ChatGPT at the UNC System Office

Safe, responsible, and practical AI support for everyday work

ChatGPT Resource Hub

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ChatGPT at the UNC System Office

A practical guide to using ChatGPT safely, responsibly, and effectively in your daily work.
ChatGPT is an AI assistant that can help with drafting, summarizing, brainstorming, organizing information, analyzing documents, and improving everyday productivity. This page provides introductory guidance, practical examples, and downloadable resources to help System Office employees begin using ChatGPT with confidence and appropriate care.

 

Getting Started with ChatGPT

ChatGPT can support everyday work by helping you draft messages, summarize information, organize notes, create outlines, brainstorm options, explain unfamiliar concepts, and review writing for clarity. It is most useful when you give it a clear task, helpful context, an intended audience, and the format you want back.

Important: ChatGPT is a helpful assistant, not a final authority. Employees are responsible for reviewing, verifying, editing, and approving anything they use.

Access ChatGPT

Placeholder link. Replace with the official UNC System Office ChatGPT access link when available.

What ChatGPT Can Help With

Writing and Editing
Draft emails, revise messages, improve tone, and make content easier to understand.

Summarizing
Condense documents, notes, or public information into key points, decisions, and next steps.

Planning and Organization
Create agendas, checklists, timelines, project outlines, and communication plans.

Learning and Explanation
Ask for plain-language explanations, examples, glossaries, or comparisons of unfamiliar concepts.

Document and File Support
When appropriate, use supported files for summarizing, comparing, extracting, or analyzing information.

Review and Quality Checks
Ask ChatGPT to identify unclear wording, missing assumptions, unsupported claims, or possible risks.

Simple First Steps

  1. Start with a low-risk task. Try rewriting an email, summarizing public information, creating a checklist, or drafting a meeting agenda.
  2. Give clear instructions. Include the task, audience, purpose, tone, format, and helpful context.
  3. Review the result. Check accuracy, tone, completeness, data sensitivity, and whether any facts or sources need verification.

Basic prompt formula:
I need help with {task}. The audience is {audience}. The purpose is {purpose}. Please use {tone or format}. Here is the context: {context}.

What ChatGPT Is Not

  • It is not a replacement for professional judgment.
  • It is not a substitute for official policy, legal, compliance, HR, financial, or security review.
  • It is not a place to enter restricted, regulated, or inappropriate data without approval.
  • It is not guaranteed to be accurate, current, complete, or properly sourced.

Account Setup

Use this section to identify the setup path that applies to you. Some employees may be creating a ChatGPT account for the first time, while others may already have a personal ChatGPT account and need to understand how to join the UNC System Office workspace.
 

Choose the setup path that applies to you

Select the option that best matches your situation. If you are unsure which path applies, pause before creating, switching, or merging accounts and follow the System Office support path.

Option 1: I am new to ChatGPT and need to create an account

Use this option if you do not already have a ChatGPT or OpenAI account and need to join the UNC System Office workspace for the first time.

Option 2: I already have a ChatGPT account

Use this option if you already have a personal ChatGPT account and received an invitation to join the UNC System Office workspace.

Option 1: I am new to ChatGPT

Start here if you are creating or accessing ChatGPT for the first time through the UNC System Office workspace.

New Account

a

I am new to ChatGPT. How do I join the UNC System Office workspace?

Quick answer: Start with the invitation or access instructions provided by the UNC System Office. Use the email address connected to your System Office access and follow the prompts shown during sign-in.

What to do:

  • Look for the official invitation or access instructions from the UNC System Office.
  • Use the email address associated with your System Office access.
  • Follow the sign-in, sign-up, or authentication prompts shown to you.
  • Confirm that you are in the UNC System Office workspace before starting work-related conversations.

Pause if unsure: If you are unsure whether to create a new account, accept an invitation, or use an existing sign-in method, stop and follow the System Office support path before continuing.

a

What email address should I use to create or access my account?

Quick answer: Use the email address associated with your UNC System Office ChatGPT access. In most cases, this should be the same email address that received the workspace invitation or access instructions.

What to check:

  • Use the email address connected to your System Office access.
  • If you received an invitation email, use the email address where that invitation was sent.
  • If you are prompted to sign in through an organization-managed login flow, follow the prompts shown to you.
  • Do not create a separate account with another email address unless instructed to do so.

Pause if unsure: If you are not sure which email address to use, stop before creating a new account and follow the System Office support path.

a

After I join, how do I know I am using the UNC System Office workspace?

Quick answer: Before starting work-related conversations, check that you are working in the UNC System Office workspace or the approved organization workspace.

What to check:

  • Look for the workspace name shown in ChatGPT, usually near the profile or workspace menu.
  • If you have access to more than one workspace, select the UNC System Office or organization workspace before starting work-related activity.
  • Confirm you are in the correct workspace before entering work-related prompts or uploading files.
  • If the workspace name does not look right, stop and follow the System Office support path.

Why this matters: Conversations, files, and activity may be associated with the workspace where they are created. Confirming the workspace first helps keep personal and work activity separated.

a

What should I do before I start using ChatGPT for work?

Quick answer: Start with low-risk tasks, confirm you are in the correct workspace, and review all ChatGPT outputs before using them for work.

