A PRACTICAL GUIDE FOR UNIVERSITIES AND COLLEGES
Artificial Intelligence for Universities
How can AI help academic and administrative staff save time, make research and teaching more efficient, and work securely with university data?
Free PDF • A Practical Guide to AI for Universities
ready-made prompts
chapters of the e-book
ANDREJ GONO PRESENTS
A Practical Guide to AI for Faculty and Administrative Staff.
How to Use AI Systematically, Safely, and with Measurable Benefits.
ANDREJ GONO
CEO and co-founder of Citymind
WHO IS THIS E-BOOK FOR?
For universities that want to get more out of AI than just answers in a chat.
It is intended for academic and administrative staff at the Rector’s Office, deans’ offices, departments, academic affairs and grant offices, as well as researchers and the PR and IT teams.
Save time in the classroom and on administrative tasks
Discover the tasks that AI can prepare, review, or expedite today—from course descriptions and syllabi to research and accreditation.
Work Safely with University Data
Learn how to protect personal data, unpublished research results, and other sensitive materials in accordance with the GDPR.
Implement AI across the entire faculty
Select the first pilot, set up human oversight, shared templates, and rules for the safe use of AI.
Role: Who Should AI Be?
Action: What task should it perform?
Context: What do they need to know about the situation?
Examples: What should a good output look like?
Format: In what format should the response be provided?
PRACTICAL FRAMEWORKS
Write prompts that lead to a usable result.
Start with RACEF: Role, Action, Context, Examples, and Format. The e-book also introduces CO-STAR, CLEAR, and other techniques for crafting more precise instructions.
- Give AI a clear role and a specific task
- Provide context, supporting materials, and verifiable examples
- Specify the format, scope, and audience of the output
- Always check the facts, citations, and conclusions
THREE LEVELS OF AI APPLICATION
Bring AI from the lab into the day-to-day work of the university.
Start with simple tasks, move on to team templates, and where it makes sense, implement secure internal assistants and automations.
LEVEL 1
AI as a personal assistant. Research, syllabi, notes, documents, and academic texts.
LEVEL 2
AI for teams and departments. Shared templates, know-how, guidelines, and secure data handling.
LEVEL 3
Internal assistants, chatbots, and voicebots for students, applicants, and university administration.
PILOT
From the first use case to a measurable pilot: select a workplace, establish rules, and evaluate the benefits.
RETURN ON INVESTMENT MODEL
A faculty with 200 employees
Based on a projected 25% reduction in administrative work, the potential savings amount to approximately 11.8 million CZK per year.
12:1
Model return on investment for an investment of approximately 1 million CZK per year. The actual benefit varies depending on the workplace, the volume of administrative work, and the adoption rate.
WHAT YOU’LL TAKE AWAY
Practical procedures for the university's day-to-day operations.
The e-book provides specific tasks, prompts, and guidelines for teaching, research, administration, and communication with students.
Teaching and Academic Integrity
Syllabi, assignments, rubrics, exams, and clear guidelines for the transparent use of AI by students.
Science, Research, and Grants
Literature reviews, abstracts, grant proposals, data management plans, and responses to reviewers.
Academic Affairs and Communication
Responses to students and applicants, survey analysis, decision templates, and streamlined administration.
Rector's Office, Deans' Offices, and Departments
Documents for management, accreditation, annual reports, and minutes of faculty and academic senate meetings.
Security, GDPR, and Directives
Data classification, human oversight, secure tools, and guidelines for employees and students.
Chatbots and Internal Assistants
A chatbot and voicebot for frequently asked questions, and Aurora for university administration and sharing know-how.
The main rule: AI prepares and speeds things up. Humans monitor, make decisions, and bear responsibility.
WHAT’S INSIDE
15 chapters covering everything from the first step to the safe implementation of AI at a university.
1. Why Universities Need AI
Where AI Saves Time and Why It’s Important to Start Systematically.
2–3. Security, GDPR, and the Basics of AI
Data risks, realistic expectations, and a clear foundation.
4–5. Where to Start and 10 Rules
First Steps and Principles for Effective Work with AI.
6. Prompts and Frameworks
RACEF, CO-STAR, CLEAR, and other techniques for high-quality problem formulation.
7. Return on Investment
A model-based calculation of the benefits of AI for the faculty.
8. Risks of AI
How to Prevent Errors, Misinterpretations, and Improper Use of Data.
9. AI in Education and Integrity
Guidelines for Teaching, Assessment, and the Transparent Use of AI.
10. AI in Science and Research
Literature reviews, publications, grants, and work with research data.
11–12. Chatbot, Voicebot, and Aurora
Communication with students and internal AI assistants for the university.
13–15: The Future, Guidelines, and Getting Started
How to set up rules, start with a pilot program, and scale up AI safely.
In addition, you’ll receive 40 ready-to-use professional prompts for the rector’s office, deans’ offices, departments, academic affairs and grant offices, research, PR, and IT.
ABOUT THE AUTHOR
Based on real-world experience working with universities, not on theory.
Andrej Gono is the co-founder and CEO of Citymind. Citymind develops AI chatbots, voicebots, and agents for companies, cities, and universities in European markets. Andrej also leads the team behind the My MENDELU mobile app at Mendel University in Brno and is pursuing a Ph.D. in the field of AI agents and RAG architecture.
DOWNLOAD THE FREE E-BOOK
Artificial Intelligence for Universities
A Practical Guide for Academic and Administrative Staff: From Security and Prompts to Teaching, Research, Chatbots, and Internal Policies.
- 44 Practical Pages for Universities and Colleges
- 40 ready-to-use professional prompts
- A sample ROI calculation and a step-by-step guide to implementing AI
The e-book is free and opens directly in Google Drive.