In order for Extension to remain the leading source of trusted, research-based information of the highest quality for our stakeholders, we must lay the groundwork for the strategic, successful use of AI.

We encourage you to engage these tools with curiosity, explore the possibilities, and discover new ways to elevate your work and Extension’s impact as a whole. We’ve compiled guidance, which we’ll update as needed, to help you along the way…

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• AI Overview
• Background and Context
• Approved AI Tools
• University AI Resources
• Best Practices and Considerations
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• Be Mindful of Risks
• Responsible Use
• Getting Started
• Custom Instructions
• Writing Effective Prompts
• AI Citation Guidance
• Training Tools

AI Overview

Artificial Intelligence, or AI, refers to the intelligence of machines or software, as opposed to the intelligence of people or animals. AI involves computers, robots, software, etc. that have the ability to perform tasks associated with intelligent beings.

Generative AI (“GenAI”), for example, refers to digital tools – like OpenAI’s ChatGPT or Google’s Gemini – that can generate an increasingly broad range of content, including text, images, videos, audio, coding and more. They continuously learn and refine their outputs based on user interactions and the data used to program them.

That said, AI tools cannot yet replicate the complexities of human reasoning, particularly related to moral, ethical and other contexts. These are tools to augment your expertise and ingenuity, not replace them.
 

Watch this short BBC video for an informative big-picture overview of AI:
Five Things You Need to Know About AI

Background and Context

As AI becomes ubiquitous in all aspects of society, this technology can play an increasingly important role in Extension’s efforts to connect with North Carolinians.

Advancements across AI are accelerating at a dizzying rate, with a variety of applications already available to assist with many Extension-related activities.

Whether it’s developing crop and soil treatments, managing weeds, translating resources, planning personal nutrition, monitoring livestock health, identifying plants or creating everyday content, AI can play a key role in developing and delivering valuable resources for our stakeholders.

Our goal is to share guidance that facilitates responsible, productive use of AI – specifically generative AI tools – among Extension experts at NC State.

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Approved AI Tools

NC State University embraces the ethical and responsible use of AI to elevate our impacts and mission. NC State’s Office of Information Technology (OIT) has developed a framework to help guide the adoption and appropriate use of AI tools in our work.

Examples of currently approved generative AI tools include versions of OpenAI’s ChatGPT, Google’s Gemini, Microsoft’s Copilot and Grammarly.

View Approved AI Tools for NC State (OIT)

• Find more details about the individual tools and other AI solutions that have been approved for various units and/or campuswide.
• See OIT’s Guiding Principles for AI Tools for further guidance on appropriate, responsible use of AI tools.

Important Notes

• You must use your NC State account when utilizing approved AI applications; personal accounts are not allowed to be used with university data.
• Review OIT’s data classification levels for more details about the types of data that can (and can’t) be used with AI tools.
• Some approved tools require a paid version (e.g. ChatGPT Team).
• Free versions of tools like ChatGPT and Grammarly are not recommended, as they can use our data to train public models.
• *If using a free account, you can and should opt out of all data sharing — go to your account settings and find the option related to data usage, product improvement, training, etc. (i.e. “Data Controls” in ChatGPT or “Product Improvement and Training” in Grammarly), then turn it off!
• If you wish to use free or currently unapproved versions, submit an IT Purchase Compliance Review Request (even if you’re not going to “purchase” a tool).
  • Once approved, these tools can only be used with “green” (not sensitive) data.

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University AI Resources

Discover more university resources that offer valuable AI guidance, tips and tools:

N.C. A&T AI Resources

• Generative AI Resources
• AI-Generated Content Guidelines

NC State AI Resources

• AI Guidance for Communicators (UComm)

  Find guiding principles for the use of generative AI by communicators, along with examples of acceptable and prohibited uses of AI in our marketing.

• Keeping Private University Data Private When Using AI (OIT)
• Resources for Navigating AI in Higher Education (Provost’s Office)
• Guides and Tutorials for Using AI in Research
• Using Generative AI for Efficient Teaching and Work (DELTA)
• How AI Is Reshaping the Marketing Landscape (Poole College)

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Best Practices and Considerations

AI is here to stay – now we must learn to use it to help augment our expertise and resources. As part of that journey, we’ve emphasized generative AI like ChatGPT, which are some of the most widely-used, accessible and potentially valuable tools for Extension.

Other chatbot examples include Google’s Gemini and Microsoft’s Copilot, while writing tools such as Grammarly and visual platforms like Ideogram or Canva are but a few examples among many applications.

Above all, AI must be approached with respect, used responsibly, and balanced with strategic judgment and principles.

Be Mindful of Risks

AI tools should never be treated as primary or authoritative sources. Keep these best practices in mind when utilizing AI:

• Data Privacy: Avoid sharing sensitive or confidential info (e.g. personal ID details, client / stakeholder info, proprietary research, accounts, discriminatory language, etc.) — see OIT guidance on AI and sensitive university data
• Fact-Checking: Always verify AI-generated outputs for factual accuracy and appropriateness — while becoming less common, AI can “hallucinate” and provide false “facts” at times
• Beware Biases: GenAI tools mimic humans’ online behavior by interacting with us and drawing from enormous datasets, both of which introduce bias, inaccuracies, misinformation, etc. Again, double-check ALL responses!
• Situational Nuance: Similarly, responses may lack the nuance needed; make sure to refine outputs to align with the appropriate tone, context and needs for your audience
• Overreliance: Use AI as a tool to complement – not replace – your skill set, knowledge and relationships