Good first uses:

  • Drafting or improving non-sensitive text.
  • Summarizing public or approved information.
  • Creating checklists, outlines, or planning notes.
  • Rewriting content for clarity, tone, or audience fit.
  • Brainstorming questions, next steps, or communication ideas.

Before you rely on an answer:

  • Check that you are using the approved System Office workspace or access path.
  • Review the response for accuracy, tone, and completeness.
  • Verify facts, dates, numbers, citations, and policy references.
  • Do not treat ChatGPT output as final without human review.

Data reminder: Do not enter or upload sensitive, restricted, regulated, or personally identifiable information unless the use is approved. If you are unsure whether a task, file, or type of information is appropriate, pause and follow the System Office support path.

a

Why might my sign-in experience look different from someone else’s?

Quick answer: Your sign-in experience may look different depending on how your access was provided and how the UNC System Office workspace is configured.

You may see different steps because:

  • Some users may receive an invitation email.
  • Some users may be directed through an organization-managed sign-in process.
  • Some users may already have a personal ChatGPT account connected to the same email address.
  • Workspace access may depend on how the organization has configured provisioning, authentication, or sign-in requirements.

What to do:

  • Follow the access instructions provided by the System Office.
  • Use the email address associated with your System Office access.
  • Read all prompts carefully before creating, switching, or merging anything.
  • Confirm that you are in the UNC System Office workspace before beginning work-related activity.

Pause if unsure: If your sign-in screen, invitation, or workspace access does not look like what you expected, stop before creating a separate account or changing workspace settings and follow the System Office support path.

Option 2: I already have a ChatGPT account

Start here if you already have a personal ChatGPT account. OpenAI describes personal and organization workspaces as separate environments, and moving personal data into a business workspace is a separate action with important implications. Review the guidance carefully before making changes.

Existing Account

a

I already have a ChatGPT account. What should I do before joining the UNC System Office workspace?

Quick answer: If you already have a ChatGPT account, review the workspace prompts carefully before joining, switching, or merging anything. You may be able to keep personal and work activity separate.

Before you continue:

  • Read the invitation and workspace prompts carefully.
  • Confirm whether you are joining the UNC System Office workspace or changing something about your personal account.
  • Decide whether you want to keep personal ChatGPT activity separate from work activity.
  • Do not merge or move data unless you understand the effect of that action.

Recommended safe path:

  • Join or access the workspace only through the approved System Office instructions.
  • Keep your personal and work workspace separate unless you have reviewed the merge information.
  • Ask for help before making changes that could affect personal chats, files, GPTs, memories, or subscription settings.

Pause if unsure: Do not assume that account, workspace, or data changes can be reversed. If you are unsure, stop and follow the System Office support path before continuing.

a

What is the difference between switching workspaces and merging data?

Quick answer: Switching workspaces lets you move between available ChatGPT environments. Merging data is a separate action that may move personal workspace data into an organization workspace.

Switching workspaces means:

  • You are choosing which workspace or account environment you are currently using.
  • Your personal and organization workspaces remain separate.
  • Switching does not move or copy chats, files, memory, history, billing, or subscriptions.
  • You should confirm the selected workspace before starting work-related conversations.

Merging data means:

  • You are taking a separate migration action, not simply switching views.
  • Personal workspace data may be moved into the organization workspace.
  • The action may have important effects on access, ownership, and future availability of that data.
  • You should read all prompts carefully before proceeding.

Important: Do not treat switching as the same thing as merging. If you are unsure which action you are taking, pause and follow the System Office support path before continuing.

a

What should I know before merging my personal workspace into the organization workspace?

Quick answer: Merging a personal workspace into an organization workspace is a significant action. Review all OpenAI prompts carefully before proceeding, and do not merge if you are unsure.

OpenAI describes merging as an action that may:

  • Move personal workspace data into the Business or organization workspace.
  • Move existing chat history into the Business or organization workspace.
  • Move GPTs from the Personal workspace into the Business or organization workspace.
  • Delete the Personal workspace after migration.
  • Prevent the merge from being undone after it is completed.

Before you merge, consider:

  • Whether you want to keep personal and work activity separate.
  • Whether any personal chats, files, GPTs, or memories should remain outside the organization workspace.
  • Whether you may lose access to migrated data if you later lose access to the organization workspace.
  • Whether any important conversations should be reviewed or saved before taking action.

Strong caution: If you are not sure whether merging is appropriate, do not proceed. Keep the workspaces separate and follow the System Office support path before taking action.

a

What happens to my personal ChatGPT subscription if I merge workspaces?

Quick answer: Subscription handling may depend on how the subscription was purchased and what OpenAI prompts show during the merge process. Review all account, billing, and migration prompts carefully before proceeding.

OpenAI’s guidance indicates:

  • If an eligible Personal workspace is merged into a Business workspace, an active Plus subscription may be automatically canceled.
  • OpenAI may refund the remaining subscription period after migration.
  • Mobile subscriptions are an exception and may need to be canceled separately through Apple or Google.
  • If you are charged after migrating, OpenAI directs users to contact OpenAI support for refund and cancellation help.

Before you merge:

  • Check whether your personal subscription was purchased directly through OpenAI or through a mobile app store.
  • Review the account and billing prompts shown during the migration process.
  • Do not assume subscription changes are complete until you confirm your account status.
  • Contact OpenAI support for personal billing issues if needed.

