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It was a pleasure to host our recent Enroly Bites: AI in Action event with senior leaders and higher education professionals from universities and the wider sector.
One of the most thought-provoking conversations centred on Shadow AI, the use of AI tools by staff or students without formal institutional approval, guidance or even awareness. It’s already happening across UK institutions, even if it isn’t always talked about.. As attendees highlighted, AI use is evolving faster than policies, support frameworks, or sector wider confidence can keep up.
“There’s a lot of issues with Shadow AI - we lack the confidence in the sector to even declare how we’re using it.”
This gap between day-to-day practice and formal policy is already shaping everything from staff decision-making to the student experience.
Shadow AI: A symptom of a confidence gap
Across the discussion, a familiar pattern emerged: staff and students are using AI - just silently, cautiously, or inconsistently. Many institutions still lack clear AI policies outside teaching and assessment, leaving people unsure what’s allowed
As one participant noted:
Students often feel “confused in terms of what tools they can use,” with institutional guidance lagging behind emerging tools.
Universities first approached AI through a disciplinary lens, focusing on academic integrity concerns, but are only recently expanding guidance into research and professional services. This reactive approach may be unintentionally fuelling Shadow AI, as users operate without the clarity or confidence needed to share their practice openly.
Staff anxiety and the pace of change
Another strong theme was staff uncertainty, not just about the tools, but how their roles might evolve.
“AI isn’t going to replace people - but people who don’t use AI will be replaced by those who do.”
Generational differences are widening the gap. Students are now more AI-literate than many educators, influencing expectations around responsiveness, support, and digital fluency.
Global adoption is raising the bar
International recruitment teams are seeing the effects first.
AI adoption in key markets like India is now “so high,” that it’s reshaping expectations for institutional speed,clarity and communication.Students are already using AI to research universities, compare options, and navigate application journeys - often faster than institutions can respond.
Delegates also referenced emerging data showing that generative AI is beginning to replace traditional search engines for prospective students. This shift is happening now.
From fear to empowerment: A better narrative for AI
Across the session, one message stood out:
AI is not a replacement for human expertise, but a tool that can free teams to focus on more valuable work.
For many, the real value of AI is in freeing teams from repetitive admin so they can focus on what matters most - complex decisions, personalised support, creativity, and care.
Several attendees also shared that some staff already use AI to massively help and reduce workload, but keep it hidden for fear of judgement or workload increases.
Building confidence must therefore involve:
- Clear policies that empower rather than restrict
- Permission to explore, without fear of “getting it wrong”
- Training and literacy, so staff and students can use AI safely and openly
- A culture where human judgement remains central
Looking ahead
AI adoption isn’t coming. It’s here. And Shadow AI is a symptom of that momentum, not the cause. The real issue is confidence: confidence to experiment, to ask questions, to declare usage, and to design systems that support rather than police.
Enroly Bites highlighted that when universities shift from fear to empowerment, AI becomes less of a risk and more of an enabler - helping teams focus on meaningful, human-centred work in an increasingly digital world.
Keep your eyes peeled next week for our next blog in this series - AI ethics, bias, and authenticity - Building trust in the age of automation.
