Good first use: Give AI a non-sensitive source you already trust and ask it to reorganize, shorten, or format that material for a specific audience. You remain responsible for the final message and action.

Choose a workflow

• Extract decisions and next steps

  Turn these approved meeting notes into a concise internal summary.
  Put decisions first, then a table of action, owner, and due date.
  Do not infer an owner or date when one is missing; label it “Needs confirmation.”
  End with a list of unresolved questions.

• Create a draft procedure

  Use the attached approved process notes to draft a staff-facing procedure.
  Start with who should use it and what they need before beginning.
  Use numbered steps, warnings before risky actions, and a troubleshooting section.
  Preserve system names and links exactly. Flag missing screenshots.

• Build a reviewable analysis

  Analyze the attached de-identified workbook without changing the source-data tab.
  Create a summary by department, explain every calculation, and list data-quality issues.
  Do not infer demographic or performance explanations from correlation alone.
  Report the checks you ran and the output file path.

• Adapt one message for several audiences

  Use the approved announcement below to draft three versions: employees, managers,
  and the public website. Keep all dates, requirements, contact details, and links unchanged.
  Use plain language and put the required action first. Include a change log.

Staff review checklist

• Names, dates, deadlines, requirements, totals, links, and contact details are correct.
• The result follows the authoritative policy or procedure—not an AI interpretation of it.
• Confidential, personnel, student, financial, security, and credential information is handled appropriately.
• The output does not commit another person or office to an action they did not approve.
• Any external message has the required owner, communications, legal, or supervisory review.
• Automated changes are tested on a copy or small sample before wider use.

Use AI to prepare—not to authorize

AI can draft, compare, calculate, and organize. It does not grant permission, approve an expense, interpret policy for the institution, change a record, or send a message on your behalf unless an authorized person uses an approved process and reviews the action.

Related guides

• ChatGPT, ChatGPT Work, or Codex: Which should I use?
• Work with documents, spreadsheets, presentations, and PDFs
• Use AI responsibly: protect information and verify the result

Official guidance

See OpenAI’s Get started with ChatGPT Work, Prompting, and Work with files guides. SBS policy and approval processes take precedence.