Important: The System Office may not be able to resolve personal billing issues directly. If you are unsure whether you should merge workspaces, keep your personal workspace separate until you have reviewed the information and asked for help through the System Office support path.

Important Reminder

The information on this page is intended to help employees get started. It does not replace official System Office guidance, OpenAI account prompts, workspace administrator instructions, or applicable data and security requirements. If you are unsure which option applies to you, pause and ask for help before merging, moving, or deleting account data.

ChatGPT Capabilities

ChatGPT can support a wide range of everyday work activities, from drafting and summarizing to analyzing files, organizing projects, and helping users think through complex tasks. Available features may vary depending on workspace settings, subscription level, and approved System Office access.
 

On this page

Use the links below to jump to a specific section. Each section explains a different type of ChatGPT capability and how employees should think about using it responsibly.

  1. Core Capabilities
  2. Tools and Special Modes
  3. Organization and Workflow Features
  4. How to Use Capabilities Responsibly
  5. Final Reminder

Prompt Examples

Use these examples as starting points. Each section includes a quick prompt, an expanded version with more context and customization options, and a useful follow-up prompt. Replace the placeholder text with your own appropriate context, and do not include sensitive or restricted information unless the use is approved.
 

Writing and Editing

Quick prompt:
Rewrite the following message so it is clearer, more concise, and appropriate for a professional internal audience. Keep the meaning the same and identify any wording that may be confusing.

Expanded prompt:

Rewrite the message below for [audience]. The purpose of the message is [purpose]. Use a [professional / friendly / direct / reassuring / concise] tone. Keep the meaning the same, but improve clarity, organization, and readability. Avoid jargon and remove unnecessary words. Provide the response in this format:

  • Revised version
  • What changed and why
  • Any wording that may still need review

Text to revise: [paste text here]

Useful follow-up:
Make the revised version warmer and less formal, but still appropriate for an internal workplace audience.

Summarizing

Quick prompt:
Summarize the following text in five bullet points. Then list decisions, action items, deadlines, and open questions separately.

Expanded prompt:

Summarize the following text for [audience]. The purpose of the summary is [briefing / follow-up / planning / decision support / general awareness]. Keep the summary accurate and do not add information that is not clearly supported by the text. Use this format:

  • One-paragraph overview
  • Five key takeaways
  • Decisions mentioned
  • Action items, owners, and deadlines
  • Open questions or items needing follow-up
  • Important details that should be verified

Text to summarize: [paste text here]

Useful follow-up:
Create a shorter executive summary in one paragraph for a busy reader.

Planning

Quick prompt:
Create a project checklist for [task]. Organize it into preparation, execution, review, and follow-up. Include likely risks, assumptions, and open questions.

Expanded prompt:

Create a project plan for [project/task]. The goal is [goal]. The audience or stakeholders are [audience/stakeholders]. The desired timeline is [timeline]. Assume this is for an internal System Office work effort. Keep the plan practical and realistic. Do not assume approvals, resources, or decisions that have not been provided. Organize the response in this format:

  • Project objective
  • Major phases
  • Tasks by phase
  • Suggested owners or roles
  • Dependencies
  • Risks and assumptions
  • Open questions
  • Suggested next three actions

Useful follow-up:
Turn this into a simple timeline with suggested milestones and review points.

Meetings

Quick prompt:
Turn these notes into a meeting summary with sections for overview, decisions, action items, owners, deadlines, and open questions. Do not add decisions that are not clearly stated.

Expanded prompt:

Turn the notes below into a meeting summary for [audience]. The meeting topic was [topic]. Use a clear, professional tone. Do not add decisions, owners, deadlines, or commitments unless they are clearly stated in the notes. If something is unclear, place it under open questions. Use this format:

  • Meeting purpose
  • Short overview
  • Key discussion points
  • Decisions made
  • Action items with owners and deadlines
  • Open questions
  • Suggested follow-up message

Meeting notes: [paste notes here]

Useful follow-up:
Create a follow-up email based on this meeting summary. Keep it concise and action-oriented.

Learning and Explanation

Quick prompt:
Explain [topic] in plain language for someone who is new to it. Avoid jargon, include a simple example, and provide a short glossary of key terms.

Expanded prompt:

Explain [topic] for [audience]. Assume the audience has [beginner / intermediate / advanced] familiarity with the topic. The purpose is [learning / briefing / training / presentation preparation / decision support]. Use plain language, avoid unnecessary jargon, and include examples that would make sense in a workplace setting. Organize the response in this format:

  • Short explanation
  • Why it matters
  • Simple example
  • Common misunderstandings
  • Key terms glossary
  • Questions a beginner might ask

Useful follow-up:
Give me one version for senior leadership and one version for staff who are new to the topic.

Review and Risk Checking

Quick prompt:
Review this draft for clarity, tone, missing assumptions, unsupported claims, and possible risks. Do not rewrite it yet. First tell me what you notice.

Expanded prompt:

Review the draft below before it is shared with [audience]. The purpose of the draft is [purpose]. Do not rewrite it yet. First review it for clarity, tone, missing assumptions, unsupported claims, possible risks, and anything that may need approval or verification. Use this format:

  • Overall assessment
  • Clarity issues
  • Tone or audience concerns
  • Unsupported claims or facts to verify
  • Possible policy, compliance, security, or data concerns
  • Questions to resolve before sharing
  • Recommended edits

Draft to review: [paste draft here]

Useful follow-up:
Now rewrite the draft using your recommended edits, but clearly mark anything that still needs human review.

