PrepGraph Academy · Template
School AI & responsible-use policy template
A one-page skeleton a leadership team can adopt in a single meeting: purpose and scope, principles, what staff may do, what students may do at each stage, what nobody may do, integrity and disclosure, data and privacy, incidents, review and sign-off. Square-bracket placeholders and blank fields are yours to fill.
1Policy details
- Aim for one page. A policy staff can read in five minutes is one they will follow.
- Adopt it at a leadership meeting; share it with staff, students (age-appropriately) and parents.
School name
Policy owner (designation)
Date adopted
Next review date
Version
21. Purpose and scope
This policy sets out how [school name] uses artificial-intelligence tools in teaching, learning and administration, what staff and students may and may not do with them, and how we protect student data. It applies to all staff, students and any AI tool used for school work, on school devices or personal ones.
Any local additions to scope (hostel, transport, counselling, admissions)
32. Principles
- AI recommends, teachers decide. No AI tool makes a decision about a student’s learning, marks, placement, discipline or wellbeing. A named adult does, and can explain why.
- Human accountability. Anything AI-drafted that reaches a student or parent is read, corrected where needed and owned by the staff member who sends it.
- Transparency. Students and parents know where AI is used in the school, what it does and what it never does.
- Data minimisation. We use the least student data needed, in approved tools only, and keep it no longer than needed.
- Equity. No student is disadvantaged for not having a device or a paid plan; the same learning is available another way.
43. Permitted uses — staff
- Drafting lesson plans, explanations at several levels, worksheets, practice questions and formative quizzes — reviewed and edited by the teacher before use.
- Drafting competency questions into a review-first bank where nothing reaches students until a teacher approves it.
- Reading AI-generated signals about a class (for example a learning gap, a drop in engagement) as a prompt to look closer — never as a verdict.
- Drafting parent updates from dashboard data, which the teacher reads, edits and sends.
- Summarising or translating material the teacher already has, with the teacher checking the result.
Additional permitted staff uses at our school
54. Permitted uses — students, by stage
Approved tools for students at each stage (list)
| Stage | Permitted | Conditions | Examples |
|---|---|---|---|
| Classes 3–5 | Only with a teacher present, as part of a planned activity | Teacher operates or closely supervises; no personal accounts | Watching a teacher demonstrate; a class activity about what a computer “knows” |
| Classes 6–8 | For practice and explanation on school-approved tools | Supervised at school; at home with parent awareness; the student tells the teacher when AI helped | Asking the school’s AI tutor to re-explain a concept; practising questions the teacher assigned |
| Classes 9–12 | For practice, explanation, revision and research on approved tools | With disclosure on any submitted work; verification of facts against a source; no personal data entered into public tools | Asking for a taught concept to be re-explained; practising a weak concept; checking an answer after attempting it |
65. Prohibited uses
- Submitting AI-generated work as one’s own without disclosure — staff or student.
- Entering personal data of students (names, marks, health, family details, photographs) into public AI tools.
- Using AI to make a final decision on grading, promotion, placement or discipline.
- Generating content that demeans, impersonates or targets any member of the school community.
- Using AI tools that the school has not approved for school work involving student data.
Additional prohibited uses at our school
76. Academic integrity and disclosure
- Using AI to understand is encouraged; using it to avoid learning is not. The test: could the student explain the work without the tool?
- Students disclose AI help on submitted work in one line: what tool, for what part. Teachers set, per task, whether AI help is allowed and how much.
- Teachers disclose to students when AI drafted a resource they are using, and invite students to find errors.
- Suspected undisclosed use is handled as a conversation first, under the school’s existing academic-honesty process.
Our standard disclosure line for student work
87. Data and privacy
- Only tools on the school’s approved list may process student data. The list is owned by [owner] and reviewed at each policy review.
- Indian law on personal data — the Digital Personal Data Protection Act, 2023 and the rules under it — places duties on anyone processing children’s personal data, including parental consent. The school takes its own advice on how this applies to each tool it approves. This template is not legal advice.
- Student accounts on approved tools are created by the school or with parental consent, as the tool and the law require.
- Student data stays within the approved platform and school records; exports for teacher use are anonymised when shared outside the school.
- Parents may ask what tools hold their child’s data and how to have it removed.
Approved tools (name, purpose, data it holds, who approved, date)
Who approves a new tool
How parental consent is obtained and recorded
98. Incident handling
- An incident is: a data leak or personal data entered into a public tool; harmful or false AI content reaching students or parents; undisclosed AI use in assessed work; an AI-generated decision acted on without human review.
- Anyone who notices an incident tells [incident owner] the same day. The owner records it, contains it, informs affected families where appropriate, and reviews what to change.
Incident owner and contact
Where incidents are recorded
109. Review cycle and owner
Policy owner
Review cycle (suggested: annually, and whenever a new tool is approved)
How staff, students and parents are consulted at review
1110. Sign-off
Principal — name, signature, date
Management representative — name, signature, date
Staff briefed on (date); parents informed on (date); students oriented on (date)
This is a template, not legal advice. Obligations under Indian data-protection law (including the Digital Personal Data Protection Act, 2023) depend on the tools a school approves and how it uses them; take your own advice.
School AI & responsible-use policy template — PrepGraph Academy, training.prepgraph.com/resources/school-ai-policy-template. Free to use and adapt with attribution to PrepGraph Academy; not for resale. Full terms: training.prepgraph.com/terms. Example figures, where given, are illustrative.
Independent programme, not a CBSE certification. PrepGraph Academy is not affiliated with, endorsed by, or accredited by the Central Board of Secondary Education. Certificates are issued by PrepGraph. The programme is designed around the CBSE 2026-27 training theme and the CBSE/NPST professional-development domains; the host school decides how to record the hours under CBSE’s CPD guidelines and keeps the attendance records.