Leave and Absences Policy
Fallback practice content for the leave topic if you did not bring district materials.
DownloadAttendee Companion Site
Stop Answering the Same Questions
Use this workbench alongside the workshop timeline. Each section contains the downloads, setup materials, or finished examples needed for that part of the day.
Who's Here
8:30 opening check-in
Have your preferred AI tool open in a laptop browser. If you are still deciding, you can follow the setup steps in Session 2 when we start building.
What to have ready
- A laptop browser
- Access to a paid subscription of ChatGPT, Claude, or Gemini
- This companion site open in another tab
What this site is for
- Keep you on track during the session
- Provide resources at the point they are needed
- Access samples and templates later
Session 1
Why AI tools fail HR teams and what to do about it
Use this block for the content audit work. If you brought district content, use that. If not, download one Clear River file and use it as your practice source.
Can AI help without making people feel abandoned to the machine?
HR is human work. If we use AI, it has to extend that care without creating confusion, risk, or more work.
Trust
Accuracy
Understandable language
A clear path to a person
How HR Tests
Articulate. Precise. Often too polished.
What is the bereavement leave policy?
How do I renew my teaching license?
When does paid leave apply?
How Employees Ask
Messy. Vague. Real.
can i get paid for the days i missed when my mom died
my license expired what happens
i need time off for surgery do i fill anything out
Session 1 checkpoint: If your content only answers the polished HR version, your assistant may fail the employee version. Use real questions from email, calls, and front-counter conversations.
Optional Practice Content
Compensation and Payroll Policy
Fallback practice content for the pay topic if you did not bring district materials.
DownloadLicensure Requirements Policy
Fallback practice content for the licensure topic if you did not bring district materials.
DownloadActivity Worksheets and Templates
Break
Network break
Use the break to choose the one topic you want to build with and circle one or two employee questions from your audit. Those questions become your first Q&A cards in Session 2.
Before Session 2: pick one topic, keep the source set narrow, and decide which AI platform you will use for the hands-on build.
Session 2
Build your first assistant
Use this block to engineer your first Q&A cards, set up your chosen platform, upload the context-engineered content you created, and paste the instructions you drafted in Session 1. Your starting source can be your district material or a Clear River practice file.
Activity 3: Context Engineering | Q & A Card Templates
Use this before you build to turn employee questions into clear Q&A cards the assistant can use.
DownloadBuild sequence
- Engineer the first Q&A cards from your audit
- Set up the assistant workspace
- Upload the context-engineered content you created
- Paste the instructions you drafted in Session 1
- Test until you find the weak spots
ChatGPT
Custom GPT
- Sign in to chatgpt.com on a laptop browser with an account that can create GPTs.
- Open Explore GPTs, then select Create.
- Add a clear name, short description, and the instructions you drafted in Session 1.
- Upload the context-engineered document under Knowledge. Use the engineered version of your district content, or the engineered Clear River content if you did not bring district material.
- Keep extra capabilities off unless you have a specific reason to use them.
- Use the preview area to test real employee questions before sharing.
Claude
Project
- Sign in to claude.ai on a laptop browser.
- Open Projects and create a new project with a clear name.
- Add the context-engineered document to the project knowledge area. Use the engineered version of your district content, or the engineered Clear River content if you did not bring district material.
- Paste the instructions you drafted in Session 1 into the project instructions field.
- Start a new chat inside the project and test real employee questions.
Gemini
Gem
- Sign in to Gemini on a laptop browser.
- Go directly to gemini.google.com/gems/create to open the Gem builder.
- Name the Gem and paste the instructions you drafted in Session 1.
- Add the context-engineered document under Knowledge. Use the engineered version of your district content, or the engineered Clear River content if you did not bring district material.
- Use the preview area to test real employee questions, then save when ready.
ChatGPT Setup Guide
Custom GPT setup steps for the paid ChatGPT account you prepared for the workshop.
DownloadClaude Setup Guide
Claude Pro Project setup steps for adding instructions and engineered content.
DownloadGemini Setup Guide
Gem setup steps for the paid Google AI/Gemini account you prepared for the workshop.
DownloadLunch
Pause and compare notes
Keep your build open if you want to revisit it before Session Three. This is a good time to note what broke, what was unclear, and what your source content could not answer as you head to lunch.
We resume at 1:00. Session 3 shifts from the hands-on build to rollout, maintenance, and what else you might need to implement this at your district.
Session 3
The full picture
Use this final block to think about what belongs in a real district rollout: ownership, review, monitoring, and maintenance.
Five layers of a working assistant
1
Reasoning Engine
The AI model, such as ChatGPT, Claude, or Gemini.
2
Content
The HR knowledge prepared so the assistant can use it reliably.
3
Instructions
The rules for scope, source use, limits, escalation, and tone.
4
Interface
How employees actually reach the assistant.
5
Monitoring
How someone reviews usage, failures, drift, and needed updates.
What you now understand
You developed your understanding of Layer 1: the LLM itself and how model behavior shapes the assistant experience.
You worked through Layers 2 and 3 by preparing content and drafting instructions. You also gained a clearer view of what Layers 4 and 5 require: a usable access point, a monitoring rhythm, and ownership for keeping the assistant current.
You also thought through how best to introduce an assistant to staff so employees know what it is for, where to find it, and when to come back to HR.
Things to remember
- Start with one high-volume HR topic.
- Use real employee questions, not idealized HR wording.
- Keep the source set narrow and approved.
- Write instructions that tell the assistant when to stop.
- Plan ownership for monitoring, updates, and staff communication.
Questions for implementation
- Who owns the source content?
- Who reviews answers before launch?
- Who monitors failed or escalated questions?
- Where will employees access it?
- What data will you need to evaluate performance?
- Based on these answers, should you build, partner, or wait?
Samples
What finished versions can look like
Use these examples after the build to compare structure, level of detail, and how finished assistant materials can be packaged.
Federal Tax General Q&A
Example of a finished Q&A-style resource.
DownloadGSCS Leave Glossary
Example of a glossary-style content resource.
DownloadPatty Pay Assistant Flyer
Example of a polished employee-facing assistant handout.
DownloadRetirement Savings FAQ
Example of a decision-focused FAQ resource.
DownloadWalton Patty AI Instructions
Example of completed governing instructions for a deployed assistant.
DownloadContact
Stay in touch
Questions after the workshop, or want to talk through what this could look like in your district?
Ali Stinson
Executive Vice President and Partner, Clear Concepts Consulting Group
Ali Stinson has spent the past two years building and maintaining AI assistants for school district HR teams. She works with districts across Georgia on assistants that handle certification questions, leave policy, pay, and benefits; tools that are live, actively used by employees, and monitored and updated on an ongoing basis.
Ali has been with Clear Concepts Consulting Group since 2007, focused on technology implementation and process improvement for public school HR teams. Before that, she spent more than a decade in management consulting and large technology firms. She holds an MBA from Georgia State, a BA from Furman University, and the SHRM Senior Certified Professional credential.
Clear Concepts Consulting Group has provided HR, benefits, and technology consulting exclusively to public school districts for nearly 30 years.