AI and GPT Instructions for SayProCSHC-4 SayPro Fellowship Management Office SayProStaffKraal

AI & GPT Instructions

SayProCSHC-4 – SayPro Fellowship Management Office
Department: SayProStaffKraal

1. Purpose of GPT in Fellowship Management

The primary goal is to use GPT-powered tools to enhance efficiency in managing SayPro Fellowship programs, including communications, reporting, documentation, training, mentorship matching, and progress monitoring.

2. Key Use Cases

Fellowship Program Design and Planning

• Use GPT to draft fellowship structures, timelines, and workflows.
• Generate templates for calls for applications, onboarding guides, and fellow contracts.
• Produce outlines for orientation and training sessions.

Communication and Correspondence

• Auto-generate personalized emails to applicants, fellows, mentors, and stakeholders.
• Draft newsletters, updates, and internal memos using predefined prompts.
• Translate communication into multiple languages using GPT’s translation capabilities.

Application and Onboarding Support

• Create automated FAQs and chatbot responses to assist applicants.
• Draft onboarding materials such as welcome letters, checklists, and handbooks.
• Summarize fellow profiles for mentor pairing and database inclusion.

Reporting and Documentation

• Summarize reports submitted by fellows and convert them into digestible summaries for stakeholders.
• Auto-generate quarterly, mid-term, and final reports using structured input data.
• Generate fellow impact stories based on logs and interview transcripts.

Fellow Support & Learning

• Curate and summarize learning resources for fellows using GPT prompts.
• Develop and adapt learning materials, quizzes, and self-assessment tools.
• Use GPT to simulate mock interviews and feedback sessions for fellows.

Mentorship Management

• Assist in mentor-fellow matching using profile descriptions and keyword mapping.
• Generate guidance materials and communication scripts for mentors.
• Auto-schedule mentorship check-ins and send reminders.

Monitoring and Evaluation

• Use GPT to analyze survey feedback and identify trends or issues.
• Generate insights and action items from collected feedback.
• Draft improvement plans and follow-up communication.

3. Standard Prompts and Commands

Prompt Examples:

• “Draft a follow-up email for a fellow who missed their mentorship session.”
• “Summarize the fellow’s weekly report into 5 bullet points.”
• “Create a guide for new fellows on how to report their impact.”
• “Translate this application form into Swahili and French.”
• “Generate a training schedule for a 6-month fellowship program.”

4. Data Input Tips

• Provide structured input: use bullet points, headings, and clear categories.
• Use simple and clear language when prompting GPT.
• Specify your desired tone (e.g., formal, motivational, friendly).
• For reports and summaries, include only relevant metrics and keywords.

5. Privacy & Data Guidelines

• Do not share personal information (ID numbers, private emails, phone numbers).
• Anonymize fellow data before processing with GPT.
• Avoid using GPT for decision-making without human oversight.
• Store generated outputs securely and review before public use.

6. Roles & Permissions

• Fellowship Manager: Full access to GPT for content creation, reporting, and fellow management.
• Program Officers: Draft content, assist with onboarding, and review reports using GPT.
• Interns/Fellows: Can use GPT for learning resources, progress logs, and feedback reports (limited prompts).
• Mentors: Can use prepared GPT-generated materials for communication and guidance.

7. Compliance & Ethics

• Always give credit when content is co-generated using AI.
• Avoid bias and ensure inclusivity in all AI-generated communication.
• Cross-check AI-generated outputs for accuracy, especially with legal or policy content.

8. Training & Support

• Monthly internal training on prompt engineering and use of AI tools.
• GPT cheat sheets and prompt templates stored in the SayProStaffKraal shared drive.
• Report any GPT misuse or inaccuracies to the Fellowship Director.