Data or Spreadsheet Review

Quick prompt:
Review this table and identify the main patterns, outliers, and questions I should investigate further. Do not make conclusions beyond the data provided.

Expanded prompt:

Review the table or dataset below. The purpose of the review is [purpose]. Focus on patterns, outliers, missing information, and questions for follow-up. Do not make conclusions beyond the data provided. Do not assume causation. Use this format:

  • Brief summary of what the data appears to show
  • Main patterns
  • Possible outliers
  • Missing or unclear information
  • Questions to investigate further
  • Suggested next analysis steps

Data or table: [paste appropriate data here]

Important reminder:
Do not use sensitive, restricted, regulated, or personally identifiable information unless the use is approved.

Communication Planning

Quick prompt:
Create a communication plan for [topic]. Include audiences, key messages, channels, timing, likely questions, and next steps.

Expanded prompt:

Create a communication plan for [topic/change/initiative]. The audience groups are [audiences]. The purpose is [inform / train / encourage action / prepare for change / gather feedback]. The desired tone is [professional / reassuring / concise / transparent / instructional]. Organize the plan in this format:

  • Communication objective
  • Audience groups
  • Key message for each audience
  • Recommended channels
  • Suggested timing
  • Likely questions or concerns
  • Draft announcement
  • Next steps

Useful follow-up:
Create a shorter version of the announcement for email and a version for a web page update.

Responsible Use and Data Safety

Use ChatGPT thoughtfully. Before entering or uploading information, employees must understand the type of data involved and whether it is appropriate for use with ChatGPT.
 

Before Using ChatGPT, Ask

  1. Is this information public, internal, sensitive, restricted, or regulated?
  2. Am I allowed to use this information with this tool?
  3. Could this include student, employee, financial, legal, health, security, or personally identifiable information?
  4. Do I need to remove, mask, or generalize anything first?
  5. Do I know who to ask if I am unsure?

When in doubt, stop and ask.
If you are unsure whether information may be entered or uploaded, do not use it in ChatGPT until you have received appropriate guidance.

Do / Don’t Guidance

Do Don’t
Use ChatGPT for drafts, summaries, outlines, checklists, and brainstorming. Treat ChatGPT as the final authority.
Verify facts, numbers, dates, citations, and policy references. Assume the answer is correct because it sounds confident.
Use approved tools and follow System Office guidance. Paste restricted, regulated, or unnecessary sensitive data.
Start with low-risk tasks and review outputs carefully. Use AI output without editing it for accuracy, tone, and context.

Review Before Use

  • Check the output for accuracy, completeness, and tone.
  • Confirm that dates, numbers, citations, and sources are correct.
  • Remove unsupported claims, generic language, or inappropriate details.
  • Follow the appropriate review or approval process before sharing official content.

ChatGPT Resource Library

Download practical PDF guides for getting started, writing better prompts, using ChatGPT responsibly, and reviewing AI-generated content.
 

ChatGPT Quick Start Guide

A beginner-friendly overview of what ChatGPT is, what it can help with, how to begin using it safely, and what users should remember before relying on its output.

Open PDF Guide

Prompting Basics for System Office Employees

A practical guide to writing better prompts by giving ChatGPT clear instructions, useful context, an intended audience, a format, and a desired tone.

Open PDF Guide

Responsible Use and Data Safety Guide

A safety-focused guide that explains how employees should think about data classification, sensitive information, restricted information, and responsible decision-making before using ChatGPT.

Open PDF Guide

Everyday Use Cases for ChatGPT

A practical guide showing how ChatGPT can support writing, summarizing, planning, meeting preparation, communication, learning, and appropriate data review.

Open PDF Guide

ChatGPT Output Review Checklist

A review checklist employees can use before copying, sending, publishing, or relying on ChatGPT-generated content.

Open PDF Guide

ChatGPT FAQ

Answers to common employee questions about ChatGPT, including document uploads, sensitive data, hallucinations, good first tasks, and where to ask for help.

Open PDF Guide

Frequently Asked Questions

These answers are intended as introductory guidance. Employees should follow official System Office guidance for access, data classification, security, and responsible use.
 

What is ChatGPT?

ChatGPT is an AI assistant that responds to prompts. A prompt can be a question, instruction, draft, set of notes, file, or request for help. It can assist with drafting, summarizing, organizing, brainstorming, analysis, and explanation.

Is ChatGPT replacing employee judgment?

No. ChatGPT is a support tool. Employees remain responsible for reviewing, verifying, editing, and approving anything they use.

Can I upload documents?

Only upload documents when it is appropriate to do so under System Office guidance and data classification expectations. Do not upload restricted, regulated, or unclear data without approval.

What is a hallucination?

A hallucination is when an AI tool produces information that sounds plausible but is incorrect, unsupported, or fabricated. Always verify important information before using it.

What are good first tasks?

Good first tasks include rewriting an email, summarizing public information, creating a checklist, drafting an agenda, brainstorming options, or asking for a plain-language explanation.

Who should I ask if I am unsure?

Employees should follow the designated System Office support path for questions about access, appropriate use, data classification, security, or responsible use. Replace this placeholder with the approved contact or support link before launch.

Questions about ChatGPT?

