AI Information

Center for IT Excellence  ·  AI Resources

Artificial Intelligence
at East Texas A&M

Approved AI tools, guidance and tips for faculty, staff and students. Use this page to get access, stay within policy and get better results from AI.

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Campus AI Tools

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TAMUS AI Framework

A private AI chat service from the A&M System, with several AI models in one place.

  • →Compare answers from several models
  • →Ask questions about your own documents
  • →Faculty and staff now, students soon
  • →No cost to employees

Privacy: A&M controls the data, and chats aren’t used to train commercial models. Chats are kept for 30 days, then archived for 30 more.

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User documentation (sign in with your university account)

Department license

Microsoft Copilot

Microsoft’s AI assistant, built into Microsoft 365.

  • →Works in Word, Excel, PowerPoint, OneDrive and Teams
  • →Drafts, summarizes and rewrites using your files

Privacy: Enterprise data protection applies when you sign in with your university account.

Access: Licensed by department, not campus-wide.

Already around you

AI in Apps You Already Use

AI is built into tools you may already use:

  • →Adobe: Generative Fill and Firefly (see Adobe Creative Campus)
  • →Grammarly: tone fixes and rewrites
  • →Zoom: meeting summaries
  • →VS Code: GitHub Copilot

The same data rules apply. Check the Prohibited Technologies list.

Protect the Information

Responsible Use

Trust,
but verify

AI is a strong first-draft partner but a weak final authority. Check anything that matters against a real source before you use it.

AI can be wrong
Facts, names, dates and math can be off.
AI can sound confident
It sounds just as sure when it’s wrong as when it’s right.
AI can hallucinate
It can make up sources, quotes and details that don’t exist.

What Not to Enter

Never enter these into public or personal AI tools:

DO NOT ENTER
FERPA-protected student info
DO NOT ENTER
Personnel information
DO NOT ENTER
Passwords & credentials
DO NOT ENTER
Confidential records

According to TAMUS documentation, the TAMUS AI Framework is approved for most university data, including FERPA- and HIPAA-regulated data. Be careful with export-controlled or IRB-controlled data. Never enter credentials into any AI tool. When in doubt, leave it out and ask.

Four Questions Before You Use AI Output

1Is it accurate?
AI can sound sure and still be wrong. Check facts, names and numbers.
2Does it need verification?
Check anything you’ll cite, publish or act on against a trusted source.
3Should this information be in AI?
Keep student records, personnel files and protected data out of it.
4Am I still making the decision?
Your name goes on it. AI drafts, and you decide.
Use a Better Prompt

The Five-Part Prompt Framework

Same tool, different results: a vague prompt gets a generic answer, and a specific prompt gets a useful one. Think of AI like a new employee who needs the full picture.

1
Context
Who you are and the situation
2
Task
What you want done
3
Source Material
The text or data to work from
4
Requirements
Tone, length and must-haves
5
Output Format
Email, table, bullets or outline

Weak Prompt

“Write an email about training.”

What’s missing

The date and time, the topic, the location, a sign-up link and a clear subject line. The result is generic.

What AI sent back

Example AI reply to the weak prompt: a generic email with the subject Training and no date, topic, location or sign-up link

Better Prompt

Context
I coordinate staff training at a university.
Task
Write an email inviting faculty and staff to a 50-minute AI basics session on [date] in [location].
Source Material
Use the details pasted below.
Requirements
Keep it friendly and professional, under 150 words.
Output Format
Include a clear subject line and end with a registration link.
Understand the Tool

AI Basics

Key Terms

Artificial intelligence: technology that analyzes information, finds patterns, generates possibilities and helps solve problems.

Generative AI: AI that creates new content, such as text, images, audio, video or code.

AI assistants: the apps you use to work with AI.

Prompt engineering: writing clear, specific instructions so AI gives you what you need.

AI hallucination: when AI presents false or made-up information as if it were true.

Know the Rules

Policy, Guidance & Required Training

→System Regulation 29.01.05, Artificial Intelligence: governs AI use across the A&M System, including teaching, administrative work and student use.
→TAMUS Cybersecurity AI Guidelines: classify your data and use only AI platforms that have a contract with the A&M System.
!Annual AI training (HB 3512): Texas law requires state employees to complete a certified AI awareness training each year. DIR details
→AI in Teaching and Learning Toolkit from the TAMUS CATIE work group
→NIST AI Risk Management Framework: the national best-practice framework that System guidance references
Need Help?

The Center for IT Excellence (CITE) supports AI tools on campus. Search the Knowledge Base or submit a request.

Knowledge Base Submit a Request
You control the machine.
Don’t fear it.

Understand the tool · Use a better prompt · Protect the information · Verify the result

Be Lion Made.

Created by Cody Boyson and Harlan Bearden
Edited and Assisted by AI
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