Artificial intelligence (AI) is changing how administrative work is performed across the University of Saskatchewan.
Leaders, managers, and staff play an important role in determining when and how AI is used in administrative work, or whether it is appropriate to use at all. Expectations for AI use may vary by role, unit, and type of work.
This page provides guidance to support informed and responsible use of AI in administrative activities and services.
Ethical and responsible use
AI use in administrative work involves important ethical and professional considerations related to decision-making, data use, and accountability.
- Attend to equity and diversity: You should encourage searching for diverse knowledges and caution that AI outputs are subject to inequities.
- Promote openness and transparency: You should demonstrate transparent use of AI by acknowledging its uses, where appropriate, and fostering a culture of openness where staff are encouraged to ask questions and discuss appropriateness of AI use in different scenarios.
- Protect intellectual property: Avoid submitting content that is not your own into any AI tool that uses inputs for training purposes or to improve performance. When using AI tools, you are responsible for the content you submit and complying with all applicable laws and regulations. It is strongly recommended that you do not input personal information or confidential data into an AI tool.
Related policies and guidelines
Certain aspects of AI use are governed by university policies and institutional guidelines. These may apply in specific situations based on the work you are completing and your responsibilities.
Literacy
AI literacy helps staff navigate the opportunities, limitations, and considerations associated with AI in the workplace.
- Familiarize yourself: You should familiarize yourself with the fundamentals of AI, including its benefits, limitations, and potential applications in your work, as well as its social, cultural, and ethical implications.
- Task-specific use: You should promote the use of specific AI tools for specific tasks in administration and integrate authentic uses of AI given your work.
- Keep current: You should be aware of AI usage and its impact on the work you do.
Change and innovation
AI may influence how administrative work is approached, organized, and improved over time.
- Find balance: Managers should guide their staff in using AI tools as complementary to their own skills and expertise.
- Set expectations: Managers should discuss expectations with staff about appropriate AI use and its impact on the work environment, including accountability for any use of AI output, and disclosing AI use as needed.
- Focus on consistency: Staff should collaborate within their units to apply concise and consistent expectations for the use of AI.
Managing tool use
Decisions about AI tools involve considerations related to security, privacy, institutional requirements, and the intended purpose of their use.
- Tool approval and recommendation: You should prioritize using AI tools approved by USask to protect equity, safety, and security. When functionality needs for your work are better met by unapproved tools, you should work with ICT to determine next steps.
- Consider implications: You should consider the implications of using an AI tool before engaging. You should be able to explain how the benefits are outweighed by the costs of use (monetary, environmental, etc.).
Full principles and guidelines