11 + 3 =

ChatGPT Resource Hub

General Info

UNC System Logo

ChatGPT at the UNC System Office

A practical guide to using ChatGPT safely, responsibly, and effectively in your daily work.
ChatGPT is an AI assistant that can help with drafting, summarizing, brainstorming, organizing information, analyzing documents, and improving everyday productivity. This page provides introductory guidance, practical examples, and downloadable resources to help System Office employees begin using ChatGPT with confidence and appropriate care.

 

Getting Started with ChatGPT

ChatGPT can support everyday work by helping you draft messages, summarize information, organize notes, create outlines, brainstorm options, explain unfamiliar concepts, and review writing for clarity. It is most useful when you give it a clear task, helpful context, an intended audience, and the format you want back.

Important: ChatGPT is a helpful assistant, not a final authority. Employees are responsible for reviewing, verifying, editing, and approving anything they use.

Access ChatGPT

Placeholder link. Replace with the official UNC System Office ChatGPT access link when available.

What ChatGPT Can Help With

Writing and Editing
Draft emails, revise messages, improve tone, and make content easier to understand.

Summarizing
Condense documents, notes, or public information into key points, decisions, and next steps.

Planning and Organization
Create agendas, checklists, timelines, project outlines, and communication plans.

Learning and Explanation
Ask for plain-language explanations, examples, glossaries, or comparisons of unfamiliar concepts.

Document and File Support
When appropriate, use supported files for summarizing, comparing, extracting, or analyzing information.

Review and Quality Checks
Ask ChatGPT to identify unclear wording, missing assumptions, unsupported claims, or possible risks.

Simple First Steps

  1. Start with a low-risk task. Try rewriting an email, summarizing public information, creating a checklist, or drafting a meeting agenda.
  2. Give clear instructions. Include the task, audience, purpose, tone, format, and helpful context.
  3. Review the result. Check accuracy, tone, completeness, data sensitivity, and whether any facts or sources need verification.

Basic prompt formula:
I need help with {task}. The audience is {audience}. The purpose is {purpose}. Please use {tone or format}. Here is the context: {context}.

What ChatGPT Is Not

  • It is not a replacement for professional judgment.
  • It is not a substitute for official policy, legal, compliance, HR, financial, or security review.
  • It is not a place to enter restricted, regulated, or inappropriate data without approval.
  • It is not guaranteed to be accurate, current, complete, or properly sourced.

Account Setup

Account Setup

Use this section to identify the setup path that applies to you. Some employees may be creating a ChatGPT account for the first time, while others may already have a personal ChatGPT account and need to understand how to join the UNC System Office workspace.
 

Choose the setup path that applies to you

Select the option that best matches your situation. If you are unsure which path applies, pause before creating, switching, or merging accounts and follow the System Office support path.

Option 1: I am new to ChatGPT and need to create an account

Use this option if you do not already have a ChatGPT or OpenAI account and need to join the UNC System Office workspace for the first time.

Option 2: I already have a ChatGPT account

Use this option if you already have a personal ChatGPT account and received an invitation to join the UNC System Office workspace.

Option 1: I am new to ChatGPT

Start here if you are creating or accessing ChatGPT for the first time through the UNC System Office workspace.

New Account

a

I am new to ChatGPT. How do I join the UNC System Office workspace?

Quick answer: Start with the invitation or access instructions provided by the UNC System Office. Use the email address connected to your System Office access and follow the prompts shown during sign-in.

What to do:

  • Look for the official invitation or access instructions from the UNC System Office.
  • Use the email address associated with your System Office access.
  • Follow the sign-in, sign-up, or authentication prompts shown to you.
  • Confirm that you are in the UNC System Office workspace before starting work-related conversations.

Pause if unsure: If you are unsure whether to create a new account, accept an invitation, or use an existing sign-in method, stop and follow the System Office support path before continuing.

a

What email address should I use to create or access my account?

Quick answer: Use the email address associated with your UNC System Office ChatGPT access. In most cases, this should be the same email address that received the workspace invitation or access instructions.

What to check:

  • Use the email address connected to your System Office access.
  • If you received an invitation email, use the email address where that invitation was sent.
  • If you are prompted to sign in through an organization-managed login flow, follow the prompts shown to you.
  • Do not create a separate account with another email address unless instructed to do so.

Pause if unsure: If you are not sure which email address to use, stop before creating a new account and follow the System Office support path.

a

After I join, how do I know I am using the UNC System Office workspace?

Quick answer: Before starting work-related conversations, check that you are working in the UNC System Office workspace or the approved organization workspace.

What to check:

  • Look for the workspace name shown in ChatGPT, usually near the profile or workspace menu.
  • If you have access to more than one workspace, select the UNC System Office or organization workspace before starting work-related activity.
  • Confirm you are in the correct workspace before entering work-related prompts or uploading files.
  • If the workspace name does not look right, stop and follow the System Office support path.

Why this matters: Conversations, files, and activity may be associated with the workspace where they are created. Confirming the workspace first helps keep personal and work activity separated.

a

What should I do before I start using ChatGPT for work?

Quick answer: Start with low-risk tasks, confirm you are in the correct workspace, and review all ChatGPT outputs before using them for work.

Good first uses:

  • Drafting or improving non-sensitive text.
  • Summarizing public or approved information.
  • Creating checklists, outlines, or planning notes.
  • Rewriting content for clarity, tone, or audience fit.
  • Brainstorming questions, next steps, or communication ideas.

