Using AI in Administration

Start with approved tools and known sources

  • Prefer Microsoft 365 Copilot in TRU’s tenant for drafting and analysis. Your prompts/responses remain withing enterprise protections and aren’t used to train foundation models. [learn.microsoft.com], [enterprisedata.learn.microsoft.com]
  • Ground AI outputs in authoritative TRU sources (policy pages, SharePoint, Senate items) before finalizing.

Privacy-by-design (FIPPA)

  • Don’t paste personal or confidential TRU information into public chatbots.
  • Use TRU platforms and follow our data governance practices (ITS emphasizes Azure-based secure analytics and stewardship) [ITS Enviro…uary 2024)]
  • Follow FIPPA guidance for collection, protection, retention, and access; be ready for FOI requests.  [www2.gov.bc.ca]

Accuracy, transparency and records

  • Treat AI output as a draft, not a decision. Verify dates, amounts, policy numbers, and links.
  • Where appropriate, include a simple note such as “AI-assisted draft; human-reviewed by TRU staff”
  • Save final content (and, where material, the prompt) to SharePoint to keep an audit trail for FOI. [www2.gov.bc.ca]

Bias and Inclusive Language

  • Ask the tool for inclusive, plain language and review outputs for biased assumptions—specially where content affects equity-deserving communities.
  • Align with the emerging GenAI themes from TRU’s teaching/learning groups (privacy, inaccuracy risk, and bias). [aishowcase.trubox.ca]

Copyright, Branding, and Public-facing content

  • Use TRU-owned or licensed assets (logos, photography, brand templates) and avoid style mimicry of living artists with image generators.
  • Monitor evolving federal dialogue on AI & copyright; transparency around training data and authorship remains an open policy area in Canada. [ised-isde.canada.ca], [publications.gc.ca]

Sustainability Matters

  • Right-size: use smaller, task-specific features; keep prompts concise; avoid unnecessary image/video generation. (UNESCO and others recommend using smaller models and efficient practices.) [unesco.org]