible adoption of emerging technologies.

Business Process Improvement

• Assists departments in identifying opportunities to increase efficiency through AI-enabled capabilities.
• Supports evaluation of administrative workflows and productivity improvements.
• Encourages responsible innovation while maintaining appropriate controls and oversight.

 

Eligibility Verification: The requestor must be an authorized user with a legitimate business need.

Institutionally Approved Technologies: Requests should relate to AI technologies that are under the administration of Information Technology Services or are being evaluated for institutional use.

Appropriate Business Purpose: AI technologies must be used in support of legitimate University business activities and administrative functions.

Compliance Requirements: Requests and use of AI technologies must comply with University policies, standards, procedures, information security requirements, and applicable legal or regulatory obligations.

Submission Method: Requests must be submitted through approved University service management channels.

Human Oversight: Users must maintain appropriate human review and oversight of AI-generated content, recommendations, analyses, and outputs.

 

Click on “Request Assistance...” from this web page to request consultation, training, troubleshooting assistance, guidance regarding approved AI technologies, support for AI-enabled enterprise applications, or assistance evaluating potential administrative AI use cases.

 

• Responsible Use of Artificial Intelligence Policy
• Standards for the Responsible Use of Artificial Intelligence for Administrative Work
• Acceptable Use of Information Technologies Policy
• Stewardship of Information Policy
• Information Security Policies and Standards
• Data Governance Policies and Standards

 

For requests related to Artificial Intelligence for Administrative Work, Information Technology Services aims to achieve the following service targets:

Initial Response Time: Within 4 business hours of receiving a request, ITS will acknowledge the request and provide an estimated timeframe for response or fulfillment.

Resolution Time: ITS strives to fulfill routine requests and resolve incidents within 2 to 5 business days. More complex requests involving new AI use cases, application integrations, vendor engagement, policy review, information security assessment, procurement review, or implementation activities may require additional analysis and coordination.