Before you rely on an answer:

  • Check that you are using the approved System Office workspace or access path.
  • Review the response for accuracy, tone, and completeness.
  • Verify facts, dates, numbers, citations, and policy references.
  • Do not treat ChatGPT output as final without human review.

Data reminder: Do not enter or upload sensitive, restricted, regulated, or personally identifiable information unless the use is approved. If you are unsure whether a task, file, or type of information is appropriate, pause and follow the System Office support path.

a

Why might my sign-in experience look different from someone else’s?

Quick answer: Your sign-in experience may look different depending on how your access was provided and how the UNC System Office workspace is configured.

You may see different steps because:

  • Some users may receive an invitation email.
  • Some users may be directed through an organization-managed sign-in process.
  • Some users may already have a personal ChatGPT account connected to the same email address.
  • Workspace access may depend on how the organization has configured provisioning, authentication, or sign-in requirements.

What to do:

  • Follow the access instructions provided by the System Office.
  • Use the email address associated with your System Office access.
  • Read all prompts carefully before creating, switching, or merging anything.
  • Confirm that you are in the UNC System Office workspace before beginning work-related activity.

Pause if unsure: If your sign-in screen, invitation, or workspace access does not look like what you expected, stop before creating a separate account or changing workspace settings and follow the System Office support path.

Option 2: I already have a ChatGPT account

Start here if you already have a personal ChatGPT account. OpenAI describes personal and organization workspaces as separate environments, and moving personal data into a business workspace is a separate action with important implications. Review the guidance carefully before making changes.

Existing Account

a

I already have a ChatGPT account. What should I do before joining the UNC System Office workspace?

Quick answer: If you already have a ChatGPT account, review the workspace prompts carefully before joining, switching, or merging anything. You may be able to keep personal and work activity separate.

Before you continue:

  • Read the invitation and workspace prompts carefully.
  • Confirm whether you are joining the UNC System Office workspace or changing something about your personal account.
  • Decide whether you want to keep personal ChatGPT activity separate from work activity.
  • Do not merge or move data unless you understand the effect of that action.

Recommended safe path:

  • Join or access the workspace only through the approved System Office instructions.
  • Keep your personal and work workspace separate unless you have reviewed the merge information.
  • Ask for help before making changes that could affect personal chats, files, GPTs, memories, or subscription settings.

Pause if unsure: Do not assume that account, workspace, or data changes can be reversed. If you are unsure, stop and follow the System Office support path before continuing.

a

What is the difference between switching workspaces and merging data?

Quick answer: Switching workspaces lets you move between available ChatGPT environments. Merging data is a separate action that may move personal workspace data into an organization workspace.

Switching workspaces means:

  • You are choosing which workspace or account environment you are currently using.
  • Your personal and organization workspaces remain separate.
  • Switching does not move or copy chats, files, memory, history, billing, or subscriptions.
  • You should confirm the selected workspace before starting work-related conversations.

Merging data means:

  • You are taking a separate migration action, not simply switching views.
  • Personal workspace data may be moved into the organization workspace.
  • The action may have important effects on access, ownership, and future availability of that data.
  • You should read all prompts carefully before proceeding.

Important: Do not treat switching as the same thing as merging. If you are unsure which action you are taking, pause and follow the System Office support path before continuing.

a

What should I know before merging my personal workspace into the organization workspace?

Quick answer: Merging a personal workspace into an organization workspace is a significant action. Review all OpenAI prompts carefully before proceeding, and do not merge if you are unsure.

OpenAI describes merging as an action that may:

  • Move personal workspace data into the Business or organization workspace.
  • Move existing chat history into the Business or organization workspace.
  • Move GPTs from the Personal workspace into the Business or organization workspace.
  • Delete the Personal workspace after migration.
  • Prevent the merge from being undone after it is completed.

Before you merge, consider:

  • Whether you want to keep personal and work activity separate.
  • Whether any personal chats, files, GPTs, or memories should remain outside the organization workspace.
  • Whether you may lose access to migrated data if you later lose access to the organization workspace.
  • Whether any important conversations should be reviewed or saved before taking action.

Strong caution: If you are not sure whether merging is appropriate, do not proceed. Keep the workspaces separate and follow the System Office support path before taking action.

a

What happens to my personal ChatGPT subscription if I merge workspaces?

Quick answer: Subscription handling may depend on how the subscription was purchased and what OpenAI prompts show during the merge process. Review all account, billing, and migration prompts carefully before proceeding.

OpenAI’s guidance indicates:

  • If an eligible Personal workspace is merged into a Business workspace, an active Plus subscription may be automatically canceled.
  • OpenAI may refund the remaining subscription period after migration.
  • Mobile subscriptions are an exception and may need to be canceled separately through Apple or Google.
  • If you are charged after migrating, OpenAI directs users to contact OpenAI support for refund and cancellation help.

Before you merge:

  • Check whether your personal subscription was purchased directly through OpenAI or through a mobile app store.
  • Review the account and billing prompts shown during the migration process.
  • Do not assume subscription changes are complete until you confirm your account status.
  • Contact OpenAI support for personal billing issues if needed.

Important: The System Office may not be able to resolve personal billing issues directly. If you are unsure whether you should merge workspaces, keep your personal workspace separate until you have reviewed the information and asked for help through the System Office support path.

