Plan governance across teaching, research, administration, student services, privacy, security, and procurement.
Use the template with local leadership, workers, learners, and affected communities. Confirm the rules that apply and name who can answer questions, approve exceptions, and correct harm.
Which work must a student, researcher, or employee perform personally?
Could protected student, research, personnel, or partner information be exposed?
What disciplinary and institutional standards govern this use?
What accessible alternative and appeal process exist?
Who is accountable for the decision, evidence, monitoring, and correction?
These primary and authoritative sources shaped the policy’s rules, review points, and accountability structure.
UNESCO
UNESCO connects educational AI with human agency, privacy, inclusion, validation, research integrity, and pedagogical purpose.
It shapes the teaching, research, access, transparency, and institutional-responsibility sections.
U.S. Department of Education
The Department administers FERPA and PPRA and provides resources for institutions, students, families, vendors, and researchers.
It keeps protected education records, vendor responsibilities, rights, and complaint routes explicit.
National Institute of Standards and Technology
NIST organizes continuous AI risk work around governance, context mapping, measurement, management, monitoring, incident response, and retirement.
It shapes the inventory, approval roles, risk review, testing, monitoring, incident response, and retirement requirements in this template.
Sources and requirements can change. Check the publication date, read the original material, and confirm the rules that apply locally before making a consequential decision.
Use these policy areas to turn values into decisions, responsibilities, safeguards, and remedies people can understand.
Set course- and assignment-level expectations for disclosure, citation, process evidence, verification, and original intellectual work. Avoid universal rules that ignore disciplinary method.
Protect unpublished work, human-subject data, confidential partnerships, authorship, citations, reproducibility, and sponsor requirements. Researchers remain responsible for every claim.
Do not allow opaque systems to make admissions, advising, financial-aid, conduct, disability, or other consequential decisions without formal review, explanation, and appeal.
Coordinate privacy, security, accessibility, procurement, records, legal, faculty governance, student representation, training, and incident response.
✓ Faculty-reviewed course planning and feedback support
✓ Research assistance that is documented and independently verified
✓ Low-stakes administrative drafting with protected data removed
× Uploading protected student or unpublished research data
× Using detection scores as proof of misconduct
× Automated admissions, advising, conduct, employment, or accessibility decisions
Adapt the clauses and complete the reviews with the people responsible for the work and the people affected by it.
Adapt these clauses for formal review and approval.
Complete before approving a pilot, workflow, purchase, or embedded feature.
Use before signing, renewing, or expanding a service.
Use when information, people, decisions, or trust may have been harmed.
Review one course, research, or administrative use across academic and institutional responsibilities.
Choose one real use and name every affected group.
Map data, intellectual work, decisions, vendors, and institutional authority.
Complete the approval review from each relevant office and user perspective.
Write the permitted use, required disclosure, reviewer, alternative, and appeal.
Define evidence for a limited pilot and a stop condition.
Record unresolved questions for faculty governance or qualified review.
Could a student or researcher understand the rule, comply without guessing, and challenge an incorrect or unfair outcome?
Share the plan with the people responsible for the work and the people who may be affected. Confirm local rules, protect private information, and name the person who can answer questions or correct a problem.