Terms of Reference

The UBC Student Artificial Intelligence Advisory Council (the “Council”) provides a dedicated platform for students from both the Vancouver and Okanagan campuses to actively advise and collaborate on emerging artificial intelligence (AI) policies, projects, and initiatives that impact the student experience. The Council will offer student insights, feedback, and recommendations to the UBC Gen AI Steering Committee regarding the ethical, responsible, and innovative use of AI in academic and student life settings from a student perspective.

The objectives of the Council are to:

• Provide diverse student perspectives on AI-related university policies, projects and initiatves in teaching, learning, research, and student life.
• Engage in design thinking processes to co-create solutions and offer feedback on AI integration.
• Promote the ethical and responsible use at UBC.
• Represent the diverse student body, including undergraduate and graduate students from a variety of faculties, disciplines, and programs of study.
• Recognize and celebrate students’ expertise and experience with AI and within UBC.

The Council operates under the authority of the Vice-Provost and Associate Vice-President, Teaching & Learning (UBC-V), and the Associate Vice-President, Students (UBC-O), who are members of the UBC Gen AI Steering Committee. The Council serves in an advisory capacity, and while it does not have decision-making authority, its recommendations will directly inform UBC’s AI policies, strategies, and student-facing initiatives.

The Council will focus on:

• AI Policies and Guidelines: Reviewing and advising on emerging UBC AI policies and frameworks, with a focus on student impact.
• AI in Learning and Teaching: Providing feedback on the use of AI tools in coursework, assessments, and student support.
• Student Experience: Contributing insights on how AI impacts academic success, equity, privacy, and student wellbeing.
• Ethical and Responsible AI Use: Advising on strategies to promote responsible AI use, address bias, and reduce inequities within UBC.
• Student Resources and Training: Recommending strategies to enhance student literacy in AI through resources and training programs.

Composition:
The Council will consist of 25–30 student members, ensuring broad representation across:

• Both Campuses: Vancouver and Okanagan student representation.
• Diverse Academic Programs: Undergraduate and graduate students from a range of faculties and disciplines.
• Diverse Student Experiences: Students with diverse backgrounds and experiences will be intentionally included to reflect UBC’s student population.
• AI Knowledge & Expertise: At least five (5) students with advanced AI knowledge and experience (e.g., AI research, data science, or technical expertise) will be included.
• Elected Student Leadership: Representatives from the AMS (Vancouver), GSS (Vancouver) and SUO (Okanagan).

Qualifications:
Student members must:

• Be in good academic standing.
• Demonstrate an interest in the ethical, responsible, and innovative use of AI at UBC.
• Confidently self-certify a minimum of Level 1 (Foundational) competencies as outlined in the UBC GenAI Learning Hub.
• Possess strong listening, communication, and collaboration skills, along with the ability to engage meaningfully in advisory discussions.

Appointment and Term:

• Members will serve for one or two-year terms, with staggered appointments to ensure continuity.
• Students may be re-appointed for a maximum of two consecutive terms.
• To maintain continuity, 50% of the membership will rotate each year.

Facilitation:

• Co-Chairs:

o Vice-Provost and Associate Vice-President, Teaching & Learning, UBC-V

o Associate Vice-President, Students, UBC-O

• A Secretariat will be appointed to provide administrative support, including meeting coordination, document management, and minutes.

Recognition:

Upon completing their term, students will receive a formal letter of reference from the Council Co-Chairs. The letter will outline the student’s commitment, contribution, and skills gained, including:

• Participation in design-thinking processes.
• Experience providing policy and project recommendations.
• Demonstrated knowledge and advocacy for ethical AI use.
• Collaboration and leadership skills.
  

This letter will be a valuable reference for future academic, employment, or leadership opportunities.

The Council will meet four times per year, with each meeting held virtually.

Meetings will each require a 2.5 hour time commitment, including:
o 1 hour of pre-reading material.
o 1.5-hour design-thinking session.

Additional meetings or a synchronous review of materials may be scheduled as needed.

Working groups may be formed to address specific projects or policy areas, allowing for more detailed and targeted work between full Council meetings.

The Council is responsible for:

• Advising on AI Policies:
  o Reviewing draft policies and offering student-centered feedback.
  o Identifying potential risks or benefits of AI policies from a student perspective.
• Contributing to Projects and Initiatives:
  o Participating in design-thinking workshops to co-create solutions.
  o Providing insights on AI pilot projects or technology rollouts.
• Promoting Ethical AI Use:
  o Recommending strategies to mitigate AI biases and ensure responsible AI practices.
  o Supporting educational initiatives that promote responsible AI literacy.
• Collaboration with Campus Partners:
  o Liaising with relevant UBC student groups, faculties, and departments.
  o Sharing feedback with the Gen AI Committee and other relevant governance bodies.

• The Council serves in an advisory capacity to the Gen AI Steering Committee.
• Decisions, when needed, will be made through consensus or simple majority voting.
• Working groups may make recommendations independently, which will be brought forward for full Council review.

• After each meeting, the Council will provide a verbal or written report to the Gen AI Steering Committee via the Co-Chairs.
• Meeting minutes, reports, and relevant materials will be made accessible to all Council members.
• Summaries of key outcomes will be shared with the UBC student body through appropriate communication channels.