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.
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.
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.”
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).
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.
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.