AI for Staff

AI tools can help HVCC staff work more efficiently. They can draft messages, summarize meetings, organize lists, and create simple templates. These tools save time, but they also bring responsibilities.

The college's Acceptable Use of Artificial Intelligence (AI) Policy in the [Loading Policies and Procedures section of the College Catalog link…] explains how to use AI responsibly and safely, including rules about privacy, data protection, and ethics.

Using AI the right way helps protect sensitive information, maintain accuracy, and support fair and consistent service across campus. This page gives you clear guidance on using AI safely and effectively.

What AI Can Help You Do

AI can make everyday tasks easier. Staff often use AI to:

Draft or improve routine emails
Summarize long email threads
Turn notes into slides
Clean and organize lists
Generate simple templates (SOPs, FAQs, checklists)

AI should speed up your work, not replace required reviews or create new policy. Always double‑check names, dates, numbers, and instructions before sending or publishing anything.

Use Our Approved Tool: Microsoft 365 Copilot

Microsoft 365 Copilot is HVCC’s official AI tool. It works inside the Microsoft environment, which helps keep information secure and private. Licenses for Copilot for Education, which is the premium version, are available to college staff through the Help Desk Copilot License Application ticket service. For more information about Copilot for Education, please review the AI Council’s guide to Copilot for Education in SharePoint.

Best For

Drafting or summarizing emails
Turning memos into slides
Summarizing Teams meetings
Organizing and analyzing spreadsheets
Creating clear lists, tables, or outlines

Good Practices

Work inside SharePoint or Teams whenever possible
Use content already stored in HVCC systems
Review all dates, names, and facts
Make sure the final version aligns with college policy

Using Other AI Tools Safely

Some staff may use public tools such as ChatGPT, Claude, or Gemini. These tools can be helpful, but many store or learn from what you type, and are not approved for sensitive or internal information.

Use public tools only for:

Tone and clarity checks for public‑facing text

Do not use them for:

Student records or any FERPA‑protected data
HR information
Financial or medical data
Internal documents not meant for public use

Copilot Productivity Toolkit

Core Principles

Use trusted sources: Provide Copilot content from SharePoint/Teams.
Protect data: Never upload sensitive information into any AI system unless approved.
Give clear instructions: Explain the role, task, audience, tone, and format.
Verify before sending: Double‑check all facts and policy language.
Save work properly: Store your final document in SharePoint or Teams.

Professional Learning Resources

AI Council

AIcouncil@hvcc.edu

The AI Council is responsible for guiding the institution in the strategic integration of artificial intelligence (AI) into its operations, teaching, and learning environments.

AI for Staff

Get in Touch

AI Council