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Use Responsibly

• Start with Clear Goals: Define the purpose of your interaction with ChatGPT. Ensure it aligns with your communication objectives and ethical standards.
• Use Outputs as Drafts, Not Final Products: Treat ChatGPT’s responses as a starting point. Revise and personalize the content to ensure accuracy, tone, and relevance.
• Ask for Iterations: Refine responses by providing feedback to ChatGPT. For example, “Make this explanation simpler for a general audience.”
• Educate Yourself and Others: Stay informed about the capabilities and limitations of generative AI tools. Share your insights with colleagues to encourage responsible usage across your team.
• Stay Informed and Diligent: Keep an eye on ongoing debates, issues and even legal proceedings regarding copyright, use of NIL, etc. — guidance and rules are evolving quickly
• Remember: You’re The Expert, Not the AI: Don’t rely on AI tools for subject-matter expertise in your area — plug in YOUR knowledge and let it help shape it

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Start With the Basics

• Define key goals / tasks and where GenAI may be able to assist (e.g., writing, design, data analysis, workflow)
• Explore recommended tools — test free versions or leverage trial plans — that align with your needs
• Finding the “best” AI tools is a personal thing, don’t be afraid to use AI and experiment
• Familiarize yourself with AI risks and responsible usage
• Gradually integrate most useful tools into your workflow; build premium versions into budgets (as feasible)

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Create Custom Instructions (ChatGPT Example)

Some GenAI tools, like ChatGPT, allow users to set specific parameters and preferences that help tailor the tool’s responses to your needs. It’s an opportunity to “program” an AI with context that helps it provide better, more targeted feedback and content.

Be thoughtful and thorough – it can make a significant difference in the relevance and value of ChatGPT’s output!

Steps to get started with ChatGPT:

1. Create an account with ChatGPT.
2. Click the profile icon at top right and choose “Customize ChatGPT” from the dropdown.
3. Under “Custom Instructions,” complete both sections:

 
“What would you like ChatGPT to know about you to provide better responses?”

• Summarize your program area and role / core responsibilities
• Include brief background on Extension (e.g. our mission)
• Identify your key audiences (e.g. any specific demographics or markets) and big-picture goal(s)

 
“How would you like ChatGPT to respond?”

• Describe the tone, style, level of detail and/or reading level you want it to use when generating content
• Outline the personality traits / conversation style it should employ when communicating with you
• *Instruct ChatGPT to remain objective / share info from trusted sources

Learn more about ChatGPT Custom Instructions.

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Write Effective Prompts

The key to good output is a good prompt. When crafting a prompt, think of ChatGPT (or other tools) as extremely capable virtual assistants and consider the following:

• Be Specific and Clear — Clearly define what you need and what you want the AI to do. Include relevant details like tone, format and purpose.
• EXAMPLE: Instead of “Write about gardening,” say, “Write a 3-paragraph article about the benefits of community gardening to engage a millennial, suburban audience in N.C.”
• Provide Context — Share more background information or any details to help the AI understand your needs (e.g. who is it talking to, what do you want them to know / do, etc.).
• EXAMPLE: “Draft a friendly Facebook post encouraging community members to register for Food Safety Workshop X on May 14. Mention that it’s free and open to all.”
• Use Step-by-Step Instructions — Break down more complex tasks into smaller steps or stages to help guide the AI.
• EXAMPLE: “List three timely benefits of AI in precision agriculture. Add a couple supporting points or examples for each. Then write a conclusion blurb summarizing its impact.”
• Leverage Role-Playing — Ask the AI to act in a specific role to shape its response.
• EXAMPLE: “Pretend you’re an Extension 4-H youth specialist explaining the basics of STEM to a group of middle-schoolers — how would you present that info?”
• Experiment and Iterate — Test different phrasing, add or adjust details, and refine your prompt until you get the desired result.
• EXAMPLE: If “Explain GenAI tools” is too broad, try, “Summarize three free GenAI tools that Extension agents can use to improve productivity in their roles.”

Find more guidance on developing prompts:

• How to write ChatGPT prompts for the best results
• 7 advanced ChatGPT prompt-writing tips

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When to Cite AI Tools In Your Work

The rise of GenAI has sparked discussions over whether and how to cite AI in various creative works. While a broad consensus is still evolving, NC State advises disclosing the use of AI in some situations.

• When AI Citation Is NOT Necessary

Citing an AI is typically unnecessary when it provides basic assistance like grammar checking, rewording or formatting, spell-check, etc. This could also include:

• Basic proofreading, spelling, sentence restructuring and/or grammar purposes
• Reformatting or translation of resources that doesn’t alter meaning
• Providing ideas (preliminary brainstorming), standard templates, etc. that you later develop independently
• When AI Citation IS Necessary
  Consider citing an AI when any materials or assets were produced by or significantly derived from AI-generated outputs – e.g. when AI makes a substantive contribution to:
  • Creation of original content exceeding basic editing / proofreading
  • Research methodology or analysis
  • Generation of novel ideas, arguments or solutions

How to Cite AI
To cite AI, you should include the name of the AI tool, the company that created it, the date you used it, and a link to the tool, if possible.

Sample Format:
“AI Tool, Company / Creator, Date accessed, URL.”

Example:
This resource was created with help from:
Gemini, Google, January 7, 2025, gemini.google.com.

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AI Training Tools

Given Extension’s current strategic priorities and the inherent value of AI across our vast programming, now’s the time to explore how many of these tools can streamline and enrich our everyday tasks.

We’ve developed training resources to help you get started, which include:

• An introduction to GenAI
• Overview of the GenAI landscape + key tools (e.g. ChatGPT and others)
• Guidance to get started with ChatGPT
• Best practices regarding risks and responsible use

Training Slides:
Generative AI 101: Strategic, Responsible Use In Extension Comms (PDF)

Handout / Guide Sheet:
Getting Started With ChatGPT (Google Doc | PDF)

• Save a copy of the doc to your computer in order to complete the activities.

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