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

AI Overview

Artificial intelligence (AI) refers to technology that allows computers to perform tasks typically associated with human intelligence — like learning, reasoning and problem-solving.

Generative AI (GenAI), for example, is a subset of AI that includes programs — like OpenAI’s ChatGPT or Google’s Gemini — that generate an increasingly broad range of content, including text, image, video, audio, code and more. They continually learn and refine their outputs based on user interactions and the data used to program them.

AI is a powerful technology that can help increase efficiency, boost productivity and strengthen stakeholder engagement. As with any tool, AI also comes with challenges and responsibilities — including concerns around accuracy, bias, privacy and ethical use.

AI is a tool to augment your expertise and ingenuity, not replace them.

Watch this short BBC video for an informative intro to AI:
Five Things to Know About AI

Background and Context

Advancements in AI are accelerating at a dizzying rate, with many tools already available that can support Extension efforts across a variety of disciplines.

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 enhance the way Extension professionals develop and deliver timely solutions to the people of North Carolina.

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 GenAI applications include versions of OpenAI’s ChatGPT, Google’s Gemini, Microsoft’s Copilot and Grammarly.

All 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.

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 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 it’s not a “purchase”).
  • If 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

• Approved AI Tools (OIT)
• 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.

• Learn more about UComm’s AI in Communications training.
• 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.

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
• Don’t be afraid to use AI and experiment — finding the “best” AI tools is a personal thing involving trial and error
• 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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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, 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 professional skills, knowledge and judgment

Use Responsibly

• Use Outputs as Drafts, Not Final Products: Treat responses as a starting point — revise and personalize the content to ensure accuracy, tone and relevance
• Ask for Iterations: Refine responses by providing feedback. For example, “Make this summary more upbeat and simpler for a general audience.”
• Educate Yourself and Others: Monitor GenAI developments and new capabilities — share your insights to encourage more effective, responsible usage across teams
• Stay Informed and Diligent: Keep an eye on ongoing debates, issues and even legal proceedings regarding copyright, use of NIL, etc. — AI rules are evolving quickly
• Remember: You’re The Expert, Not AI: Don’t depend on AI tools for subject-matter expertise in your area — plug in YOUR knowledge and let it help shape it

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Create Custom Instructions (ChatGPT Example)

Some GenAI applications, like ChatGPT, allow users to “introduce yourself” and share specific instructions up front. It’s an opportunity to preprogram an AI with certain context that will help it provide better, more targeted responses.

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

And always avoid sharing sensitive personal or organizational information when customizing AI chatbots — e.g. confidential data, personal identifiers (like SSN, driver’s license, full birthdate or address), financial details, passwords, etc.

Steps to get started with ChatGPT:

1. Create an account with ChatGPT.
2. In your account settings, click “Customize ChatGPT” (desktop) or “Personalization” and then “Customize ChatGPT” (mobile app)
3. Complete the custom sections:

 
“What do you do?”

• 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)

 
“What traits should ChatGPT have?”

• 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 it to remain objective / share info only from reputable 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

While a broad consensus regarding whether and how to cite AI in various creative works is still evolving, NC State advises disclosing the use of AI in certain 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, March 31, 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 these tools can help enhance and streamline many everyday tasks.

To help get you started, we’ve developed training resources that cover:

• 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.

AI in Communications Training
University Communications at NC State offer in-person training sessions for all employees, including a new AI in Communications training that covers which applications are approved for university use, AI’s strengths and limitations, and best practices for AI use in communications.

Learn more and register for AI in Communications training.

To request a custom training for a group, please contact Tracey Peake.

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