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Generative AI

Generative AI is a type of artificial intelligence that can create new content—such as text, images, code, or summaries—based on user prompts. It works by learning patterns from large amounts of existing data and using that knowledge to generate responses that are contextually relevant

In tools like Microsoft Copilot, generative AI is used to assist with tasks such as drafting documents, brainstorming ideas, answering questions, and summarising information. While it can significantly improve productivity, users should always verify outputs and follow organisational data security guidelines when using these tools.

For administrative use at UFS, the recommended generative AI tool is Microsoft Copilot, as it aligns with institutional systems, security standards, and supported platforms.

Creating Effective Prompts for Generative AI

Creating effective prompts is essential for getting accurate, relevant, and useful responses from generative AI tools such as Microsoft Copilot. A prompt is the instruction or question you provide to the AI, and the quality of the output depends largely on how clearly and specifically the prompt is written.

Why Effective Prompting Matters

Well-structured prompts help to:

  • Improve the accuracy and relevance of responses
  • Reduce the need for repeated follow-up questions
  • Save time by generating usable outputs on the first attempt
  • Ensure responses are aligned with your intended purpose

Best Practices for Writing Prompts

  • Be clear and specific
    Clearly state what you want the AI to do. Avoid vague instructions.
  • Provide context
    Include background information so the AI understands the situation.
  • Define the format
    Specify how you want the output (e.g., paragraph, bullet points, email format).
  • Set the tone or style
    Indicate if the response should be formal, professional, simple, or detailed.
  • Break complex tasks into steps
    For more advanced tasks, guide the AI step-by-step.
Example of an Effective Prompt

Basic Prompt:
"Write an email"

Improved Prompt:
"Write a professional email to staff informing them about a scheduled system maintenance on Friday at 17:00. Keep it concise and include a reminder to save their work."

Important Considerations
  • Always verify AI-generated content for accuracy
  • Do not include sensitive or confidential information unless permitted
  • Ensure prompts align with UFS data security and acceptable use policies