Important Reminder

The information on this page is intended to help employees get started. It does not replace official System Office guidance, OpenAI account prompts, workspace administrator instructions, or applicable data and security requirements. If you are unsure which option applies to you, pause and ask for help before merging, moving, or deleting account data.
Capabilities

ChatGPT Capabilities

ChatGPT can support a wide range of everyday work activities, from drafting and summarizing to analyzing files, organizing projects, and helping users think through complex tasks. Available features may vary depending on workspace settings, subscription level, and approved System Office access.
 

On this page

Use the links below to jump to a specific section. Each section explains a different type of ChatGPT capability and how employees should think about using it responsibly.

  1. Core Capabilities
  2. Tools and Special Modes
  3. Organization and Workflow Features
  4. How to Use Capabilities Responsibly
  5. Final Reminder
Prompt Examples

Prompt Examples

Use these examples as starting points. Each section includes a quick prompt, an expanded version with more context and customization options, and a useful follow-up prompt. Replace the placeholder text with your own appropriate context, and do not include sensitive or restricted information unless the use is approved.
 

Writing and Editing

Quick prompt:
Rewrite the following message so it is clearer, more concise, and appropriate for a professional internal audience. Keep the meaning the same and identify any wording that may be confusing.

Expanded prompt:

Rewrite the message below for [audience]. The purpose of the message is [purpose]. Use a [professional / friendly / direct / reassuring / concise] tone. Keep the meaning the same, but improve clarity, organization, and readability. Avoid jargon and remove unnecessary words. Provide the response in this format:

  • Revised version
  • What changed and why
  • Any wording that may still need review

Text to revise: [paste text here]

Useful follow-up:
Make the revised version warmer and less formal, but still appropriate for an internal workplace audience.

Summarizing

Quick prompt:
Summarize the following text in five bullet points. Then list decisions, action items, deadlines, and open questions separately.

Expanded prompt:

Summarize the following text for [audience]. The purpose of the summary is [briefing / follow-up / planning / decision support / general awareness]. Keep the summary accurate and do not add information that is not clearly supported by the text. Use this format:

  • One-paragraph overview
  • Five key takeaways
  • Decisions mentioned
  • Action items, owners, and deadlines
  • Open questions or items needing follow-up
  • Important details that should be verified

Text to summarize: [paste text here]

Useful follow-up:
Create a shorter executive summary in one paragraph for a busy reader.

Planning

Quick prompt:
Create a project checklist for [task]. Organize it into preparation, execution, review, and follow-up. Include likely risks, assumptions, and open questions.

Expanded prompt:

Create a project plan for [project/task]. The goal is [goal]. The audience or stakeholders are [audience/stakeholders]. The desired timeline is [timeline]. Assume this is for an internal System Office work effort. Keep the plan practical and realistic. Do not assume approvals, resources, or decisions that have not been provided. Organize the response in this format:

  • Project objective
  • Major phases
  • Tasks by phase
  • Suggested owners or roles
  • Dependencies
  • Risks and assumptions
  • Open questions
  • Suggested next three actions

Useful follow-up:
Turn this into a simple timeline with suggested milestones and review points.

Meetings

Quick prompt:
Turn these notes into a meeting summary with sections for overview, decisions, action items, owners, deadlines, and open questions. Do not add decisions that are not clearly stated.

Expanded prompt:

Turn the notes below into a meeting summary for [audience]. The meeting topic was [topic]. Use a clear, professional tone. Do not add decisions, owners, deadlines, or commitments unless they are clearly stated in the notes. If something is unclear, place it under open questions. Use this format:

  • Meeting purpose
  • Short overview
  • Key discussion points
  • Decisions made
  • Action items with owners and deadlines
  • Open questions
  • Suggested follow-up message

Meeting notes: [paste notes here]

Useful follow-up:
Create a follow-up email based on this meeting summary. Keep it concise and action-oriented.

Learning and Explanation

Quick prompt:
Explain [topic] in plain language for someone who is new to it. Avoid jargon, include a simple example, and provide a short glossary of key terms.

Expanded prompt:

Explain [topic] for [audience]. Assume the audience has [beginner / intermediate / advanced] familiarity with the topic. The purpose is [learning / briefing / training / presentation preparation / decision support]. Use plain language, avoid unnecessary jargon, and include examples that would make sense in a workplace setting. Organize the response in this format:

  • Short explanation
  • Why it matters
  • Simple example
  • Common misunderstandings
  • Key terms glossary
  • Questions a beginner might ask

Useful follow-up:
Give me one version for senior leadership and one version for staff who are new to the topic.

Review and Risk Checking

Quick prompt:
Review this draft for clarity, tone, missing assumptions, unsupported claims, and possible risks. Do not rewrite it yet. First tell me what you notice.

Expanded prompt:

Review the draft below before it is shared with [audience]. The purpose of the draft is [purpose]. Do not rewrite it yet. First review it for clarity, tone, missing assumptions, unsupported claims, possible risks, and anything that may need approval or verification. Use this format:

  • Overall assessment
  • Clarity issues
  • Tone or audience concerns
  • Unsupported claims or facts to verify
  • Possible policy, compliance, security, or data concerns
  • Questions to resolve before sharing
  • Recommended edits

Draft to review: [paste draft here]

Useful follow-up:
Now rewrite the draft using your recommended edits, but clearly mark anything that still needs human review.

