Gen AI Meetings

2025

Meeting Date	Topics Discussed
January 30, 2025	Training & Development subcommittee updates: Developed a draft competency framework, resource hub, and website for faculty, student, and staff; currently seeking feedback for integration across faculties and departments. Student Survey findings: Survey of 3,000 students highlighted the need for clear AI guidelines, concerns around academic integrity, ethics, and well-being; plans underway to explore a similar survey for staff. Gen AI Communication Guidelines: Shared draft guidelines covering AI citation, emotional use, bias, and media content; revisions in progress to strengthen clarity and bias awareness. Grad Education subcommittee updates: Developed web resource content and AI usage guidelines for graduate programs and is seeking feedback on the draft content before submission to governance bodies. Committee reflection & next steps: Shared mandate and accomplishments at the one-year mark and discussed future directions, emphasizing university-wide coordination of AI in teaching, student experience, and administrative automation.
May 5, 2025	Terms of Reference updates: Updated to expand the scope from generative AI to AI more broadly; members invited to review and provide feedback to inform the committee’s ongoing direction. Digital Research & Academic Infrastructure proposal: Introduced a proposal to enhance AI-related compute, data storage, and faculty support; aimed at advancing UBC’s AI research and teaching capabilities through 2027–2031. Student AI Advisory Council launch: Announced new student AI council to provide input on AI use in academic and student life; first meeting set for May 30, with a focus on equity, ethics, and the student experience. AI Foundations course development: Outlined plans for a 100-level, 3-credit course on practical AI literacy open to all students; pilot launch targeted for January 2026 with broad faculty input shaping design. Training framework & resource hub: Shared updates on the development of a role-based AI competency framework and a new central hub to support AI learning for faculty, staff, and students; faculty focus groups to validate content. AI Guide for Communicators: Presented survey results from UBC communicators highlighting needs for guidance on ethics, bias, and tool use; draft guide under revision with input from legal counsel and stakeholders.

Meeting Date

Topics Discussed

January 30, 2025

Training & Development subcommittee updates: Developed a draft competency framework, resource hub, and website for faculty, student, and staff; currently seeking feedback for integration across faculties and departments.
Student Survey findings: Survey of 3,000 students highlighted the need for clear AI guidelines, concerns around academic integrity, ethics, and well-being; plans underway to explore a similar survey for staff.
Gen AI Communication Guidelines: Shared draft guidelines covering AI citation, emotional use, bias, and media content; revisions in progress to strengthen clarity and bias awareness.
Grad Education subcommittee updates: Developed web resource content and AI usage guidelines for graduate programs and is seeking feedback on the draft content before submission to governance bodies.
Committee reflection & next steps: Shared mandate and accomplishments at the one-year mark and discussed future directions, emphasizing university-wide coordination of AI in teaching, student experience, and administrative automation.

May 5, 2025

Terms of Reference updates: Updated to expand the scope from generative AI to AI more broadly; members invited to review and provide feedback to inform the committee’s ongoing direction.
Digital Research & Academic Infrastructure proposal: Introduced a proposal to enhance AI-related compute, data storage, and faculty support; aimed at advancing UBC’s AI research and teaching capabilities through 2027–2031.
Student AI Advisory Council launch: Announced new student AI council to provide input on AI use in academic and student life; first meeting set for May 30, with a focus on equity, ethics, and the student experience.
AI Foundations course development: Outlined plans for a 100-level, 3-credit course on practical AI literacy open to all students; pilot launch targeted for January 2026 with broad faculty input shaping design.
Training framework & resource hub: Shared updates on the development of a role-based AI competency framework and a new central hub to support AI learning for faculty, staff, and students; faculty focus groups to validate content.
AI Guide for Communicators: Presented survey results from UBC communicators highlighting needs for guidance on ethics, bias, and tool use; draft guide under revision with input from legal counsel and stakeholders.

