School AI Policy Help: What You Need + Free Health Check

Why it matters now

Your staff are already using AI. The question is whether it's safe.

Teachers and office staff are using ChatGPT, Gemini and Copilot to save time, often on personal accounts. That's understandable, but without clear rules it puts pupil data and the school at risk. The DfE's guidance on generative AI and KCSIE both expect schools to have thought this through, and governors are expected to have oversight.

A good AI policy doesn't ban AI. It gives staff confidence to use it well, and gives you and your governors peace of mind.

What a good AI policy covers

The 10 things every school AI policy should answer.

What's allowed, and what isn't

A clear purpose and scope: AI to support staff, never to replace professional judgement. How to write it →

Which tools are approved

A short list of signed-off tools, ideally school accounts rather than personal ones. Choosing safe tools →

What must never go into AI

Pupil names, SEND details, safeguarding notes and anything that could identify a child. DfE on personal data →

Staff sign-off

Every member of staff reads and signs an acceptable use agreement. Staff AI agreement →

How new tools get checked

A simple request process with a data protection check before anything new is used. DfE product safety →

Telling parents

A parent letter and a short statement on your website, so families know how AI is used. Explaining AI to parents →

Governor oversight

Who on the board oversees AI, and when the policy is reviewed (at least yearly). AI for governors →

Staff training

Practical, regular training on using AI safely, not just emailing the policy round. What CPD staff need →

Safeguarding and AI

Deepfakes, AI-generated images, and making sure filtering and monitoring cover AI tools. KCSIE 2026 and AI →

Pupil use

Which tools pupils can use, at what age, how it's supervised, and what it means for homework. Safe AI use for pupils →

Beyond the policy

The document set that makes a policy actually work.

A policy on its own sits in a folder. These are the pieces that turn it into something staff, parents and governors actually use.

AI policyThe approved, dedicated policy: purpose, scope, roles and review date.

Staff do's and don'tsOne page, never-share list at the top. The thing staff actually read.

Staff agreementSigned by every member of staff to confirm they understand the rules.

Approved tools registerWhat's signed off, for what, and on which accounts.

New tool request formHow staff ask for a new tool, and how it gets checked.

Parent letterA friendly explanation of how and why the school uses AI.

Website statementA short public paragraph on your school's approach to AI.

Guidance for parent questionsSo staff know what to say when a parent asks about AI.

Governor briefingWhat governors need to know and ask. Free cheatsheet →

Common mistakes

Where most school AI policies fall short.

It's only a holding paragraph. A line in another policy that says "AI will be reviewed" doesn't tell staff what to do on Monday morning.
It's copied, not tailored. A generic policy that names tools you don't use and ignores the ones staff actually use.
Staff haven't seen it. No sign-off and no training, so the policy and day-to-day practice are miles apart.
Parents haven't been told. Which means the first time they hear about AI is when something goes wrong.
Nobody owns it. No named lead, no governor oversight and no review date, so it quietly goes out of date.
"The trust covers it." Trust policies are a great base, but staff still need local guidance, and local governors still need oversight.

Want a hand?

Three ways I can help.

Free health check

Free

See your score and gaps in two minutes, with an optional free once-over of your current policy.

Start the check

KCSIE 2026 AI Compliance Package

£495 one-off

An audit call, then a full tailored document set for your school, a governor briefing and a follow-up. Done for you.

See what's included

Ongoing support

From £175 /month

Policy kept up to date, staff training through the year and someone to ask whenever a new tool or question comes up.

View packages

Hi, I'm Neil. I'm a parent governor at Worple Primary in Hounslow. I helped Worple put its whole AI governance set-up in place, from the policy and staff agreement to the governor briefing and parent letter, and we're still running training with the staff. I started AskColin to help other schools do the same, without the big price tag. Book a relaxed 30-minute chat →

Common questions

AI policy questions schools ask most.

Does my school need an AI policy?

Yes. Staff are already using AI tools, often on personal accounts. A dedicated AI policy sets out what's allowed, protects pupil data, and gives governors something to oversee. DfE guidance on generative AI and KCSIE both expect schools to have thought this through.

Can we just add a paragraph to our existing policies?

A holding paragraph is a start, but it rarely tells staff which tools are approved, what they must never share, or how to request a new tool. Most schools find a short dedicated policy plus a one-page staff guide works far better.

Who should approve the AI policy?

The governing board (or the trust, if your trust sets policy centrally). Governors should also agree who oversees AI and when the policy is reviewed, ideally at least once a year.

How long does it take to put an AI policy in place?

Drafting can be done in a day or two using a template. The bigger job is embedding it: staff sign-off, a short training session, telling parents and setting up a tools list. Most schools can do all of that within a term.

Our trust says it covers AI. Do we still need to do anything?

Check what the trust policy actually covers at school level. Staff still need to know the approved tools and the never-share rules, parents still need to be told, and your local governors still need oversight. The free health check is a quick way to see where you stand.

AI policy for schools: what you actually need.