Developing and Implementing a School AI Policy

The integration of Generative AI (GenAI) tools, such as ChatGPT, into educational settings has significantly transformed teaching and learning processes. Every day, new AI features emerge that can potentially disrupt the routine work of teachers and students alike, sparking a sense of urgency to adopt these tools in the classroom.

However, this rush to embrace AI often overlooks potential downsides, such as the data being shared and, more importantly, how these tools may shape the thoughts and learning experiences of our students.

Research indicates that these tools can enhance personalized learning, provide intelligent tutoring, and automate administrative tasks. At the same time, the concerns about academic integrity, data privacy, and the reliability of AI-generated content persist. Therefore, it is essential to Create a foundational understanding of AI among educators and students. This involves understanding how AI tools work, their benefits, and their limitations. This education helps stakeholders make informed decisions about AI use in educational contexts.

Why Schools Need an AI Policy

An AI policy helps mitigate risks, protect student data, and provide clear guidelines for AI use in education. It ensures that AI enhances the educational experience while safeguarding student rights and maintaining academic integrity.

The school AI Policy should address various key areas, each of which plays a crucial role in guiding the integration and application of AI technologies within the school environment. The diagram below may provide an initial framework for creating a 'starter' AI policy.

Steps for Developing a School-Level AI Policy

Step 1: Establish a Vision and Policy Development Team

Vision: Define a clear vision for AI integration in your school. This vision should reflect your educational values and long-term objectives, setting the direction for how AI will enhance teaching and learning.

Team: Form a diverse team that includes administrators, teachers, IT staff, parents, students, and AI experts. This team will be responsible for developing and implementing the AI policy, ensuring a collaborative approach that incorporates various perspectives. Engaging teachers, students, parents, and administrators in the policy development process ensures that the policy is comprehensive and accepted by all parties. Collaborative efforts lead to better adherence and continuous improvement of the policy

Step 2: Conduct a Needs Assessment

Current Use: Evaluate the current AI tools and applications being used in your school. Understand their impact on teaching and learning processes.

Future Needs: Identify areas where AI can further enhance educational outcomes. Recognize potential gaps and opportunities for AI to improve various aspects of school operations.

Stakeholder Input: Collect feedback from all stakeholders through surveys, interviews, and focus groups. Ensure that the policy reflects the needs and concerns of those it will affect.

Step 3: Define Scope and Objectives

Scope: Clearly define the policy's coverage areas, such as data privacy, ethical use, curriculum integration, and professional development.

Objectives: Set clear, measurable goals that align with the vision. Objectives should be specific, achievable, relevant, and time-bound (SMART).

Step 4: Research and Benchmark

Best Practices: Study AI policies from other educational institutions to identify best practices and lessons learned. Examine how other schools have successfully implemented AI.

Regulations: Review relevant local, national, and international regulations and guidelines on AI use in education. Ensure compliance with these standards to avoid legal and ethical issues.

UNESCO - AI and education: guidance for policy-makers

Step 5: Develop Policy Framework

Ethical Guidelines: Establish principles for ethical AI use, including fairness, transparency, accountability, and respect for privacy.

Data Privacy: Create guidelines for data protection, covering data collection, storage, sharing, and usage. Ensure compliance with data protection laws in your school education zone, country or region.

Educational Use: Define how AI will be integrated into the curriculum and used to support teaching and learning. Provide examples of AI applications that align with educational goals.

Step 6: Draft the Policy

Structure: Organize the policy into clear, logical sections, such as Introduction, Vision, Ethical Guidelines, Data Privacy, Educational Use, Implementation, and Review.

Language: Use clear and accessible language that can be easily understood by all stakeholders, including non-technical staff and parents.

Step 7: Review and Revise

Feedback: Share the draft policy with stakeholders for feedback. This can be done through meetings, workshops, or online platforms.

Expert Review: Have AI and legal experts review the policy to ensure it is comprehensive and compliant with regulations.

Revisions: Make necessary revisions based on the feedback received and expert reviews. Ensure that the final policy is robust and addresses all identified concerns.

Step 8: Approval and Adoption

School (Board)Approval: Present the final policy to the school board for approval. Ensure that board members understand the importance and implications of the policy.

Official Adoption: Once approved, formally adopt the policy and communicate it to all stakeholders. This can be done through newsletters, meetings, and the school's website.

Step 9: Implementation and Monitoring

Action Plan: Develop a detailed action plan that outlines the steps for implementing the policy. Include timelines, milestones, and responsible persons.

Resources: Allocate the necessary resources, such as funding, tools, and training programs, to support the implementation.

Training: Conduct training sessions for teachers, staff, and students on the new AI policy and its implications.

Monitoring: Establish a system to monitor the implementation and effectiveness of the policy. This includes regular check-ins and progress reports.

Evaluation: Define metrics and methods for evaluating the policy’s impact. Use these metrics to assess whether the policy is achieving its objectives.

Continuous Improvement: Set up a feedback mechanism for ongoing input from stakeholders. Use this feedback to make continuous improvements to the policy.

Policy as a Living Document

AI technologies evolve rapidly, and so should the policies governing their use. Acknowledging that the AI policy is a work in progress allows for flexibility and responsiveness to new developments.

Common Issues and Ethical Considerations

Addressing GenAI Limitations

GenAI tools can produce incorrect information due to hallucinations and biases. It is important to acknowledge these limitations in the policy and provide guidelines on verifying AI-generated content.

Consider the ethical implications of GenAI use, such as the potential for cheating and plagiarism. The policy should outline measures to prevent misuse while promoting the ethical use of AI tools. Clear ethical guidelines are necessary to address potential misuse and ensure the responsible use of AI in education.

Useful Resources

OEDC Guidelines for equitable use of AI in education

AI in Education Policy Guidance

UNESCO Guidance for Policy Makers

The Australian Framework for GenAI in Schools

Policy Paper on Gen AI in education (UK)

Bronwyn Desjardins Dr. Naser Al-Ashab Sari Lantto Rahul Koroth Francis Jim Tuscano Bhaskar Mandal Barbara Anna Zielonka Alicia Bankhofer Fengchun Miao Greg Hughes Hiba El Hazzouri Philippa Wraithmell