2024

Meeting Date	Topics Discussed
January 23, 2024	The guidelines on mitigating the risks associated with the use of generative AI at UBC has gone through consultations across various UBC stakeholders and has been submitted to the Provosts for review and approval. PIA progress on Gen AI solutions: 7/200 PIA assessments have AI components – and the team is working across the university to manage and mitigate potential risks. Interim set of PIA guidelines are available on the Privacy Matters website that outlines when a PIA is required. Updates on Gen AI sub-committees: Conversational Tools: Based on the findings and analyses conducted, the Conversational Tools Working Group provided clear and actionable recommendations for the implementation and deployment of chatbots within UBC. Teaching & Learning: Currently going through a series of consultations across campus on the Guidelines for Gen AI on Teaching & Learning Large Language Model: The focus for upcoming committee meetings will be on LLM use cases across the institution and a recommended governance/submission process. The focus areas are: (1) Recruitment & Marketing (2) Teaching & Learning (3) Student Advising (4) Admin Operations. The need for a series of training modules on Generative AI and use cases was discussed and is currently being explored.
March 25, 2024	Update progress on the Principles for using Gen AI at UBC. Discuss the issue of liability associated with the use of chatbots. Discuss training on how to use AI for faculty, staff and students – to develop a broad foundational training for UBC community and dive deeper into particular domain/discipline on top of the generic broad foundations. Formation of Graduate Education Subcommittee.e Update on Teaching & Learning Guidelines consultation process and timeline.
May 27, 2024	Graduate Education Subcommittee Updates: Focus on generative AI use in graduate admissions, scholarships, major projects, comprehensive exams, thesis, dissertations, and research publications. Working on a FAQ web resource on Gen AI use in graduate admissions and scholarly work. Teaching & Learning Subcommittee Updates: Finalized guidelines for integrating Gen AI into teaching practices, to be released in June, covering general use within T&L realm, teaching with Gen AI, and learning with Gen AI. Training & Professional Development (PD) Subcommittee Updates: Developing frameworks and a learning hub, launching in September with a focus on repurposing existing resources. Large Language Model (LLM) for Teaching & Learning Sandbox: Creating a unified LLM platform for Gen AI bot development, supporting pedagogical exploration with CTLT incubation support.
June 24, 2024	Teaching & Learning Subcommittee Updates: established a framework on creating a resource aggregation, and outlining current landscape on technical and financial in Gen AI training. Discuss the integration of Gen AI into UBC procurement guideline to ensure vendors disclose AI integration and meet UBC’s criteria for responsible use on data privacy, cybersecurity, and compliance. Announce the TLEF Special Call on Gen AI for large interdisciplinary projects in teaching and learning enhancement.
Sept 23, 2024	Grad Education subcommittee Updates: developed web resource content and AI usage guidelines for graduate programs and is seeking feedback on the draft content before submission to governance bodies. Future Digital Learning initiative focuses on integrating generative AI into teaching and learning by supporting faculty in using digital tools effectively and leveraging emerging media and technologies. Shared mandate & accomplishments and discussed future directions as part of one year review. The committee emphasized the importance of continuous engagement and identifying future priorities, including AI’s role in teaching & learning, enhancing student experience, and administration for automation and operational efficiencies.

2023

Meeting Date	Topics Discussed
June 12, 2023	Overview of generative AI and an understanding of the current state Clarify the role and purpose of the committee Overview of the current technology, future trends, and key risks and issues Ethical considerations, privacy and security concerns, and societal impact Opportunities, risks, and equity issues across teaching, research and administrative operations.
August 24, 2023	Terms of Reference were reviewed to ensure alignment and commitment towards achieving the committee’s collective objectives Proposed UBC statement on Generative AI, and a set of general guidelines outlining the principles and boundaries for the use of generative AI Overlaps or gaps in the current governance framework. Subcommittees under Generative AI Steering Committee: Teaching & Learning (under development) Conversational Tools/Chatbot Subcommittee Potential additional sub-committees
September 18, 2023	Discussion on whether UBC needs its own Large Language Model (LLM) Overview of Teaching & Learning subcommittee Terms of Reference and Membership Overview of proposed Gen AI event: Academic Salons
November 27, 2023	The Generative AI Guidelines have been drafted, with the recent decision to pivot towards Principles for mitigating associated risks rather than Guidelines. Indigenous themes have been addressed in relation to the Principles, and consultations were conducted with the Equity and Inclusion Office as well as the Indigenous Strategic Plan Implementation Committee. Christina Hendricks, Vice-Provost and Associate Vice-President, Teaching and Learning pro tem has been added as a co-chair to the Gen AI committee.  The Teaching & Learning subcommittee draft Terms of Reference was updated to include staff and student co-chairs. Discussions were held around increasing committee awareness.   The Conversational Tools subcommittee discussed guidelines and chatbot deployment.   The Large Language Model (LLM) subcommittee will be exploring needs and use-cases within UBC, and identified considerations, risks and mitigations around data privacy, intellectual property, and cybersecurity.   An overview of the Enterprise Data Governance Framework was shared and identified areas within the framework that need to be adapted including data quality, the Data Access Framework, the University Data Model, data literacy, and ethics.

Gen AI Committee

2025

2024

2023