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Writing a Successful Prompt

Visual depiction of the writing prompts section. It's a literal road with the steps along the way.  

  • Step 1 - Define your Goal: For example: "Please help me generate 10 ideas for how I can use Copilot to increase my efficiency."
  • Step 2 - Specify the Source: Use an uploaded article with the + sign or use a website URL.
  • Step 3 - Provide Context: For example: "I’m preparing a workshop for staff." Telling the AI "why", helps frame the scope and provide better output. 
  • Step 4 - Set your Expectation: For example: "Give me 5 practical strategies" or "don't use emojis" helps tell the AI what you want.
  • Step 5 - Follow-up prompt: After you get a response you aren't done. This is where you refine the output. For example "Which of your suggestions is easiest to implement?" or "Your tone is too formal, make it 50% more friendly."

Guiding Principle: Use AI Thoughtfully

  • Use AI to support your work. Use it to brainstorm ideas, draft early versions, organize information, summarize notes, or improve clarity.
  • Don’t use AI to replace your own thinking, judgment, or creativity, especially for tasks that require ethical reflection, nuance, or expertise.
  • Cite or acknowledge AI use when it plays a meaningful role in your work (e.g., in documents, presentations, research, or image generation).
  • Always review and fact-check AI output. Don’t assume it’s accurate, unbiased, or appropriate for your context.
  • Never input confidential, personal, or sensitive data into public AI.
  • Please remember that AI is a tool, not a replacement for your voice, your role, or your responsibilities.
  • Note:  Effective July 1, 2025, a Privacy Impact Assessments (PIA) is mandatory for any collection of personal information. 
  • What is Personally Identifiable Information (PII)?

    Some examples are:
    • Government-issued IDs (e.g., driver’s license, passport, Social Insurance Number)
    • Credit card numbers and banking details
    • Login credentials and encryption keys
    • Employee Numbers
    • Patient diagnoses, treatment plans, lab results
    • Student Records
    • MAC Addresses

AI Tool to use based on Data Type

Use Case Example

Copilot

Other AI Tools

Student / staff number

❌ No

❌ No

Budget draft (sensitive / confidential)

✅ Yes

❌ No

Employee Name, role, phone #

✅ Yes

✅ Yes, publicly available on the Western website

Dept planning doc (sensitive)

✅ Yes

❌ No

Workshop feedback

✅ Yes

⚠️ Maybe (not if feedback identifies participants or sensitive issues at Western)

Email to job applicants

✅ Yes

❌ No

Job Applicant resumes

❌ No

❌ No

AI Tool to use based on Task Types

Use Case Example

Copilot

Other AI Tools

Draft email to colleague

✅ Yes

⚠️ Maybe (but leave out name and any sensitive or identifying information)

Summarize / theme survey results

✅ Yes

⚠️ Maybe (only if survey topic and feedback is not sensitive and does not identify individuals)

Create a PPT

✅ Yes

⚠️ Maybe (only if content and topic is publicly available)

Edit or finalize written communication

✅ Yes

❌ No

Generate ideas for a workshop / meeting activity

✅ Yes

⚠️ Maybe (if topic is not sensitive and AI tool is using publicly available information)

Analyze Excel spreadsheet

✅ Yes

❌ No

Summarize meeting minutes

✅ Yes

❌ No

Transcribe a meeting

✅ Yes

⚠️ Maybe (if the meeting can be completely held in a public space then yes.)

Summarize an article

✅ Yes

⚠️ Maybe (only if data is publicly available)

Notes: