Should Your Advising Center Have an AI Policy? (Probably)

A few years ago, an advising office might have had one or two staff members experimenting with AI. Today, it's increasingly common for advisors to use tools like ChatGPT, Copilot, or Gemini to draft emails, brainstorm ideas, create presentations, or research trends.

The technology has arrived faster than many institutions expected. When things happen fast, what's often missing is guidance and guardrails. The result is inconsistency, uncertainty, and unnecessary risk.

An AI policy doesn't have to be a lengthy legal document. In fact, the most effective policies are often simple, practical, and centered on helping advisors use AI responsibly while keeping students at the heart of every decision.

If your advising center is creating an AI policy for the first time, here are eight areas worth discussing.

1. Start with your philosophy.

Before listing rules, explain your purpose. A simple statement like "AI should strengthen human advising but not replace it" immediately communicates that technology exists to support relationships, not to substitute for them.

2. Define acceptable uses.

Give advisors examples of how AI can appropriately support their work. This might include drafting emails, creating workshop outlines, brainstorming new advising resources, or improving outreach efforts.

3. Protect student privacy.

Clearly state what information should never be entered into public AI tools, such as names, identification numbers, and health information. Advisors should understand institutional policies, FERPA requirements, and whether approved enterprise AI platforms are available for handling sensitive information.

4. Require human review.

Every AI-generated email, resource, presentation, or recommendation should be reviewed before it's shared. AI is helpful but does make mistakes.

5. Address transparency.

Will your office disclose when AI has assisted with communications or resource development? There isn't one correct answer, but your team should have a shared expectation that promotes trust and consistency.

6. Commit to ongoing learning.

AI is evolving. Encourage advisors to discuss new tools during staff meetings and revisit the policy regularly as technology and institutional guidance change.  [Additional Reading: Are We Preparing the Next Generation of Student Affairs Leaders?]

7. Keep students at the center.

Perhaps the most important reminder belongs at the end of the policy: students seek advisors for far more than information. They seek encouragement, perspective, accountability, empathy, and someone who believes in their potential. AI can support those conversations, but it cannot replace them.

8. Make your AI policy a living document.

Treat your policy as a living document that grows alongside your advising practice.

• Start by assigning ownership. Someone should be responsible for maintaining the policy. Without clear ownership, it's easy for the document to sit untouched while new tools, institutional guidance, and best practices continue to emerge.

  
  

• Every policy should also include basic version information, such as the original publication date, the most recent revision date, and the individual or committee responsible for updates. This simple addition helps staff know they're working from the current version and reinforces that the policy is actively maintained.

  
  

• Store it in a shared location that every team member can easily access, and include it in new employee onboarding and annual training.

  
  

• Most importantly, build regular review into your team's routine. Consider revisiting the policy at least once each year.

An AI policy isn't about limiting innovation. It's about creating confidence.

When advisors understand both the possibilities and the boundaries, they're more likely to experiment thoughtfully, save time on routine tasks, and spend more of their energy doing the work that matters most. [Additional Reading: No Application, No Problem: What Direct Admissions Means for Academic Advisors]