Team AI use and working notes
Start here: Choose just the card needed for today’s task. Fill it from actual approved facts or a fictional practice, try the saved request in a new conversation and repair any missing context.
Copy only the card you need: team agreement, effort comparison, source list or reusable request. Fill the real roles and account arrangement before adopting a team policy.
A short team-use agreement
This is a starting worksheet for your own school policy, not a legal policy supplied as complete. Review it against your school's existing requirements before adopting it.
Approved tools and account owner:
Permitted tasks: [for example, drafting nonpersonal staff messages].
Information we keep out: student/employee/guest records, credentials,
private correspondence and anything our school has not approved.
Before using an answer: check facts against the original source,
review tone and promises, and confirm the intended next step.
Who approves sending, publishing, purchases or school decisions:
Who helps when someone is unsure:
If sensitive information is shared by mistake: stop sharing and
contact [designated role] through [approved incident route].
If we share a project/reference: access owner and update owner:
Review date and responsible school reviewer:
Discuss one permitted task and one excluded input with your team. Do not share a password or assume that a consumer account is approved for school information.
Effort log
Use a normal document or spreadsheet. Include prompting, editing and checking; label estimates as your own observations and verify savings before claiming them.
| Task | Usual time, if known | Time with AI including checks | Useful result or reason to stop |
|---|---|---|---|
| [Task] | [Minutes or unknown] | [Minutes] | [What you could use] |
Source list
| Task | Original document/link and section | Version/date | Role who confirms it | Question still open |
|---|---|---|---|---|
| [Task] | [Source] | [Date or unknown] | [Role] | [Gap] |
You only need the sources for your chosen task. Keep private records in their existing approved systems; record their responsible role here rather than copying them into AI.
Save a reusable prompt
Task and intended reader:
Facts or approved excerpt to provide each time:
Request and desired format:
What the AI must not assume:
What I will check before using the result:
Who takes the next action:
Write down the agreement that exists
For a school team, fill roles, permitted tools, excluded material and the real review route. For yourself, use a separate brief note on limits and what you check. Use the effort log only when a comparison would help; include correction time and record unknown baselines honestly.