Executive Summary
- Students and staff need different AI guidelines — their responsibilities, contexts, and risks differ significantly
- A well-designed AUP provides clear boundaries while enabling beneficial AI use
- Simple, accessible language drives compliance — policy documents nobody understands are useless
- AUPs should complement your broader AI policy, not duplicate it
- Customize templates to your school's context — these are starting points, not final products
- Include concrete examples — abstract rules are hard to follow
- Plan for acknowledgment and renewal — annual review keeps policies current
- Age-appropriate versions may be needed — primary students need simpler language
Why This Matters Now
Acceptable Use Policies (AUPs) translate your school's AI policy into practical, daily guidance. While your AI policy establishes principles and governance, AUPs tell students and staff: "Here's what you can and can't do, and why."
Why separate AUPs?
- Students need guidance focused on learning, academic integrity, and appropriate tool use
- Staff need guidance covering professional responsibilities, data protection, and modeling good practice
- Different accountability mechanisms apply to each group
- Different consequences for violations
The template approach:
These templates are starting points. Every school should adapt them to:
- Reflect your school's values and terminology
- Align with existing policies
- Address your specific AI tools and uses
- Meet jurisdictional requirements
Student AI Acceptable Use Policy Template
╔═══════════════════════════════════════════════════════════════════════════════╗
║ [SCHOOL NAME] ║
║ STUDENT AI ACCEPTABLE USE POLICY ║
║ [YEAR/VERSION] ║
╚═══════════════════════════════════════════════════════════════════════════════╝
WHAT THIS POLICY IS ABOUT
─────────────────────────
This policy explains how you may use artificial intelligence (AI) tools
at school and for schoolwork. AI tools include things like ChatGPT,
Google Bard, Claude, image generators, and AI features in apps you
already use.
AI can be a powerful learning tool when used responsibly. This policy
helps you use AI in ways that support your learning without compromising
your integrity or safety.
OUR PRINCIPLES
──────────────
At [School Name], we believe:
• Learning comes first — AI should help you learn, not do your learning for you
• Honesty matters — You should always be truthful about how you used AI
• Your work is your work — What you submit should reflect your own thinking
• Safety is essential — Protect your personal information and others'
WHAT YOU MAY DO WITH AI ✓
────────────────────────
You MAY use AI tools to:
✓ Get explanations of concepts you're learning
Example: "Explain photosynthesis in simple terms"
✓ Brainstorm and generate ideas (as a starting point)
Example: "Give me some topic ideas for my history essay"
✓ Check your grammar and spelling
Example: Using AI to proofread your work
✓ Translate languages for understanding
Example: "What does this French phrase mean?"
✓ Practice and study
Example: "Quiz me on the causes of World War I"
✓ Get help when you're stuck
Example: "I don't understand this maths problem. Can you help me?"
✓ Learn how AI works
Example: Experimenting with AI in designated learning activities
WHAT YOU MAY NOT DO WITH AI ✗
─────────────────────────────
You MAY NOT use AI to:
✗ Submit AI-generated work as your own without telling your teacher
This is academic dishonesty, even if it's partial.
✗ Have AI complete assignments for you
The point of assignments is for YOU to learn.
✗ Bypass the learning process
Using AI to skip the hard thinking defeats the purpose of education.
✗ Share personal information with AI tools
Never enter your full name, address, phone number, or other personal
details into AI tools.
✗ Share other students' information with AI tools
Protect your classmates' privacy too.
✗ Generate inappropriate, harmful, or offensive content
AI should not be used to create content that violates school rules.
✗ Use AI during tests or exams (unless specifically permitted)
Tests assess YOUR knowledge, not AI's.
✗ Pretend AI content is your own original work
Always be honest about what AI helped you create.
ASSIGNMENT RULES
────────────────
For each assignment, your teacher will tell you:
• Whether AI tools may be used
• What kinds of AI use are OK
• What you need to tell us about your AI use
• Any specific tools that are allowed or not allowed
If your teacher doesn't mention AI, ASK BEFORE USING IT.
WHEN YOU USE AI, YOU MUST:
──────────────────────────
1. Follow your teacher's instructions for that assignment
2. Tell the truth about what AI helped you with
Example: "I used ChatGPT to help me outline my essay and check
my grammar, but the ideas and writing are my own."
3. Review and understand any AI content before using it
AI makes mistakes. You're responsible for checking accuracy.
4. Make it your own
AI-generated content should be a starting point, not the final product.
WHAT HAPPENS IF YOU BREAK THIS POLICY
─────────────────────────────────────
If you use AI inappropriately:
• First time: You'll have a conversation with your teacher about
appropriate AI use and may need to redo the assignment.
• Repeated issues: This will be treated as an academic integrity
matter according to [School Academic Honesty Policy].
• Serious violations: May result in disciplinary action.
Our goal is to help you learn to use AI responsibly, not to punish you.
If you're unsure about something, ask your teacher first.
QUESTIONS?
