AI Efficiency Series: Start Here: Using AI to Save Time (Recording)-Start Here Using AI to Save Time PPT

Start Here Using AI to Save Time PPT

Pdf Summary

This WASBO training presentation explains how K-12 school business offices can use AI safely and efficiently. It emphasizes that AI is already embedded in common tools like email, spell-check, spreadsheets, and meeting-note software, and that staff are likely experimenting with AI even without formal district policies. The goal is to capture time savings while avoiding privacy, records, and legal risks.<br /><br />The presentation defines AI, generative AI, and high-risk AI systems, then introduces five guardrails: use only district-approved tools; protect confidential information; understand how vendors use and retain data; keep a human responsible for reviewing and approving all output; and treat AI prompts, uploads, and results as district records.<br /><br />A simple “30-second check” is recommended before prompting: confirm the tool and use are approved, remove confidential details, consider whether the content would be acceptable as a public record, verify the output independently, and ensure a staff member will own the final work.<br /><br />The deck compares common AI tools such as Microsoft Copilot, Google Gemini, ChatGPT, and Claude, noting that Copilot and Gemini may already be covered under district contracts, while standalone tools often require separate review.<br /><br />It suggests low-risk first uses, such as drafting routine emails, summarizing public notes, brainstorming agendas, and revising nonconfidential text. It also lists situations where staff should stop and ask for guidance, including tasks involving confidential data, legal interpretation, cybersecurity, investigations, or unapproved products.<br /><br />The session includes scenario practice and hands-on prompts for meeting notes, payroll surveys, accounts payable reminders, and meeting agendas. Finally, it outlines a basic district framework for AI governance and recommends next steps: assign leadership, inventory tools, approve low-risk uses, publish interim guidance, and update policies as needs change.

Keywords

K-12 school business offices

AI training

generative AI

district-approved tools

privacy risks

records retention

legal risks

human review

Microsoft Copilot

AI governance