One of the things I have noticed when talking with staff about AI is that many are not resistant to it. They are uncertain about it.
They have heard about ChatGPT, Gemini, Copilot, and countless other tools. They know AI is changing the workplace. What they often do not know is where to start.
What tool should I use?
What information is safe to share?
Which tools are approved by the college?
How can AI actually help me in my role?
When the opportunity arose to help lead that effort at our college, I stepped in, and these questions became the foundation for a new AI training series for staff at our college.
Staff Need AI Training Too
When people talk about AI in higher education, the conversation often focuses on students and faculty. Those groups are certainly important, but staff play an equally critical role.
Staff are the operational foundation of our colleges. They support the systems that keep institutions running. They interact with students, faculty, and community members every day. They answer questions, solve problems, manage processes, and often serve as the bridge between departments.
As AI becomes increasingly integrated into higher education, staff need more than awareness. They need enough familiarity and confidence to understand its impact, discuss it with others, and identify where it may help them work more effectively.
Just as importantly, staff need opportunities to use AI to reduce time spent on lower-level tasks so they can focus on higher-level priorities.
Creating a Pathway Instead of a Rulebook
One of the challenges we faced was determining how to help staff make informed decisions about AI use.
With the help of our Information Security team and our AI Task Force, we developed a practical guide for staff.
Interestingly, our Information Security team did not want a document full of hard “yes” and “no” answers. Instead, they wanted staff to understand the impact of their choices so they could think critically and apply sound judgment.
The result was a simple reference card.
One side listed approved college AI tools.
The other side outlined a tiered approach based on data sensitivity. Staff could use approved institutional tools or even personal AI tools depending on the type of information being shared.
We also included a pathway for staff who wanted to use an AI tool that was not already on the approved list. Rather than creating barriers, we wanted to create a process for evaluation and discussion.
The goal was not compliance for the sake of compliance.
The goal was informed decision-making.
Building AI Champions
Another decision was equally important.
I did not want the training to come only from me.
Many staff already know that I spend a significant amount of time working with AI. If every demonstration came from one person, it would be easy to dismiss AI as something that only a few enthusiasts use.
That was one of the reasons we created a team of Staff AI Champions.
I opened the session, set the tone, and introduced our reference guide on responsible AI use. From there, the Champions took the lead, each demonstrating tools from their own area of work.
These champions came from different areas and were paired into teams to demonstrate tools including Microsoft Copilot, Google Gemini, and Zoom AI Companion.
Staff were able to see how AI was being used by people across the institution, not just by one department.
More importantly, they could see examples that looked like their own work.
AI became less of an abstract concept and more of a practical tool.
Learning by Doing
One of the most important parts of the training was giving people time to experiment.
The champions shared examples from their own work and talked honestly about the strengths and limitations of each tool. But we also made sure staff had hands-on time to explore the tools themselves.
Most staff do not need another explanation of AI theory.
They need a practical place to start.
Sometimes confidence comes from simply clicking a button, trying a prompt, and seeing what happens.
From Uncertainty to Confidence
After the session, I received an email from one of the participants.
They wrote:
“Initially, I felt very much overwhelmed by the entire concept. However, knowledge is a powerful tool and you have helped to change the ‘murky’ issues related to AI into gradually enjoying this journey.”
That message captured exactly what I hope this training series accomplishes.
AI adoption is not just about technology.
It is about helping people move from uncertainty to confidence.
When people understand the tools available to them and know how to use them responsibly, AI becomes less intimidating. When they also have colleagues they can learn alongside, it becomes far more accessible.
Sometimes the most important thing we can teach is simply where to begin.
Typed by me, nudged by AI, approved by coffee. 🍵
Iteration and Innovation in Higher Education 
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