──────────
If you're not sure whether something is OK:
• Ask your teacher before you do it
• Check with [designated person/role]
• Email [school AI questions email]
ACKNOWLEDGMENT
──────────────
I have read and understood this AI Acceptable Use Policy. I agree to
follow these guidelines.
Student Name: ______________________________________
Student Signature: _________________________________ Date: __________
Parent/Guardian Signature: ________________________ Date: __________
(for students under [age])
Related Policies:
• [School Academic Honesty Policy]
• [General Technology Acceptable Use Policy]
• [School AI Policy]
Last updated: [Date]
Next review: [Date]
Staff AI Acceptable Use Policy Template
╔═══════════════════════════════════════════════════════════════════════════════╗
║ [SCHOOL NAME] ║
║ STAFF AI ACCEPTABLE USE POLICY ║
║ [YEAR/VERSION] ║
╚═══════════════════════════════════════════════════════════════════════════════╝
1. PURPOSE AND SCOPE
────────────────────
This policy guides all staff members — teaching and non-teaching — in
the responsible use of artificial intelligence (AI) tools for school
purposes. It covers AI used for teaching, administration, communication,
and professional tasks.
AI offers significant opportunities to enhance education and efficiency.
This policy enables you to leverage these opportunities while protecting
student data, maintaining professional standards, and modeling responsible
AI use.
2. WHO THIS APPLIES TO
──────────────────────
This policy applies to:
• All teaching staff (full-time, part-time, relief)
• Administrative and support staff
• Contractors and consultants working for the school
• Volunteers working in official school capacities
3. GUIDING PRINCIPLES
─────────────────────
a) Professional Judgment First
AI tools assist but do not replace professional judgment. You remain
responsible for educational decisions, assessments, and student welfare.
b) Student Data Protection
Student personal data must be protected. AI tools must be approved
before being used with student information.
c) Transparency
Be transparent with students and parents about how AI is used in
teaching and assessment.
d) Quality Assurance
All AI-generated content must be reviewed for accuracy, appropriateness,
and alignment with school standards before use.
e) Role Modeling
Staff model responsible AI use for students.
4. PERMITTED USES ✓
──────────────────
Staff may use AI tools for:
Teaching and Learning
✓ Generating lesson plans, activities, and teaching materials
✓ Creating differentiated learning resources
✓ Developing assessment questions and rubrics
✓ Providing initial feedback drafts on student work (for your review)
✓ Generating explanations and examples
✓ Creating educational content (with review before use)
Administration
✓ Drafting communications (emails, newsletters, reports)
✓ Summarizing meeting notes
✓ Generating documentation templates
✓ Data analysis and reporting (non-sensitive data only)
✓ Scheduling and planning assistance
Professional Development
✓ Learning about AI capabilities and limitations
✓ Researching educational applications of AI
✓ Experimenting with new tools (approved tools only)
5. RESTRICTIONS ✗
─────────────────
Staff may NOT:
Data Protection Violations
✗ Input student personal data into non-approved AI tools
This includes: names with grades, behavioral notes, medical information,
assessment results, or any combination that identifies a student.
✗ Input confidential school information into external AI tools
This includes: financial data, staff HR information, strategic plans,
or other sensitive institutional data.
✗ Use AI tools that have not been approved by [IT/designated role]
for processing any personal data.
Professional Standards
✗ Rely solely on AI for student assessments without professional review
AI can assist, but assessment judgments must be yours.
✗ Use AI to make consequential decisions about students without oversight
Decisions affecting student placement, discipline, or welfare require
human judgment.
✗ Present AI-generated content to students without review
Check for accuracy, appropriateness, and alignment with your teaching.
✗ Use AI to communicate with parents without review
AI can draft; you must review before sending.
6. APPROVED AI TOOLS
────────────────────
The following AI tools are approved for use with student data:
• [List approved tools and their permitted uses]
For general professional use (NO student data):
• [List tools approved for non-student-data use]
To request approval for a new tool:
• Contact [IT Director/designated role]
• Complete the AI Tool Request Form
• Allow [X] working days for review
7. DATA PROTECTION REQUIREMENTS
───────────────────────────────
When using AI tools, you must:
a) Use only approved tools for student data processing
b) Minimize data shared
Share only what is necessary. Avoid including student names where
possible (use codes or initials).
c) Check data processing terms
Ensure you understand how the AI tool uses data you input.
d) Report concerns
If you believe student data has been inappropriately shared,
report immediately to [DPO/IT Director].
8. STUDENT-FACING AI USE
────────────────────────
When using AI in student-facing contexts:
a) Be transparent
Tell students when AI has been used to create materials or assist
with feedback.
b) Teach critical evaluation
Help students understand AI limitations and the importance of
verifying AI outputs.
c) Model appropriate use
Demonstrate the kind of responsible AI use you expect from students.
d) Support struggling students
Use AI to enhance support, not replace direct instruction for those
who need it.