Data or Spreadsheet Review

Quick prompt:
Review this table and identify the main patterns, outliers, and questions I should investigate further. Do not make conclusions beyond the data provided.

Expanded prompt:

Review the table or dataset below. The purpose of the review is [purpose]. Focus on patterns, outliers, missing information, and questions for follow-up. Do not make conclusions beyond the data provided. Do not assume causation. Use this format:

  • Brief summary of what the data appears to show
  • Main patterns
  • Possible outliers
  • Missing or unclear information
  • Questions to investigate further
  • Suggested next analysis steps

Data or table: [paste appropriate data here]

Important reminder:
Do not use sensitive, restricted, regulated, or personally identifiable information unless the use is approved.

Communication Planning

Quick prompt:
Create a communication plan for [topic]. Include audiences, key messages, channels, timing, likely questions, and next steps.

Expanded prompt:

Create a communication plan for [topic/change/initiative]. The audience groups are [audiences]. The purpose is [inform / train / encourage action / prepare for change / gather feedback]. The desired tone is [professional / reassuring / concise / transparent / instructional]. Organize the plan in this format:

  • Communication objective
  • Audience groups
  • Key message for each audience
  • Recommended channels
  • Suggested timing
  • Likely questions or concerns
  • Draft announcement
  • Next steps

Useful follow-up:
Create a shorter version of the announcement for email and a version for a web page update.
Responsible Use

Responsible Use and Data Safety

Use ChatGPT thoughtfully. Before entering or uploading information, employees must understand the type of data involved and whether it is appropriate for use with ChatGPT.
 

Before Using ChatGPT, Ask

  1. Is this information public, internal, sensitive, restricted, or regulated?
  2. Am I allowed to use this information with this tool?
  3. Could this include student, employee, financial, legal, health, security, or personally identifiable information?
  4. Do I need to remove, mask, or generalize anything first?
  5. Do I know who to ask if I am unsure?

When in doubt, stop and ask.
If you are unsure whether information may be entered or uploaded, do not use it in ChatGPT until you have received appropriate guidance.

Do / Don’t Guidance

Do Don’t
Use ChatGPT for drafts, summaries, outlines, checklists, and brainstorming. Treat ChatGPT as the final authority.
Verify facts, numbers, dates, citations, and policy references. Assume the answer is correct because it sounds confident.
Use approved tools and follow System Office guidance. Paste restricted, regulated, or unnecessary sensitive data.
Start with low-risk tasks and review outputs carefully. Use AI output without editing it for accuracy, tone, and context.

Review Before Use

  • Check the output for accuracy, completeness, and tone.
  • Confirm that dates, numbers, citations, and sources are correct.
  • Remove unsupported claims, generic language, or inappropriate details.
  • Follow the appropriate review or approval process before sharing official content.
PDF Guides

ChatGPT Resource Library

Download practical PDF guides for getting started, writing better prompts, using ChatGPT responsibly, and reviewing AI-generated content.
 

ChatGPT Quick Start Guide

A beginner-friendly overview of what ChatGPT is, what it can help with, how to begin using it safely, and what users should remember before relying on its output.

Open PDF Guide

Prompting Basics for System Office Employees

A practical guide to writing better prompts by giving ChatGPT clear instructions, useful context, an intended audience, a format, and a desired tone.

Open PDF Guide

Responsible Use and Data Safety Guide

A safety-focused guide that explains how employees should think about data classification, sensitive information, restricted information, and responsible decision-making before using ChatGPT.

Open PDF Guide

Everyday Use Cases for ChatGPT

A practical guide showing how ChatGPT can support writing, summarizing, planning, meeting preparation, communication, learning, and appropriate data review.

Open PDF Guide

ChatGPT Output Review Checklist

A review checklist employees can use before copying, sending, publishing, or relying on ChatGPT-generated content.

Open PDF Guide

ChatGPT FAQ

Answers to common employee questions about ChatGPT, including document uploads, sensitive data, hallucinations, good first tasks, and where to ask for help.

Open PDF Guide

FAQ

Frequently Asked Questions

These answers are intended as introductory guidance. Employees should follow official System Office guidance for access, data classification, security, and responsible use.
 

What is ChatGPT?

ChatGPT is an AI assistant that responds to prompts. A prompt can be a question, instruction, draft, set of notes, file, or request for help. It can assist with drafting, summarizing, organizing, brainstorming, analysis, and explanation.

Is ChatGPT replacing employee judgment?

No. ChatGPT is a support tool. Employees remain responsible for reviewing, verifying, editing, and approving anything they use.

Can I upload documents?

Only upload documents when it is appropriate to do so under System Office guidance and data classification expectations. Do not upload restricted, regulated, or unclear data without approval.

What is a hallucination?

A hallucination is when an AI tool produces information that sounds plausible but is incorrect, unsupported, or fabricated. Always verify important information before using it.

What are good first tasks?

Good first tasks include rewriting an email, summarizing public information, creating a checklist, drafting an agenda, brainstorming options, or asking for a plain-language explanation.

Who should I ask if I am unsure?

Employees should follow the designated System Office support path for questions about access, appropriate use, data classification, security, or responsible use. Replace this placeholder with the approved contact or support link before launch.

Questions about ChatGPT?

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