EVENT: “Creating a Smarter University: AI Transformations in Administration” workshop – September 30 – October 1, 2024 – LEARN MORE

Thank you to those who participated in the “Creating a Smarter University: AI Transformations in Administration” workshop, which took place at UCLA on September 30 and October 1, 2024. This invitation-only event was hosted by the UC AI Council and the UC Chief Information Officer Council. The workshop brought together senior administrative leaders to explore the transformative potential of AI across enterprise, academic, research, and health administration. Participants appreciated the active engagement, insightful discussions, and collaborative spirit that made the event a success. The programming committee sends gratitude to all presenters and guests, whose expertise and efforts shaped the event’s success. The UC community looks forward to continuing these vital conversations around AI’s role in transforming university administration. Please stay tuned for future events, and feel free to complete this AI Interest Form, below.

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Event Overview

EVENT: Creating a Smarter University: AI Transformations in Administration

Dates: Monday, September 30, from 2 – 8:30 p.m., through Tuesday, October 1, 2024, from 8 a.m. – 3 p.m.
Location: UCLA Luskin Conference Center

Workshop Highlights

Keynotes and Panels: Thought-provoking sessions on AI-driven innovation, including expert insights from leading voices in higher education and AI.
Targeted Breakout Sessions: In-depth workshops on AI roadmaps, governance, and strategic deployment, tailored to address sector-specific challenges.
Interactive Share Fair: A showcase of AI-driven projects across the UC system, where attendees could exchange ideas and explore solutions.

Resources Available to Attendees

Event Materials: Access the presentation slides, Share Fair table listings, graphic recordings, and other workshop resources.
Graphic Recordings: Visual summaries of key discussions and takeaways from the sessions.

Detailed Agenda

Day 1, Monday, September 30

2 p.m. Opening Remarks
Van Williams and Alex Bustamante, UC Office of the President
2:30 p.m. Interactive Plenary: We Shape AI, AI Shapes Us
Don Scheibenreif, Gartner
4 p.m. Panel: UC AI Innovation Spotlight
Alex Bui, UCLA, moderator, with panelists Tom Andriola, UC Irvine, Vince Kellen, UC San Diego,
Lucy Avetisyan, UCLA and Ki Lai, UCSF
6:35 p.m. Lightning Keynote: The Future of AI
Don Scheibenreif, Gartner
7 p.m. Fireside Chat with AI Leaders: AI in Higher Education Administration
Rachael Nava, UC Office of the President, moderator, with panelists Sasha Sidorkin, California State
University, Sacramento, Marc Sedam, New York University

Day 2, Tuesday, October 1

8:15 a.m. Opening Remarks
8:30 a.m. Share Fair: Use Case Successes and Challenges
9:30 a.m. Morning Workshops: AI Roadmaps – Discovery, Deployment and Scale
Tracks: (1) Selecting and Prioritizing Potential AI Use Cases; (2) Piloting and Scaling AI Use Cases.
10:30 a.m. Break – Visit the Share Fair
11:00 a.m. Keynote: Deploying A.I. – Unlocking the Strategic Potential, Avoiding Pitfalls, and Getting the Organization Ready
Saikat Chaudhuri, Berkeley Haas
1:00 p.m. Afternoon Workshops: From Strategy to Safeguards – AI Governance Essentials
During this session participants in small groups will be led through exercises and guided discussions.
2:00 p.m. Panel: Power of 10 – Strategic Partnerships, Policy, and Direction
Alex Bustamante, UC Office of the President, moderator, with panelists Cora Han, UC Health, Dennis Chornenky, UC Davis Health, Günter Waibel, California Digital Library, Simon Atkinson, UC Davis, and Chuck Haines, UC Santa Barbara
2:45 p.m. Closing Remarks
Van Williams, UC Office of the President

Share Fair Presenters

Download the Shair Fair Presenter information as a PDF.

Accelerating Onboarding and Change Support through ThoughtExchange

Kevin Reyes

Come see how we accelerated onboarding for our new Vice Chancellor of Enrollment by gathering division-wide input in just one week, producing insights equivalent to 3-6 months of discussions. Additionally, using ThoughtExchange, we quickly identified top training needs for the rollout of the Core Competency ABCs, allowing us to address key challenges and implement solutions ahead of the performance management cycle. Complete the two exchanges for the AI in Transformations Event to see how this works in real time: 1) Expectations and Insights on Challenges and Opportunities for AI in our University Setting 2) Input from Participants on What You Are Most Excited About Connecting About.

