GenAI for staff

 GenAI can be used at UBC for administrative tasks such as: 

• Summarizing meeting notes or reports 

• Brainstorming ideas and solutions 

To get better results, use structured prompts like the RTF framework: 

• Role: Define who the AI is (e.g., “You are a administrative assistant…”) 

• Task: Specify what you want it to do (e.g., “Draft a follow-up email…”) 

• Format: Indicate the desired output (e.g., “In bullet points” or “As a formal memo”) 

More resources about prompt engineering on the CTLT site: https://ai.ctlt.ubc.ca/prompt-engineering

• Always review and verify AI-generated content before sharing or publishing. 

• Treat GenAI as a support tool, not a decision-maker. 

• Be clear when content is AI-assisted, especially in formal communications. 

• Maintain accountability for final outputs. 

M365 Copilot Chat is UBC’s GenAI tool of choice

Microsoft 365 Copilot Chat is integrated with UBC’s M365 suite of tools. 

Open Copilot Chat with your UBC login and begin leveraging AI-driven insights and assistance: m365.cloud.microsoft

What can I use Copilot Chat for at UBC?

• Simplified communication: Quickly draft clear, professional emails or summarize key points from lengthy email threads. 

• Meeting efficiency: Generate succinct meeting summaries, action items, and follow-up communications. 

• Project support: Receive instant organizational support for managing project tasks, timelines, and collaborative documents. 

• Content creation: Rapidly outline or draft reports, presentations, and instructional materials, significantly reducing preparation time. 

Important security and privacy guidance:

• Ensure your data is protected: always authenticate using your firstname.lastname@ubc.ca account.

• Copilot Chat is approved for handling only low to medium-risk data per UBC’s Information Security Standard (ISS U1)

Find more info on the Copilot Chat rollout and updates from UBCIT: https://it.ubc.ca/news/june-06-2025/m365ubc-now-copilot-chat

Using other GenAI tools for UBC work

The UBC Privacy Matters website maintains a list of AI tools that have undergone UBC privacy and information security review, with associated risk profiles and use conditions: https://privacymatters.ubc.ca/sites/default/files/2025-10/PIA_Reviewed_AI_2025-09.pdf

Important notes:

• Only use ChatGPT with low risk data only. Do not enter personal or confidential information.

• The use of DeepSeek is restricted at UBC. More info: https://privacymatters.ubc.ca/i-want/safe-deepseek-ubc

Register for UBC IT training sessions for M365, including Copilot: https://it.ubc.ca/microsoft-365/general-training-microsoft-365  

UBC is also developing role-specific AI training for staff, faculty, and students. This page will be updated when more information is available.

For further questions, including support with AI adoption or other use cases, reach out to Digital Solutions: dcio.medicine@ubc.ca 

You can currently use Copilot Chat to summarize meeting transcripts.  Meeting transcripts can be obtained from Zoom or MS Teams if the meeting was recorded.  

The current version of Microsoft Teams (including Copilot chat) available to all UBC users is approved for Medium Risk data or lower. This means it’s acceptable to use Copilot chat with employee names and to generate transcripts that include staff-related information. However, if your content includes learner information, it must be de-identified before using Copilot chat, due to current licensing and data protection standards. 

UBC is actively reviewing and testing a more advanced version of Copilot. If and when this version becomes available—pending licensing agreements—it will support the use of High Risk data, allowing for broader administrative applications. 

You can use the M365 Copilot Chat with Medium Risk data or lower.

UBC Electronic Information is classified as follows: 

• Low risk includes names and work contact info of UBC staff & faculty, and anything publicly available, etc. 

• Medium risk includes proprietary information, confidential financial info and records, etc. 

• High risk includes personal information, including student names, student & employee IDs, face ID photos, grades, home addresses, etc.

• Very high risk includes SIN, official gov ID, bank account info, PHI, DoB, etc. 

Learn more info about UBC data classification (ISS U1): https://cio.ubc.ca/information-security-standards/U1 

All solutions that have been reviewed by the UBC Privacy & Security office are available here:  https://privacymatters.ubc.ca/sites/default/files/2025-10/PIA_Reviewed_AI_2025-09.pdf

Important notes:

• Only use ChatGPT with low risk data. Do not enter personal or confidential information.

• DeepSeek is the only restricted tool at UBC. Find more info here: https://privacymatters.ubc.ca/i-want/safe-

Some units, programs and departments may classify certain types of data (e.g. schedules) as higher risk than UBC’s general standards. This is especially true in the Faculty of Medicine, where health-related data is common. In such cases, follow the specific guidelines set by your unit, even if they are more restrictive than UBC-wide policies. 

Resources for Faculty from the Office of Faculty Development: https://facdev.med.ubc.ca/artificial-intelligence/ 

Framework for GenAI in Education: UBC Faculty of Medicine’s principles and recommendations for integrating GenAI into educational practices: https://facdev.med.ubc.ca/resource/ubc-faculty-of-medicine-framework-for-generative-artificial-intelligence-ai-in-education/  

AI & Health Network: A collaborative hub advancing AI research and innovation in health at UBC:  https://aihealth.med.ubc.ca/ 

A FOM AI Strategy is in development. More information will be provided.

UBC GenAI Training Hub for Staff: Centralized training resources to support staff in using GenAI tools responsibly: https://genai.ubc.ca/training-hub-for-staff/    

UBC IT AI Services: Overview of AI-related services and support offered by UBC Information Technology: https://it.ubc.ca/services  

UBC VPRI on AI: UBC’s research strategy and initiatives related to artificial intelligence: https://research.ubc.ca/ai  

UBC GenAI Guidance Website: Guidance on tool categories, approval pathways, and responsible use: https://genai.ubc.ca/guidance/  

Guidelines for AI tools at UBC: https://privacymatters.ubc.ca/sites/default/files/2025-10/PIA_Reviewed_AI_2025-09.pdf 

CTLT resources on AI for Teaching and Learning: https://ai.ctlt.ubc.ca 

Privacy Matters @ UBC: UBC’s central hub for privacy guidance, including PIA guidelines, FAQs, and reports: https://privacymatters.ubc.ca  

PIA Guidelines for AI Solutions: Specific guidance on assessing AI-related tools: https://privacymatters.ubc.ca/sites/default/files/2024-09/PIA_Guidelines_GenAI.pdf  

UBC Self-Service Portal for PIA Inquiries: Submit and track Privacy Impact Assessment inquiries and requests: https://ubc.service-now.com/selfservice 

UBC Information Security Standards (ISS): Defines risk classification for data and systems, access controls, and lifecycle requirements. https://cio.ubc.ca/information-security-standards/U1 

UBC Policy SC14: Administrative heads’ responsibilities for information security and acceptable use: https://universitycounsel.ubc.ca/policies/information-systems-policy/   

UBC Signing Resolution #26 (Clickthrough Agreements): Defines who may accept online vendor terms on behalf of UBC: https://universitycounsel-2015.sites.olt.ubc.ca/files/2022/07/Resolution-26-Clickthrough-Agreements.pdf 

BC Freedom of Information and Protection of Privacy Act (FIPPA): Provincial legislation governing collection, use, and disclosure of personal information: https://www.bclaws.gov.bc.ca/civix/document/id/complete/statreg/96165_00