Create Data Handling Guidelines for AI

As your district progresses from Nascent to Emerging in AI governance, establishing basic guidelines for data use with AI tools is an important step. These guidelines will help protect sensitive information while enabling the beneficial use of AI in education.

Purpose and Importance

Guidelines for data use with AI tools set clear boundaries on what types of data can be used with different AI applications. They help ensure that student and staff privacy is protected while still allowing your district to benefit from AI technologies in education.

Building Your Guidelines

Assemble a Working Group

Form a small team that includes:

• A school leader (e.g., principal or assistant principal)
• An IT department representative
• A teacher interested in using AI in the classroom

This group will collaborate to create guidelines that are both practical and protective.

Define the Scope

Determine what your initial guidelines will cover. Focus on:

• Identifying AI tools currently in use or under consideration
• Categorizing types of data these tools might use (e.g., student names, grades, writing samples)
• Determining which data types are appropriate for use with each AI tool

Start with the most commonly used or considered AI tools and expand as needed.

Draft the Guidelines

When creating your guidelines:

• Use clear, straightforward language
• Create a simple table or checklist format if possible
• For each AI tool or type, specify:
  • What data can be used
  • What data should never be used
  • Who is authorized to use the AI tool with student data

Keep the initial guidelines concise—aim for a document that can be easily understood and followed by all staff.

Review and Refine

Share the draft with a small group of teachers and staff for feedback. Assess whether the guidelines are clear and easy to follow. Revise based on input received to improve clarity and usability.

Implementation and Communication

Approval Process

Present the guidelines to the school board or superintendent for approval. Be prepared to explain how these guidelines support safe AI use in the district.

Communication Plan

Distribute the guidelines to all staff who might use AI tools. Review the main points during a staff meeting or professional development session.

Support and Guidance

Designate a point person to answer questions about the guidelines. This could be an IT staff member or a teacher with technology expertise.

Navigating Challenges

Be prepared for potential hurdles such as:

• New AI tools emerging that don't fit neatly into current guidelines
• Staff accidentally using inappropriate data with AI tools
• Balancing data protection with the educational benefits of AI

To address these challenges, maintain open communication and be prepared to update guidelines as new AI tools are adopted.

Measuring Progress

Track the effectiveness of your guidelines through:

• Increased understanding among staff about appropriate data use with AI
• Reduction in incidents of sensitive data being input into AI tools
• Growing confidence in using AI tools appropriately

Next Steps

With basic guidelines for data use with AI tools in place, your district will be better positioned to:

• Use AI tools more confidently and securely
• Explore more advanced AI applications in education
• Continue building your AI governance framework

Remember, these initial guidelines are a starting point. Plan to review and refine them regularly as your district's use of AI in education evolves.