Advancing Accessibility and ADA Compliance with Artificial Intelligence and Collaboration

Danielle Watters Westbrook, Erik Mitchell, Günter Waibel

The California Digital Library (CDL) is investigating potential opportunities to utilize artificial intelligence and machine learning (AI/ML) to enhance the accessibility of web-based content and ensure compliance with the recent revisions to Title II of the Americans with Disabilities Act (ADA). CDL seeks UC-wide partners to join us in better understanding our shared challenges and to explore if AI/ML – whether UC co-developed applications or services via third parties – might offer scalable solutions for accessibility, including assessing and remediating content.

AI-Driven Solutions for Ergonomic Risk Reduction

Stefan Tomic

The RSS (Risk Safety Solutions) AI initiative utilizes advanced vision recognition, pose detection, and wearables technology to proactively reduce ergonomic-related injuries and enhance workplace safety. By rapidly identifying unsafe postures and movements, the initiative provides immediate feedback and expert insights, transforming safety oversight and significantly improving health and cost-efficiency across the organization.

Gecko Chatbot

Sherwynn Umali

In response to the increasing demands on administrative staff, UCI’s Division of Student Affairs launched the Gecko chatbot to enhance operational efficiency and streamline communication. Initially piloted on five departmental websites, the chatbot successfully automated routine inquiries, reduced email and phone call volumes, and improved user experience, leading to plans for expanded functionality and broader adoption across the institution.

Hey Bruin: AI Personal Assistant Prototype

Anna Ahearn, Jesus Ramirez

UCLA partnered with Google to develop a groundbreaking GenAI prototype powered by Google AI tools. This innovative solution aims to improve the student experience by instantly connecting students with accurate financial aid information and resources by curating and personalizing answers to student questions.

Innovating Enrollment Management: Leveraging Emerging Technologies for Success

Darren Endo, Huma Madinawala, Jun Xiang, Tony Hwang (via VR)

In response to the challenges posed by the COVID-19 pandemic, the Office of Enrollment Management at UC Irvine embraced innovation by exploring emerging technologies to enhance productivity, collaboration, and employee well-being. By integrating virtual reality for remote work, implementing a chatbot for customer service, and piloting extended reality in student recruitment, UCI has transformed enrollment management, achieving improved efficiency and student engagement while setting a new standard for institutional practices.

Machine Learning for Enhanced Workplace Safety

Diana Cox

RSS’s machine learning initiatives have revolutionized operational efficiency across UC campuses by transforming injury data into actionable insights, enabling precise forecasting for injury mitigation and informed decision-making. By automating the analysis of Safety Data Sheets and enhancing data visibility, these AI-driven solutions significantly reduce the time and resources required for data management, ultimately improving safety and productivity in laboratories and workplaces.

PolicyWonk

Adam Getchell

PolicyWonk simplifies navigating UC Davis policies for everyone—whether you’re a student, faculty member, staff, or administrator. With this tool, accessing and understanding university policies is faster and more convenient than ever.

The University & AI Training Data: Authors, Libraries and the Public Good

Danielle Watters Westbrook, Erik Mitchell, Günter Waibel

AI requires high quality training data. The university generates (scholars) and stewards (libraries) vast amounts of peer-reviewed scholarly content. Positioning this content as a public good creates an open AI training corpus that turns the university from a mere consumer into an active participant, and disrupts a marketplace in which we repeatedly pay for our own content in the guise of different products.

TritonGPT

Shawn Munro

TritonGPT is a generative AI platform developed at UC San Diego to democratize access to AI by providing affordable, context-specific solutions through retrieval-augmented generation. Leveraging existing expertise and infrastructure at the San Diego Supercomputer Center, TritonGPT ensures the protection of sensitive data while making advanced AI capabilities accessible to a broader range of organizations and individuals.

UC Tech News

Laurel Skurko

UC Tech News connects those working closely with university technologies. Top topics include AI, privacy, cyber security, digital accessibility and user experience, and how these relate to organizational opportunities. It is created by the UC Tech community, with 11,000 tech employees across 30+ UC entities, and is published weekly by the UC Office of the President.

Versa

Joseph Owens, Victor Galvez

In response to the risks posed by AI, UCSF developed Versa, a secure AI platform that transforms clinical care, research, education, and administration while safeguarding sensitive information. Created by a multidisciplinary team, Versa improves workflow automation, enhances data interaction, and supports over 4,300 users, driving innovation and operational efficiency across UCSF.

ZotGPT

Max Garrick, Sarkis Daglian

ZotGPT is UC Irvine’s campus-wide AI solution designed to enhance teaching, administration, and research by providing secure, cost-effective access to generative AI. Leveraging a collaborative effort and built on Azure OpenAI and AWS infrastructure, ZotGPT improves efficiency through tools like ClassChat, a virtual tutor, and API integrations that empower researchers and administrators.