This article is a part of our Transforming Assessment for Modern Learning Spaces series.
Author: Tim Palmer, instructional design specialist
Artificial intelligence (AI) is rapidly transforming the way we work, and understanding how to use it effectively is becoming essential for everyone in the institution. This article introduces practical ways that DES staff can apply AI tools to support daily tasks, improve efficiency, and spark new ideas. It includes example prompts for real-world applications and a list of helpful resources to get you started.
Article Contents
- Microsoft Copilot and UCSD's Triton GPT
- Zoom AI Companion with Meeting Summary
- Lucidchart and Lucidspark Virtual Flowcharts and Whiteboarding with AI
Prompting Strategies and Starter Prompts
- Why Reflect on Your AI Use?
- Quick Review: How to Read AI Outputs Thoughtfully
- Reflect After You Use AI
AI Applications
The Division of Extended Studies offers staff access to powerful AI tools to enhance productivity and foster ongoing learning. Below we discuss four AI tools that can be accessed using your AD credentials.
Generative AI Models
Generative AI offers transformative potential for educational and administrative staff within institutions. It can streamline routine tasks like drafting reports, composing emails, and developing standardized documentation, saving valuable time. For educators, it aids in creating personalized learning materials, quizzes, and lesson plans tailored to diverse student needs. Administrative teams benefit from automated scheduling, data analysis, and efficient management of communications. Additionally, generative AI enhances decision-making processes by providing insightful summaries from large datasets, ultimately fostering a more productive and dynamic institutional environment.
Microsoft Copilot and UCSD's Triton GPT
UCSD staff have access to two powerful generative AI tools: TritonGPT and Microsoft Copilot. Using these tools as opposed to other freely (and limitedly) available tools, you will be able to work with enterprise level security, meaning your prompts are not sent to third parties or used in the training dataset for the models. Login using your AD credentials via the links at the bottom of the page linked below.
- Read How to add Copilot to Teams (Extended Studies Staff)
- Visit UC San Diego's Support of AI Services.
Other AI-Integrated Tools
Zoom AI Companion with Meeting Summary
The Zoom AI Companion with Meeting Summary is an effective productivity tool for program managers and others who lead busy meetings. It automatically generates concise, accurate summaries of discussions, decisions, and action items, allowing leaders to focus on engagement rather than note-taking. This feature ensures that key points are captured and easily shared with stakeholders, enhancing communication and follow-up efficiency. By streamlining post-meeting documentation, it saves time, reduces the risk of missing critical details, and supports better project tracking and accountability.
Lucidchart and Lucidspark Virtual Flowcharts and Whiteboarding with AI
Unlock the full potential of your team with Lucidchart and Lucidspark Virtual Flowcharts and Whiteboarding with AI. Designed for staff across all roles, these powerful tools leverage AI to transform your notes into dynamic, working diagrams and flowcharts. Whether you're refining processes, enhancing collaboration, or communicating complex ideas, Lucidchart and Lucidspark simplify the workflow, making it easier for stakeholders to understand and engage with your vision. Streamline operations, clarify processes, and drive impactful decisions effortlessly.
- Read how to sign up and use Lucidchart via UCSD Blink.
Prompting Strategies and Starter Prompts
Using generative AI can be both exciting and challenging. Often, getting high-quality outputs depends heavily on how you frame your prompts. Without the right approach, results may fall short of expectations. However, with a simple prompting method called CAP—short for Context, Audience, and Purpose—you can significantly improve the effectiveness of your AI interactions.
Prompting with CAP
When you prompt AI for content, you have to help it understand who you are, who you are writing to, and why you are writing. The CAP method will help you learn to write effective prompts with clear parameters for output.
The CAP method helps you write clear, effective prompts by including three essential elements:
-
Context – Tell the AI who you are, what you do, and how the task fits into your work. You can also upload relevant documents and describe how they relate.
- Contextual Documentation – Attach docx, PDF, or other relevant files or copy/paste in related documentation that you want the AI to use in its output. Specify how AI should use the documentation.
- Audience – Define who the message or output is for. A single person? A whole team? Include details that help the AI match the tone and depth appropriately.
- Purpose – Be direct about what you want the AI to produce and why. Whether it’s a draft email, a summary, or revised content, give it a clear goal.
When you include CAP in your prompt, you’re more likely to get useful, targeted results you can build on.
Armed with CAP and a few starter prompts, you can begin to tinker, explore, and find innovative solutions that enhance productivity. Start experimenting today and see how AI can work for you!
Starter Prompts
These starter AI prompts are designed to spark ideas and inspire DES staff in crafting effective prompts tailored to their specific needs. While these examples provide a foundation, staff are encouraged to adapt and refine them using the CAP method to ensure they align with unique use cases and objectives. Let these prompts guide your creativity and enhance your AI-driven solutions.
1. Clarifying an Existing but Confusing Internal Process
Context:
I’m an academic program assistant at UC San Diego Extended Studies. Our current process for onboarding new instructors involves multiple emails and disconnected documents, and it’s confusing for both new hires and staff. I’ve pasted a copy of our current onboarding checklist and a few example onboarding emails below for reference.
