AI Support for Staff

AI Is a Thought Partner

AI is changing how work gets done. Whether you are just getting started or looking to build new skills, the resources below will help you learn, explore, and confidently integrate AI into your daily work.

Frees Your Time

AI handles the repetitive and time-consuming, so you can spend more time on the work that actually needs your judgment.

You Stay in the Loop

AI can draft, summarize, and suggest, but the decisions, the context, and the final call are still yours.

Your Knowledge Is Irreplaceable

No AI tool knows this college, these students, or these processes the way you do.

Workshops Ongoing Support Tools & Safety AI Teams

Workshops

A structured series of hands-on workshops to help you build comfort and skill with AI, one step at a time. New sessions are added throughout the year, so check back often.

Upcoming Workshops

See what's currently scheduled and sign up.

View Calendar & Sign Up 
Missed a Session?

Catch up with past workshop recordings.

View Recordings on SharePoint 

Requires YC login

Ongoing Support

Ongoing ways to stay connected and get support, no workshop required.

Drop-in Q&A

A live, informal Zoom session every month to ask questions and see AI in action.

This session is reserved for YC employees.


See Calendar for Joining Details 
Stay Up to Date

Subscribe to get upcoming workshops and drop-in sessions added straight to your own calendar.

Subscribe to the Calendar 
Talk to Us

This form is for YC employees.

Have a question about using AI at work, or want to set up a one-on-one conversation about your department's needs? Use this form for either.

Get in Touch 
More Resources

Looking for prompt examples, workshop slides, or other materials to reference on your own time? Browse the full library on SharePoint.

Browse Resources on SharePoint 

Requires YC login

Tools & Data Safety

Before using any AI tool with YC data, check which tier your task falls into below. When in doubt, contact the IT Service Desk before proceeding.

For full guidance, see the YC AI Security Guidance 

Data Sensitivity Tiers
FINE TO USE - Public

College tools OR personal AI tools with training turned off

  • Published budgets, adopted budgets, and publicly released financial reports
  • General emails, announcements, agendas, meeting notes (no confidential content)
  • Public-facing content: website copy, marketing materials, job postings
  • Process documentation and how-to guides with no personal data
  • Calculations or data analysis on non-personal data
  • Brainstorming and drafting with no confidential content
APPROVED TOOLS ONLY - Internal

Copilot, Gemini, etc.

  • Draft budget documents (excluding confidential personnel, salary, and procurement information)
  • Internal planning or strategic documents that have not been released
  • Employee names combined with role, situation, or performance context
  • Student names in an educational support context
  • Internal reports with aggregated (non-individual) data
NEVER - Sensitive or Restricted

Do not enter into, upload to, or access through any AI tool

  • Student records, grades, GPA, enrollment, disciplinary records (FERPA)
  • Student financial aid information
  • Investigations, legal matters, active litigation, attorney communications
  • Individual employee salaries or compensation details
  • Health or medical information (HIPAA)
  • Social Security numbers, government IDs, or passwords
  • Confidential vendor contracts, proposals, pricing information, or active procurement negotiations
  • Copyrighted material you do not have permission to use

There may be AI tools associated with other systems (for example, Element 451 CRM) which utilize AI, including the processing/handling of sensitive data/PII. Those programs and associated embedded AI should be vetted and approved prior to use/deployment. At a minimum, data special handling requirements identified in YC Data Classification and Handling, 5.11, para III.A-D, should be met before any sensitive data is processed via an AI tool.

For more information about AI and security, go to YC's Cybersecurity site
Access All Things AI

 

YC Approved AI Tools

These tools are college-provided and operate under institutional data policy agreements. They are approved for general use. The data rules above still apply.

YC-approved AI tools and notes on their use
Tool Notes
Microsoft Copilot (Standard) Included in M365 and available to all staff. Does not use YC data to train AI models. Best default for everyday tasks.

Microsoft Copilot (Pro)

Request a Microsoft CoPilot Pro License 

 Department-purchased upgrade. Same M365 protections. Deeper integration with Word, Excel, and Outlook. Departments purchasing Pro should notify IT.

Google Gemini / NotebookLM for Education

Instructions on how to access

 Included in YC Google Workspace. Does not use YC data to train AI models. Processed under Google's Education Data Processing Addendum. Useful for research and document analysis.

Zoom AI Companion

Instructions on how to connect Zoom AI Companion to Outlook

 Included in YC Zoom license. Does not train AI models on meeting data. Note: transcripts may be subject to legal discovery. Consider turning off for confidential meetings.

Not seeing a tool you use? Absence from this list does not mean a tool is prohibited. Contact the IT Service Desk for clarification before using any tool with YC data: servicedesk.yc.edu/support/home 

Want a printable copy?
Download the Guide (PDF) 

Meet Your AI Teams

AI Task Force

The AI Task Force focuses on developing the college's strategic direction for Artificial Intelligence.

AI Strategy Group

The AI Strategy Group is a collaborative community that helps shape and support AI adoption across the college. Members bring ideas, test new approaches, and share what they learn with their departments.

Staff AI Champions

Colleagues who were already comfortable using AI in their own work, selected to help others get there too.

Learn more about the AI Teams