9. TRANSPARENCY WITH PARENTS
────────────────────────────
Parents should be informed:
• That the school uses AI tools to support teaching and learning
• How AI is used in assessment (if applicable)
• How student data is protected when AI is used
• How to raise concerns or ask questions
Refer parents to [School AI Policy] or [designated contact] for questions.
10. WHEN IN DOUBT
─────────────────
If you're unsure whether an AI use is appropriate:
• Ask your line manager or [designated AI contact]
• Consult the [School AI Policy]
• Contact IT/Data Protection for data-related queries
• When uncertain, err on the side of caution
Questions can be directed to: [contact email]
11. COMPLIANCE AND CONSEQUENCES
───────────────────────────────
Compliance with this policy is a professional responsibility.
• Minor inadvertent breaches: Guidance and support provided
• Data protection breaches: Investigation and remediation per
[Data Protection Policy]
• Repeated or serious violations: Disciplinary process per
[Staff Code of Conduct]
12. ACKNOWLEDGMENT
──────────────────
I have read and understood this AI Acceptable Use Policy. I agree to
comply with its requirements.
Staff Name: ________________________________________
Signature: _________________________________________ Date: __________
Role: ______________________________________________
Related Policies:
• [School AI Policy]
• [Data Protection Policy]
• [Staff Code of Conduct]
• [Student AI Acceptable Use Policy]
Last updated: [Date]
Next review: [Date]
Implementation Guide
Step 1: Customize the Templates
Don't use these templates verbatim. Adapt them by:
For Student AUP:
- Adjusting language for your student age range (primary vs. secondary)
- Adding school-specific examples
- Aligning with your existing academic honesty policy language
- Including your school's specific tools and processes
For Staff AUP:
- Adding your approved tool list
- Specifying your data protection contacts
- Aligning with existing HR policies
- Including school-specific procedures
Step 2: Legal and Leadership Review
Before deployment:
- Review with school legal counsel (especially data protection sections)
- Obtain senior leadership sign-off
- Ensure alignment with broader school AI policy
Step 3: Communication and Training
For Students:
- Introduce in assembly or class setting
- Discuss with practical examples
- Allow for questions
- Integrate into student handbook
For Staff:
- Dedicate professional development time
- Walk through with scenarios
- Provide opportunity for questions
- Include in staff handbook
Step 4: Acknowledgment Process
- Determine how acknowledgments will be collected (digital or paper)
- Set timeline for completion
- Track compliance
- Integrate into annual policy review cycle
Customization Tips by Age Group
Primary/Elementary Students (Ages 5-11)
- Use simpler language and shorter sentences
- Focus on "AI is a helper, not a thinker for you"
- More visual elements (checklists with images)
- Emphasize asking adults when unsure
- Keep to one page if possible
Secondary/Middle School (Ages 11-14)
- Introduce more complexity around academic integrity
- Emphasize the "why" behind rules
- Include more specific examples
- Begin discussing data privacy concepts
Senior Secondary/High School (Ages 14-18)
- Full policy complexity appropriate
- Emphasize university preparation context
- Discuss professional AI use parallels
- Include nuanced scenarios
Common Failure Modes
1. Copy-Paste Without Customization
The problem: Using templates verbatim leads to policies that don't fit your context.
The fix: Treat templates as starting points. Customize extensively.
2. Too Much Legal Language
The problem: Policies written like contracts that nobody reads or understands.
The fix: Plain language, short sentences, practical examples.
3. No Enforcement Mechanism
The problem: Policy exists but violations have no consequences.
The fix: Link to existing discipline frameworks. Be clear about what happens.
4. Missing Acknowledgment
The problem: No record that people received and understood the policy.
The fix: Require signed acknowledgment. Track completion.
5. No Regular Review
The problem: Policies become outdated as AI evolves.
The fix: Schedule annual review. Update when significant changes occur.
Checklist for Implementation
Preparation
- Templates customized for school context
- Language appropriate for audience
- Legal/compliance review completed
- Leadership approval obtained
- Links to related policies verified
Student AUP
- Age-appropriate versions created (if needed)
- Examples relevant to your curriculum
- Academic honesty policy aligned
- Communication plan for students
- Parent notification approach defined
- Acknowledgment process established
Staff AUP
- Approved tools list current
- Data protection contacts accurate
- HR policy alignment verified
- Training session planned
- Acknowledgment process established
Ongoing
- Acknowledgment tracking system in place
- Review schedule set
- Feedback mechanism established
- Update triggers defined
Frequently Asked Questions
Next Steps
These templates give you a starting point for practical AI guidance. Customize them to your context, get appropriate review, and integrate them with your broader AI governance.
For support developing and implementing your school's AI policies:
Book an AI Readiness Audit — We help schools build practical, effective AI governance.
Related reading:
- How to Create an AI Policy for Your School: A Complete Guide
- Generative AI Policy for Schools: Balancing Innovation and Academic Integrity
- How to Communicate Your School's AI Policy to Parents
Frequently Asked Questions
For younger students (primary/elementary), yes. For older students, consider requiring both student and parent acknowledgment, or at minimum informing parents that students have received the policy.
