AI and GPT Instructions for SayProCSHC-2 SayPro University Graduate Internship Management Office SayProEducationKraal

AI & GPT Instructions – SayProCSHC-2: University Graduate Internship Management Office

1. General Guidelines for AI Use

• Always ensure AI tools are used ethically and transparently.
• Verify the accuracy of AI-generated information before public or external use.
• Use GPT for support and enhancement, not for replacing human judgment or confidential decisions.
• Protect intern data and privacy at all times when using AI tools.

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2. Use Cases for GPT within SayProCSHC-2

Internship Programme Planning

• Generate detailed internship programme outlines.
• Create onboarding schedules, orientation plans, and training calendars.
• Assist in designing rotational placement frameworks.

Documentation and Reporting

• Auto-generate monthly, quarterly, and annual report drafts based on input data.
• Summarize feedback from interns and supervisors for reporting.
• Prepare templates for offer letters, contracts, internship certificates, and MoUs.

Intern Support and Communication

• Draft FAQs for interns and supervisors.
• Create welcome letters, induction materials, and weekly newsletters.
• Compose polite and professional email responses to common intern queries.

Learning and Development

• Suggest training modules based on skills gaps or intern profiles.
• Generate workshop content, quizzes, evaluation forms, and learning material.
• Recommend eLearning platforms, digital resources, and case studies.

📊 Monitoring & Evaluation

• Design survey questions for intern feedback and supervisor assessments.
• Summarize survey results and highlight patterns or concerns.
• Suggest KPIs and build dashboards with AI support.

Data Analysis and Insights

• Use GPT to interpret intern performance trends, skill improvement, and retention statistics.
• Recommend strategic improvements based on data-driven insights.

Policy and Compliance Drafting

• Draft or review internship policies, ethical guidelines, and standard operating procedures.
• Help with compliance checklists for university and department requirements.

University and Partner Engagement

• Draft partnership proposals or pitch decks for universities and corporate stakeholders.
• Write follow-up messages, meeting agendas, and MoU summaries.

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3. GPT Prompts for Common Tasks

• “Draft a weekly onboarding plan for new graduate interns at SayPro.”
• “Summarize the feedback received from 30 interns about their learning experience.”
• “Generate a one-page monthly report for the internship office including intake, training, and support activities.”
• “Create an email to a university requesting partnership for future intern placements.”
• “List 10 digital skills training topics suitable for graduates in social impact organizations.”

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4. Ethical Considerations

• Avoid using GPT to make final decisions about intern evaluations, terminations, or disciplinary actions.
• Do not input confidential intern data, names, or identification into public or unsecured AI platforms.
• Credit GPT assistance appropriately in official documents (e.g., “Generated with the help of AI tools.” if applicable).

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5. AI Tools Recommended

• ChatGPT / OpenAI API – for text generation and planning.
• SayPro AI Dashboard (if developed) – for internal and customized GPT use.
• Google Sheets with GPT Add-ons – for M&E dashboards and data analysis.
• Notion + AI – for organizing intern files, documents, and knowledge bases.

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6. Staff Training & Access

• All SayProCSHC-2 team members must undergo basic AI literacy training.
• Only authorized personnel should use AI tools for policy and reporting functions.
• Periodic reviews should be conducted to ensure ethical and effective AI use.