How UNO Staff Cut 28 Hours of Work Using AI

From Skepticism to Success: A University Department's AI Journey

Sometimes, the most significant breakthroughs come from the most unexpected places. When the Housing and Residence Life team at the University of Nebraska at Omaha (UNO) received access to a ChatGPT enterprise license, they weren’t sure what to expect. Yet, what started as a simple experiment quickly transformed their workflows, saved an incredible amount of time, and even made their work more enjoyable.

The journey began with the OpenAI Challenge, now known as ChatGPT EDU. Trent Fredericksen, the Associate Dean of Students, saw it as a low-risk opportunity to innovate. He encouraged his team "to explore and try to think a bit outside of the box with how AI might simplify some of the work that we do in a way that provides benefit to the students we work with."

Putting AI to the Test

The team identified two primary areas where AI could make a real difference: complex data analysis and student communication.

First, they tackled data. By feeding information from multiple sources, like their housing deposit clearing file, into a custom GPT, they could instantly search and retrieve the information they needed. This process, which used to be a 30-hour quarterly marathon of manual work, was suddenly condensed. The result? It took less than two hours.

Next, they turned their attention to communication. The team used AI to review extensive housing community policies and help draft messages that students would actually find useful. For example, AI could pinpoint important details in weather preparedness documents, allowing the team to quickly send out a clear, concise email reminding residents of safety procedures before a storm.

As Trent noted, “The more we were able to utilize it [new AI technology], the more we were able to think of new ways that we could potentially use it.” These new applications not only saved valuable time but also provided simple, effective ways to engage students with beneficial information.

The Power of a Strong Support System

This successful adoption of AI wasn't a solo effort. The support from Cassie Mallette, Program Manager for the AI Learning Lab, and her team was instrumental. They provided the Housing and Residence Life team with everything from introductory guides and AI workshops to frequent check-ins, creating a solid foundation for success.

“Those in the department who participated in the AI Challenge did meet every other week for 45 minutes to talk about what we've been learning, what we've been doing, and to spend some time brainstorming together and often, tips that we'd learn through the AI Learning Lab were shared with the group,” Trent said.

Getting Started with AI

The experience at UNO proves that implementing AI doesn’t have to be an overwhelming process. If you’re curious about how AI can streamline your work, a great place to start is with your organization's support resources. For those at UNO, the Division for Innovative and Learning-Centric Initiatives’ website offers a wealth of information, including AI support resources and more details about ChatGPT EDU.

About the University of Nebraska at Omaha

Located in one of America’s best cities to live, work and learn, the University of Nebraska at Omaha (UNO) is Nebraska’s premier metropolitan university. With more than 15,000 students enrolled in 200-plus programs of study, UNO is recognized nationally for its online education, graduate education, military friendliness and community engagement efforts. Founded in 1908, UNO has served learners of all backgrounds for more than 100 years and is dedicated to another century of excellence both in the classroom and in the community.

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