About the Episode
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About The Episode:
In this episode, we sit down with Michael Deperro, Senior Coordinator of Faculty Development & Professionalism at Case Western Reserve University, to uncover how AI is shaking up higher education. Michael pulls back the curtain on how his team is using AI to clear away the “digital laundry” of repetitive back-office work, build a retrieval-augmented generation hub that simplifies faculty processes, and make room for staff to focus on what really matters: people.
Join us as we discuss:
- [5:45] Why legacy systems are one of the biggest hurdles to AI integration
- [10:33] “Boring AI” use cases that really work
- [16:38] Trust, transparency, and responsibility in AI adoption
Check out these resources we mentioned during the podcast:
How is Case Western integrating AI into faculty development and operations?
Michael Deperro and his team are focusing on "boring AI"—starting with low-risk, high-impact internal tasks like drafting documents, research, and data analysis. One key initiative involves building a Retrieval-Augmented Generation (RAG) system that allows faculty and staff to query tenure and promotion processes through a user-friendly interface. By applying AI on top of legacy documents, the university simplifies access to critical information without having to overhaul the entire system.
Why are many higher ed institutions struggling to adopt AI?
Deperro points to two major barriers: institutional resistance rooted in legacy systems and a lack of understanding of what AI can truly do. For many decision-makers, AI feels like a threat to the systems they’ve spent years building. Without literacy and hands-on experience, it's difficult for stakeholders to see AI as a strategic asset rather than a disruptive force.
What’s the best way for institutions to start their AI journey?
According to Deperro, schools should form a small, interdisciplinary AI task force composed of early adopters and workflow experts. This team should identify initial use cases, test integrations, and begin crafting a roadmap. Rather than immediately investing in expensive tools, institutions should first invest in their people—through planning, collaboration, and shared learning.
How should institutions frame AI to reduce resistance?
The key is to emphasize augmentation, not automation. AI should be seen as a tool that enhances human roles, not one that replaces them. This positioning not only reduces fear but also helps teams refocus on high-value human tasks—like relationship-building in admissions and advancement—that AI cannot replicate.
How can marketing and admissions teams prepare for AI’s impact?
Teams should start by analyzing their workflows to identify which tasks are ripe for automation or augmentation. From there, they can redirect time and resources toward uniquely human efforts like storytelling, donor relationships, and student engagement. These human-centered strengths will be the true differentiator as AI tools become ubiquitous across institutions.
What are the ethical and strategic concerns around AI in higher ed?
As AI systems become more agentic—capable of taking autonomous actions—Deperro warns of new risks around accountability and trust. He urges institutions to update their crisis communications playbooks to address scenarios like deepfakes, AI-driven mistakes, and data breaches. Transparency and ethical oversight are essential to maintaining credibility with students, parents, and stakeholders.
How can AI be used in strategic planning?
Michael shares his personal workflow for using multiple AI models (e.g., ChatGPT, Gemini, Claude) as a sort of "virtual boardroom." He treats AI tools as thought partners—asking them to challenge his ideas, provide opposing views, and identify blind spots. By circulating feedback between models, he builds more robust strategies while keeping human judgment at the core.
Episode prompt:
Initial Setup Prompt:
I need to work through a strategic decision/challenge and want to use you as a thought partner. Here's my situation:
**Challenge/Decision:** [DESCRIBE YOUR SPECIFIC SITUATION OR DECISION]
**My Current Thinking:** [OUTLINE YOUR PROPOSED SOLUTION OR APPROACH]
**Context:**
- My role: [YOUR POSITION]
- Institution type: [E.G., PUBLIC UNIVERSITY, PRIVATE COLLEGE]
- Stakeholders involved: [LIST KEY GROUPS AFFECTED]
- Timeline: [WHEN DECISION NEEDS TO BE MADE]
- Resources available: [BUDGET, STAFF, TIME CONSTRAINTS]
I want you to act as a critical thought partner. Your job is to:
1. Challenge my assumptions and reasoning
2. Identify potential blind spots or risks I haven't considered
3. Suggest alternative approaches or solutions
4. Help me stress-test this idea before presenting it to stakeholders
Please be direct in your feedback - I need honest analysis, not validation.
Round 1: Devil's Advocate Analysis
Now I want you to play devil's advocate with my proposal. Assume you're a skeptical colleague who needs to be convinced this is a good idea.
Push back on my reasoning by addressing:
- What are the weakest points in my logic?
- What could go wrong with this approach?
- What am I not considering about implementation challenges?
- How might different stakeholders react negatively?
- What are the opportunity costs of pursuing this direction?
- Where might I be overestimating benefits or underestimating costs?
Be specific about potential problems and explain your reasoning.
Round 2: Alternative Solutions
Based on our discussion, now help me brainstorm alternative approaches to this challenge.
Consider:
- What would a completely different solution look like?
- How would someone with [SPECIFIC EXPERTISE - e.g., finance background, student affairs experience, technology focus] approach this differently?
- What if we had unlimited resources? What if we had severely limited resources?
- What are 2-3 entirely different ways to solve the underlying problem?
- What would the "do nothing" option look like and what are its implications?
Present these alternatives with brief pros/cons for each.
Round 3: Implementation Reality Check
Let's get practical about implementation. Assume my organization decides to move forward with [CHOSEN APPROACH].
Help me identify:
- What are the first 3 concrete steps we'd need to take?
- What resistance should I expect and from whom?
- What metrics should we use to measure success?
- What would "failure" look like and how would we know?
- What contingency plans should we have ready?
- How long should we expect this to take realistically?
- What skills or resources do we need that we might not have?
Be specific about potential roadblocks and mitigation strategies.
Cross-Model Analysis Prompt (for use with different AI models):
I've been working through a strategic decision with another AI model. Here's what I proposed and the feedback I received:
**My Original Proposal:** [RESTATE YOUR IDEA]
**Previous AI's Analysis:** [PASTE KEY FEEDBACK FROM OTHER MODEL]
Now I want your perspective:
1. Do you agree or disagree with the previous analysis? Why?
2. What did the other model miss or get wrong?
3. What additional considerations should I factor in?
4. How would you refine or modify the previous recommendations?
Feel free to challenge the other model's reasoning if you see flaws in its logic.
Final Synthesis Prompt:
I've now worked through this decision with multiple AI models and perspectives. Help me synthesize everything into a final recommendation.
Based on all our discussions, provide:
**Recommended Action:** What should I do and why?
**Key Success Factors:** What are the 3 most critical elements for success?
**Primary Risks:** What are the 2-3 biggest threats to watch for?
**Communication Strategy:** How should I present this to stakeholders?
**Decision Timeline:** What's the optimal sequence and timing for implementation?
**Metrics for Success:** How will we know if this is working?
Keep your final recommendation concise but actionable.
Connect With Our Host:
Brian Piper
https://www.linkedin.com/in/brianwpiper/
About The Enrollify Podcast Network:
AI for U is a part of the Enrollify Podcast Network. If you like this podcast, chances are you’ll like other Enrollify shows too!
Some of our favorites include Generation AI and Mastering the Next.
Enrollify is produced by Element451 — the next-generation AI student engagement platform helping institutions create meaningful and personalized interactions with students. Learn more at element451.com.
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