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Moline-Coal Valley School District
Professional Development · May 5, 2026
Administrative Track · AI Sandwich Protocol

AI in Administrative Practice

Four real-world scenarios for HR, business office, communications, and technology leaders — using the same AIx → AI+ → AIx protocol the instructional team is running in parallel.

⏱ Estimated Total Time: 55–70 minutes + TABB
— OVERVIEW

How this works

While the classroom-focused participants explore OpenAI's Teen AI Literacy Blueprint, your table works through scenarios drawn directly from HR, the business office, communications, and technology leadership — the work you actually do.

Each scenario follows the same AIx → AI+ → AIx pattern: human thinking first, AI as a supplement in the middle, and human judgment last. Choose one scenario to work through together as a table, or split into pairs for two if time allows. Everyone — classroom and administrative tracks — closes the day together with a shared TABB action plan.

— FOUR SCENARIOS

Choose one to work through

Each scenario is drawn from a real administrative situation. Work all three phases in order. Each phase is short — stay moving.

Scenario 1 · Human Resources
Job Posting & Candidate Communication
The situation: A principal position just opened unexpectedly mid-year. HR needs to post the job, draft applicant acknowledgment emails, and prepare first-round interview communications — all within 48 hours.
AIxPhase 1 — Human First  ·  No AI

List the key components of a strong principal job posting. What tone and language matters? What legal or HR-specific language is non-negotiable for your district? Draft the key components from professional memory before AI enters.

AI+Phase 2 — AI Expands

Open Gemini. Use this prompt to generate a full job posting, an applicant acknowledgment email, and a first-round interview invitation.

I am an HR director for a K-12 school district. Please draft three documents: 1. A job posting for a building principal position (elementary level) 2. A brief applicant acknowledgment email confirming receipt of application 3. A first-round interview invitation email Tone: professional, warm, and community-centered. Include placeholders for district name, application deadline, and interview date.
AIxPhase 3 — Human Judges  ·  No AI

Compare AI's output to your Phase 1 draft. What did AI get right? What's missing — district culture, community voice, Illinois-specific legal requirements? What would have created a problem if sent as-is?

Scenario 2 · Business Office
Budget Narrative & Board Communication
The situation: The board needs a plain-language narrative explaining a mid-year budget amendment for a new technology initiative. The CFO must communicate complex financial information clearly to a non-financial audience — tonight.
AIxPhase 1 — Human First  ·  No AI

What are the essential components of a board budget narrative? What does a non-financial audience actually need to understand? What community or political context lives in your head that no document can supply? Draft the key talking points.

AI+Phase 2 — AI Expands

Open Gemini. Use this prompt to generate a plain-language board narrative.

I am a school district CFO presenting a mid-year budget amendment to our school board. Please draft a one-page plain-language budget narrative explaining a $75,000 technology infrastructure investment. Audience: School board members and community observers — non-financial background. Tone: Transparent, professional, and accessible. Include: Purpose of the investment, expected student and staff benefit, funding source, and a brief note on long-term sustainability. Avoid financial jargon where possible. Use clear section headers.
AIxPhase 3 — Human Judges  ·  No AI

What did AI miss about your board's culture, community sensitivities, or the political context of this amendment? What required human judgment that no prompt could supply? What guardrails would make this feel safe to pilot in your department?

Scenario 3 · Communications & PR
Crisis Communication — Three Channels, Two Hours
The situation: A student's social media post has gone viral and misrepresents something that happened at one of your schools. You need a public response within two hours — on the district website, via parent email, and on social media.
AIxPhase 1 — Human First  ·  No AI

What are the non-negotiables in crisis communication — tone, approval chain, legal considerations? How does your message differ across a website statement, parent email, and social media post? Draft the core message and key talking points from experience.

AI+Phase 2 — AI Expands

Open Gemini. Use this prompt to generate a three-channel response.

I am a school district communications director. A student's viral social media post has mischaracterized a disciplinary incident at one of our schools. I need to respond publicly within two hours. Please draft three versions of our response: 1. A website statement (2–3 paragraphs, formal tone) 2. A parent email (warm, reassuring, factual) 3. A social media post (under 280 characters, calm and clear) Core message: The situation was handled appropriately, student safety is our priority, and we cannot share details of individual student matters. Encourage families to contact us directly with questions.
AIxPhase 3 — Human Judges  ·  No AI

What did AI produce that could have made things worse? Can AI tell the difference between a legally defensible statement and an empathetic one? What's one crisis template your team could pre-build with AI now, before a crisis hits, so you're not starting from zero at 10pm?

Scenario 4 · Technology & Policy
AI Acceptable Use Policy — First Draft
The situation: Your superintendent has asked for a first draft of a district AI Acceptable Use Policy for board review next month. You have no template, no consultant, and three other fires burning.
AIxPhase 1 — Human First  ·  No AI

What must an AI Acceptable Use Policy address for a K-12 district? List essential components — student use, staff use, data privacy, academic integrity, enforcement, Illinois-specific requirements. What have you already heard from your community about AI in schools?

AI+Phase 2 — AI Expands

Open Gemini. Use this prompt to generate a policy framework draft.

I am a K-12 technology director. Please draft an AI Acceptable Use Policy framework for a public school district. Include clearly labeled sections covering: 1. Purpose and scope 2. Student use of AI tools 3. Staff use of AI tools 4. Data privacy and student information protection 5. Academic integrity expectations 6. Enforcement and consequences 7. Areas requiring legal review before adoption Use plain language. Mark any section needing district legal counsel review with [LEGAL REVIEW REQUIRED]. Use bold section headers.
AIxPhase 3 — Human Judges  ·  No AI

What did AI include that surprised you? What's missing that only someone who knows your district's community, demographics, and existing policies would know? What requires a lawyer, not a language model? Who else must be in the room before this reaches the board?

— CLOSING ACTIVITY

Create your TABB Action Plan

After working through your scenario, your table synthesizes what you learned into one practical next step — using the same structure the full group is completing right now.

T
Takeaway
What is one important idea your table learned from working through the scenario?
A
Action
What is one action your team plans to take in the next 30 days?
B
Barrier
What might get in the way of taking that action?
B
Bridge
What support, resource, conversation, or next step could help overcome that barrier?
— Step 1 · 2–3 min
Review what you did
Each person names one moment where AI added real value — and one moment where human judgment was essential. No right answers.
— Step 2 · 3 min
Choose your takeaway
Agree on one insight from your scenario. Write it in the T section — specific enough that someone outside your table understands why it matters to your department.
— Step 3 · 3–4 min
Name action + barrier
Identify one realistic pilot you could run in your department within 30 days. Then name the most likely obstacle — time, policy ambiguity, stakeholder hesitation, or something else.
— Step 4 · 3 min
Build the bridge
What would make that action possible? A conversation, a policy clarification, a small pilot, or a specific resource. Write it as a concrete next step — not a wish.
When we come back together: Your table will share your TABB with the full group. State your takeaway in one sentence, describe your action, name your barrier, and explain your bridge. The best TABB is not perfect — it is clear, realistic, and connected to the work your table actually did today.