# 2. Your school’s AI-use policy

**Start here:** Copy the starter into your approved document tool. Fill actual account names and responsible roles with the school’s reviewer. Walk through one fictional permitted task and one disclosure mistake before adopting it.

Read the starter with the person responsible for your school’s accounts and privacy. Fill the actual roles and allowed tools, then walk through one permitted task and one excluded input with a colleague.

**Use this for:** a short staff policy the owner can adapt and adopt. **Before sharing:** confirm the account arrangement, permitted material and incident-reporting route with your school's responsible roles.

Copy the policy, fill every bracket and remove anything your school has not approved:

```
[SCHOOL]: AI-use policy
Effective: [date] | Policy owner: [role] | Review: [date]

Purpose
We use AI to help draft routine communication, organize nonpersonal
notes and explain approved reference material. People remain responsible
for decisions, accuracy and what is sent, posted or taught.

Approved use
Use [approved tool/account arrangement] for [specific tasks]. Use public,
fictional or school-approved nonpersonal material only. Do not share logins.

Keep private records out
Do not enter student records, aid information, grades, attendance tied
to people, health details, employee/applicant records, credentials,
completed forms or other confidential information. Removing a name is
not enough if context can identify the person. Ask [role] when unsure.

Check before use
The person using an answer checks facts, dates, sources, tone and any
promise. School policies and current official sources remain authoritative.
[role] reviews technical teaching material. Consequential policy, money,
aid, HR and legal matters follow our existing professional-review process.

No unauthorized action
AI cannot approve exceptions, decide individual outcomes, alter records,
send messages, publish or create commitments for the school. Any approved
routine has a human owner and a known way to stop it.

Problems and disclosure
Stop the affected use and contact [role through approved channel] if
private information is submitted or a consequential error is found.
Follow our incident process; deleting a chat is not proof of resolution.

Updates and staff questions
Report a wrong reference answer to [role/channel]. The approved master
lives at [location]. Only [authorized roles] approve source changes.
```

**Check before adopting:** Can a new employee name an allowed task, recognize excluded information and contact the right person? Walk through one fictional mistake with them. A template is not a legal opinion or proof that an account meets your school's obligations.

### Adapt the rules to the setting

For a school team, confirm the actual account arrangement, permitted tasks, reviewers and incident route before adopting the policy. For your own use, make a short personal checklist of information you keep out, actions you retain and settings you have checked. A personal checklist is not the school’s adopted policy.