Getting Board Approval for Your School AI Policy

You've developed a thoughtful AI policy. Now you need to get it approved by your board. Board members have different concerns than educators—they think about risk, reputation, governance, and fiduciary duty.

This guide helps you present AI policy in a way that addresses board priorities.

Executive Summary

• Boards care about risk management, competitive positioning, and governance responsibilities
• Frame AI policy as risk mitigation, not just educational innovation
• Prepare for questions about liability, cost, competitive comparison, and unintended consequences
• Provide clear governance structure with accountability
• Request specific approval action, not open-ended discussion
• Follow up with implementation reporting

Understanding Board Concerns

What Boards Worry About

Risk and Liability:

• What happens if AI causes harm to students?
• Are we exposed to lawsuits from parents?
• Could we face regulatory penalties?

Reputation:

• How will parents perceive our AI approach?
• Are we behind or ahead of peer schools?
• What if there's a public incident?

Governance:

• Who is responsible for AI decisions?
• How do we know staff are following policy?
• How will we measure success?

Resources:

• What does this cost?
• What staff time is required?
• Do we need new hires or training?

What Boards Generally Don't Need

• Deep technical details about how AI works
• Exhaustive list of every AI tool in use
• Academic debates about AI in education

Preparing Your Presentation

Step 1: Develop Your Narrative

Start with why, not what:

"AI tools are already in use by students and staff. Without policy, we face risks of [data exposure, academic integrity issues, inconsistent practice]. This policy establishes clear boundaries while enabling beneficial use."

Step 2: Frame as Risk Mitigation

Position the policy as reducing existing risk, not creating new risk:

Step 3: Address Competitive Context

Board members care about peer positioning:

• "Peer schools are implementing AI policies; we should be proactive rather than reactive"
• "Accreditation bodies are increasingly expecting AI governance"
• "Parent inquiries about our AI approach are increasing"

Step 4: Propose Clear Governance

Show accountability:

Step 5: Request Specific Action

Not: "We wanted to discuss AI with you."

Instead: "We request Board approval of the attached AI Policy, effective [date], with annual reporting on implementation and any significant incidents."

Presentation Structure

Part 1: Context (5 minutes)

• Current state of AI in education
• What's happening at our school now
• Why we need policy

Part 2: Policy Summary (10 minutes)

• Key principles
• Scope (who/what is covered)
• Governance structure
• Highlight 2-3 specific provisions

Part 3: Risk Analysis (5 minutes)

• Risks without policy
• How policy mitigates risks
• Remaining risks and management approach

Part 4: Implementation (5 minutes)

• Timeline
• Communication plan
• Resource requirements
• Success measures

Part 5: Request and Q&A (5 minutes)

• Specific approval request
• Address questions

SOP: Board Approval Process

Pre-Meeting (2-4 weeks before)

1. Draft presentation following structure above
2. Circulate materials to Board 1-2 weeks before meeting
3. Brief Board Chair individually if significant policy
4. Prepare FAQ anticipating questions
5. Identify Board champion if possible

At Meeting

1. Present within time allocated
2. Acknowledge complexity without getting lost in details
3. Answer questions directly; offer to follow up if unsure
4. Request specific action clearly

Post-Meeting

1. Document outcome in meeting minutes
2. Communicate decision to school community
3. Begin implementation as approved
4. Schedule first reporting back to Board

Handling Common Board Questions

"What are other schools doing?"

"We've reviewed peer school approaches. Schools we respect like [names] have similar policies. We've adapted best practices to our context."

"What if AI causes a problem we didn't anticipate?"

"The policy includes an incident response process and annual review. We'll adapt as we learn. No policy can anticipate everything, but this gives us a framework."

"How much will this cost?"

"Policy implementation costs primarily involve staff time for training and communication. We estimate [X hours/dollars]. Any AI tool costs would come through normal procurement processes."

"Are we creating liability by having a policy?"

"We create more liability without one. A clear policy shows we're exercising appropriate governance. Lack of policy suggests lack of due diligence."

"What if teachers don't follow it?"

"Like any school policy, compliance requires communication, training, and accountability. [Leadership role] is responsible for implementation oversight. We'll report compliance status in annual Board report."

Board Report Template (Post-Implementation)

AI Policy Implementation Report Board of [School Name] Date: [Date] Reporting Period: [Dates]

Executive Summary: AI policy was approved on [date] and implemented on [date]. This report covers the first [time period] of implementation.

Implementation Status:

• Policy communicated to all staff
• Policy communicated to parents
• Staff training completed
• Student acknowledgment collected
• [In progress] First compliance review

Key Metrics:

• Academic integrity incidents involving AI: [number]
• Parent inquiries about AI policy: [number]
• Staff questions/escalations: [number]
• Policy exceptions requested: [number]

Issues/Observations: [Brief description of any challenges or learnings]

Recommended Actions: [Any policy modifications or resource needs]

Next Steps: Annual policy review scheduled for [date].

Frequently Asked Questions

Q1: Should we have Board approval before drafting policy?

Not usually needed. Develop draft policy, then seek approval. You might brief the Board Chair early for significant initiatives.

Q2: What if Board members want to edit policy language?

Be open to substantive concerns. For minor wording preferences, offer to consider in next review rather than wordsmithing in the meeting.

Q3: Should the full policy be in Board materials or just a summary?

Both. Summary in the presentation, full policy as appendix for those who want detail.

Q4: How do we handle a Board member who is skeptical of AI?

Acknowledge concerns. Frame policy as managing AI that's already present, not promoting new AI adoption.

Next Steps

Review your AI policy through Board eyes. Prepare a presentation that addresses their priorities. Request clear approval.

Need help preparing your Board presentation?

→ Book an AI Readiness Audit with Pertama Partners. We help school leaders communicate AI governance to boards effectively.

References

1. NAIS. (2024). Board Governance in the Age of AI.
2. BoardSource. (2024). Technology Governance for Nonprofit Boards.
3. ISTE. (2024). Leading AI in Education.