Administration

Employees in university management, public relations, IT and other university-related services.

• The use of freely available AI systems such as ChatGPT means that the entered data and the generated content are usually transferred to storage in a cloud environment and therefore the use of the content for third parties, in particular for training the AI models, cannot be controlled by users.
• For this reason, the use of the AI available at the University of Regensburg (Microsoft Copilot and DeepL in the web editor) is highly recommended, as contractual regulations with the manufacturers restrict distribution and duplication.
• This does not affect compliance with data protection, copyright and personal rights or the responsibility of the user.

• The responsibility for the use of AI systems generally lies with the respective users, i.e. they are not only responsible for the data entered and content generated when using the AI, but also for its storage, reproduction and distribution.
• On the one hand, this includes the data entered via the prompt or generated by the AI, as this is not only stored locally but also on the AI operator's server, possibly used for training purposes and thus distributed and reproduced.
• On the other hand, this also includes the data or content that users create as a result of communication with the AI and deliberately disseminate, e.g. the text of an email or the information on the homepage. In order to fulfil this responsibility, users are obliged to inform themselves about applicable regulations (e.g. data protection, copyright, AI regulation), to critically question the results and to design the use in a context-appropriate and ethically reflective manner.
• Further information can be found in the sections on data protection compliance and copyright compliance. They help to clarify possible uncertainties at an early stage.

• AI can be used to create, revise and improve the language of texts, e.g. for the website, for reports or emails.
• Example: A person in public relations uses generative AI to formulate an initial draft for an event announcement text. The generated text is a proposal that must be checked for factual accuracy, completeness and neutrality.

• AI can help to formulate existing texts in a way that is easier to understand or minimizes barriers. In addition, AI can be used to create target group-specific or personalized versions of a text. The text could also be edited by the AI to ensure neutrality and non-discrimination.
• Example 1: Generative AI is used to revise internal instructions for a job application to make them easier to understand.
• Example 2: Generative AI is used to revise an e-mail to make it sound friendlier, more factual or more formal. The revised text is a suggestion that must be checked for accuracy of content.

• AI can be used to translate public university content.
• Example: Generative AI is used to translate a copyrighted English manual for software that is made available to all students. The translated text is a proposal that must be checked for content accuracy, linguistic correctness and cultural appropriateness.

• AI can support the structuring, planning and improvement of recurring work processes. This includes, for example, generating e-mail drafts, creating schedules or preparing minutes.
• Example: A clerk can use AI to create a template for taking minutes of a meeting or derive a to-do list from meeting minutes. The compression of the meeting into minutes or a to-do list should emphasize relevant aspects in a comprehensible way and hide aspects that are not relevant. It should be noted that minutes usually contain personal data that is subject to special protection. Further processing by AI systems (e.g. ChatGPT) where users cannot rule out violations of data privacy law is not permitted. Further information on this can be found in the chapter Compliance with data protection, in the section on unauthorised input

• AI can be used for the initial formulation of question-answer pairs or general information texts.
• Example: Student Services uses AI to create drafts for frequently asked questions about a new application procedure. The question-answer pairs are suggestions that urgently need to be checked for completeness and factual accuracy.

• AI can be used to structure and initially formulate presentations or guidelines.
• Example: Generative AI is used to create an outline for an internal data protection briefing as a first draft.