Artificial Intelligence in Education (AIED) and Responsible Use of Technology Policy: A Draft Model for Consideration and Adaptation

Artificial Intelligence (AI) is rapidly transforming educational landscapes, yet many school jurisdictions and organizations lack a comprehensive policy to guide its implementation and use. To navigate such uneven terrain, I have drafted a model policy intended to balance AI systems, with frontier models in constant flux, with issues of professional teacher (human) judgement, ethical AI use, data privacy, citizenship, equity, inclusion, environmental sustainability, monitoring and community feedback mechanisms, legal compliance, and whole school engagement.

This draft model policy was originally developed in October 2024 by Dr. Phil McRae, subsequently published in the ATA Magazine Winter Edition, and can be freely adapted for use by your organization with attribution to the author.

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Artificial Intelligence in Education (AIED) and Responsible Use of Technology Policy
Background
<School Authority or Organization Name Here> is committed to utilizing technology, including artificial intelligence (AI), to enhance educational experiences while ensuring responsible use that protects privacy, equity, teacher autonomy, and student well-being. 

This policy aims to balance innovation with ethical considerations and evolving legal standards. AI tools should complement, not replace, the professional judgment of teachers, who remain central to the educational process in highly relational learning environments.

Purpose
This policy outlines guidelines for responsible technology and AI use in classrooms, with a focus on:

• Protecting teacher professional judgment.
• Ensuring ethical AI integration while safeguarding student and teacher data.
• Providing clear procedures for monitoring and feedback.
• Encouraging responsible and secure use of technology by staff, students, and volunteers.
• Ensuring AI usage aligns with privacy, equity, inclusivity, and sustainability goals.

Procedures

1. Teacher Autonomy and Professional Judgment in AI Use
   • Teacher Control: AI tools will be used to assist teachers in lesson planning, some forms of assessment, and instructional design, but teachers retain full authority over whether and how AI is deployed in their classrooms.
   • Voluntary AI Use: Teachers are encouraged, but not mandated, to use AI systems. AI tools must serve to enhance teaching and learning, not replace pedagogical methods. Teachers have the professional discretion to opt out of using AI tools if they do not align with their pedagogical goals.
   • Professional Development: Teachers will receive ongoing professional development on the pedagogical and ethical implications of AI, empowering them to critically assess AI tools before integration.
2. Ethical AI Use and Student Data Privacy
   • Data Privacy: AI tools or systems adopted by the Division must meet strict data protection standards in compliance with the Freedom of Information and Protection of Privacy Act (FOIP). Teachers and school leaders must ensure student data is handled securely, and no AI tools may collect or use student data without explicit and informed consent from students and their parents or guardians.
   • Consent and Transparency: Teachers must inform students and parents about how AI tools handle data, possibilities for algorithmic or data bias, and must secure explicit consent for any data collection or analysis, particularly when third-party AI tools or systems are used.
   • Ethical Guidelines: All AI tools must adhere to principles of fairness, justice, privacy, and transparency. Teachers must critically evaluate AI tools for potential biases and unethical behavior. The Division will audit AI tools regularly to ensure compliance with ethical and legal standards.
3. Digital Citizenship and Responsible Use of Technology
   • Responsible Use Guidelines: All users of the Division's technology (students, teachers, staff) must follow guidelines for responsible use, including:
     • Respecting privacy and securing permission before sharing information or media.
     • Adhering to appropriate online etiquette and maintaining responsible digital behavior.
     • Using Division resources for educational purposes only, avoiding illegal activities such as harassment, fraud, or plagiarism.
     • Complying with copyright laws and respecting intellectual property rights.
   • Monitoring and Reporting: The Division reserves the right to monitor Internet activity, email, and social media interactions conducted via its network and devices. Violations of these policies, including misuse of AI or digital systems, will result in disciplinary action.
4. Equity and Inclusivity
   • Inclusive AI Tools: AI tools used in the classroom must be accessible to all students, including those with exceptionalities or diverse learning needs. The Division will prioritize AI tools and systems that support inclusivity and comply with accessibility standards.
   • Digital Equity: The Division is committed to ensuring all students have equitable access to the technology necessary for learning, regardless of socioeconomic status. AI tools must be selected with attention to their ability to serve diverse populations.
5. Sustainability and Environmental Considerations
   • Sustainability of AI Tools: The Division will prioritize the use of AI tools that are environmentally sustainable, minimizing the carbon footprint of AI systems used in schools. The environmental impact of training and deploying AI models will be a key factor in the selection of AI tools or systems.
6. Monitoring, Feedback, and Review Process
   • Annual Policy Review: The AI and technology policies will be reviewed annually. A key part of this review will involve gathering feedback from all education partners, including teachers, students, parents, staff and other stakeholders. This feedback will inform continuous improvements to AI strategies and technology use across the Division.
   • Feedback Mechanism: A formal mechanism will be established to gather real-time feedback from education partners and stakeholders on the impact and effectiveness of AI tools or systems. This includes:
     • Surveys and focus groups with teachers to assess how AI supports or challenges their work and pedagogical decision making.
     • Student and parent feedback on AI tools or systems used in the classroom, especially regarding concerns around privacy and consent.
     • Continuous monitoring of AI tools for bias, equity, and effectiveness in diverse and inclusive classrooms.

                   3. Teacher-Led AI Advisory Committee: A committee of teachers
                          and school leaders will be established to evaluate AI tools and provide
                          guidance on their implementation. The committee will report to 
                          Division leadership, ensuring that teacher professional judgement and
                          autonomy is protected.
       7. Legal and Regulatory Compliance

• Compliance with Evolving Laws: As AI technology evolves, the Division will ensure full compliance with all provincial, federal, and international regulations related to AI and data privacy. The policy will be updated regularly to reflect changes in legal and regulatory frameworks.
• Adherence to Canadian Law: All technology use in the Division must align with the Canadian Charter of Rights and Freedoms, the Education Act, and the Canadian Criminal Code, particularly concerning data security, intellectual property, and freedom of expression.

     8. Parent and Community Engagement

• Parent and Community Involvement: The Division will actively engage parents and the community in discussions about AI and its current and future role in education. Information sessions, newsletters, forums and workshops will help demystify AI technologies and address concerns or opportunities that may arise.
• Transparency: All education partners and stakeholders will be informed about AI tools used in the classroom, including the rationale for their use and the protections in place for student data.
  

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Attribution and Adaptation Statement
By sharing this policy, the goal is to foster a collaborative approach to responsible AI integration in education, encouraging adaptation to local educational or organizational contexts.

This Artificial Intelligence in Education (AIED) and Responsible Use of Technology Policy is presented as a draft model by the author, Dr. Phil McRae, as a thought experiment in support of K-12 school districts or organizations that seek to develop some AIED guidelines. The policy model is intended to be freely adapted, modified, and shared, provided that appropriate recognition is given to the original creator if taken as a whole. If so, please include the following acknowledgment:
"This model policy was originally developed by Dr. Phil McRae and adapted for use by [Your Organization]."

The author assumes no liability for any outcomes, decisions, or actions taken as a result of implementing, adapting, or referencing this policy model. It is provided "as is" without any guarantees or warranties, express or implied, and users accept all responsibility for its application in their respective contexts.