AI Working Group – Administrative Services

Charter

The AI Working Group for administrative services will develop and recommend institutional guidelines and principles for the use of Generative Artificial Intelligence (AI) in administrative functions. The Working Group will engage with the Information Technology Advisory Board (ITAB) to discuss the guidelines and principles and seek their input and feedback. Once finalized, the guidelines will be recommended to the Executive Vice President and the Provost for institutional adoption. The guidelines will consider:

• Transparency: Providing clear explanations of AI’s role in administrative processes, including data collection, analysis, and decision-making.
• Financial Responsibility: Clarifying the University’s central funding for AI tools and the financial responsibility of schools/departments for non-centrally funded tools.
• Accountability: Establishing mechanisms to monitor AI systems, identify and mitigate biases, and trace decisions back to responsible individuals or departments.
• Risk Management: Developing strategies to identify, assess, and mitigate risks associated with AI use in administrative functions.
• Data Privacy: Protecting the privacy of individuals’ data by implementing strong data protection measures and complying with relevant laws and regulations.
• Security: Implementing robust security measures to protect AI systems from unauthorized access, data breaches, and other security threats.
• Equity and Fairness: Striving for equitable access for all in a manner that promotes fairness and equity for all stakeholders.
• User Education: Providing training and resources to help users understand how AI is used, its limitations (e.g., AI tools checking for AI-generated content), and how they can interact with AI systems effectively.
• Ethical Use: Upholding ethical standards and avoiding discrimination based on race, gender, religion, or other protected characteristics in AI applications.
• Continuous Improvement: Regularly reviewing and updating AI systems to incorporate new data, improve performance, and address emerging ethical and legal considerations.
• Collaboration: Encouraging collaboration and information sharing to promote best practices in the use of AI in higher education administration.
• Stakeholder Engagement: Involving stakeholders, including students, faculty, staff, and the broader community, in the development and implementation of AI policies and practices.

Definition of Administrative Services: Administrative services encompass a range of support functions and services, including managing finances, overseeing human resources, coordinating facilities, providing technology and data services, managing student services such as registration and financial aid, and ensuring compliance with regulations and policies.