Audience:
My colleagues on the academic services team, especially new staff members who need a clearer overview and process to follow.
Purpose:
Help me draft a simplified, step-by-step guide or flowchart to clarify the instructor onboarding process. Make it usable as a handout or internal wiki post.
2. Writing a Meeting Follow-Up Based on a Zoom Summary
Context:
I’m a program manager who just met with a faculty member about revising one of our certificate program courses. They are new to our team. I’ve pasted the Zoom meeting summary below for reference.
Audience:
The instructor, who needs a clear and supportive summary of our meeting along with next steps and an invitation to meet again if needed.
Purpose:
Draft a follow-up email that (1) recaps what we discussed, (2) outlines what actions we each agreed to take, and (3) invites the instructor to ask questions or schedule a check-in. Keep the tone helpful and collegial.
3. Responding to a Student Complaint About an Allegation of Unauthorized AI Use
Context:
I’m a program coordinator responding to a student who feels unfairly accused of using AI on a written assignment. The instructor expressed concern but hasn’t filed a formal academic integrity report. I’ve pasted the student’s email and our department’s academic integrity guidelines below.
Audience:
The student, who is confused and upset but seeking clarification, not confrontation. This message needs to de-escalate while explaining next steps.
Purpose:
Write a professional, empathetic response that (1) acknowledges the student’s concern, (2) outlines our department’s academic integrity process, and (3) clarifies what actions (if any) the student needs to take now. The tone should be student-centered, respectful, and policy-aligned.
4. Topical Tutor Prompt Template (for Foundational Knowledge Building)
I'm a [job title or role] working in [general field, e.g., academic program coordination, instructional design, student services, etc.].
I want to build foundational knowledge in [broad topic or field, e.g., online assessment strategies, academic integrity policy, equity in STEM programs].
My specific interests include [list 2–3 subtopics or goals, e.g., creating inclusive syllabi, understanding compliance requirements, using rubrics effectively].
Act as a tutor or mentor. Begin with a short overview of key concepts in this area using clear, plain language. Organize the information into sections, and suggest additional readings, videos, or documents I can review (include links if possible).
As we continue the conversation, I will ask follow-up questions and may paste in documents or policies to get deeper insights. Let’s build this out as a learning record I can refer back to.
Reflecting on your AI Usage
Effective use of AI requires an iterative approach. At every step of the way when using AI, you will have the chance to glean valuable insights and obtain useful language and structures. Staff should actively analyze AI outputs to identify what works well: what resonates with users, what elements enhance writing, and which formatting techniques elevate documents. Recognizing these strengths provides valuable insights for future tasks.
Why Reflect on Your AI Use?
Using AI can help us be productive and has the added bonus of providing learning opportunities in which we can...
- Practice clear communication
- Break down complex tasks
- Learn new ways to phrase, organize, or approach your work
- See examples of professional tone and structure
When you pause to notice what worked (or didn’t) in your interaction with AI, you build awareness and transferable skills.
Quick Review: How to Read AI Outputs Thoughtfully
Before you use what the AI gives you, take a moment to:
- Scan for relevance – Does the response address your question or task?
- Check for accuracy – Are the facts correct and up to date?
- Assess the tone – Does it sound appropriate for your audience?
- Look for clarity – Is the language clear, concise, and free of jargon?
- Consider what’s missing – Does the output leave out important context or details?
Use this review to decide whether the output is ready to use, needs light editing, or should be revised through a new prompt.
Reflect After You Use AI
After completing a task with AI, take a minute to consider:
- What prompt did I write?
- What did the AI give me back?
- What part of the response was useful?
- What would I change next time?
These quick questions help you turn a routine task into a learning opportunity.
Keep a Prompt & Response Log
Start a simple document or folder where you save:
- Prompts you’ve written
- The AI’s responses
- Notes about what worked or didn’t
Over time, this becomes a personalized reference guide you can revisit and learn from. You might notice patterns, like how adding context improves your results, or which types of prompts give you clear next steps.
Experiment with Purpose
Use AI not just to get something done, but to try something new. For example:
- Compare how the AI writes a summary vs. how you’d write it
- Ask AI to explain something you already understand, to check how well it communicates
- Try asking the same question in different ways to see how the response changes
Intentional experimenting builds awareness of your own process and strengthens your writing, critical thinking, and clarity.
Talk About It
If your team or colleagues are also using AI, share tips and compare notes:
- What kinds of tasks are you using it for?
- What prompts have worked well for you?
- What surprises have you encountered?
These conversations turn individual learning into shared growth and often surface creative new uses.
A Small Habit, a Big Impact
Reflecting on how you use AI doesn’t need to take long. Even one or two minutes of review can help you:
- Improve your prompting
- Recognize your strengths
- Discover new approaches
Think of this as continuous improvement via small steps that build your confidence and skill over time.
You don’t need to be technical to grow your abilities. You just need to be curious, intentional, and willing to learn from your own work.
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Disclaimer: This article was partially drafted with AI assistance (ChatGPT, Microsoft Copilot). Final content has been reviewed and refined by Instructor Excellence to ensure accuracy and quality.