An AI policy isn't a technology document — it's a governance one. Here's what a UK school AI policy needs to cover, who should be involved, and a practical checklist you can work through section by section.
Update (Sept 2026): KCSIE 2026 now puts generative AI, deepfakes and AI chatbots into statutory guidance — see the KCSIE 2026 AI changes your policy must reflect.
Why your school needs one now
Staff are almost certainly already using AI. Without a policy, they're each making individual judgements about what's acceptable to paste into a chatbot — which is exactly how pupil data ends up somewhere it shouldn't. A policy isn't about permission; it's about giving staff clear, confident boundaries.
Who should be involved
- A senior leader to own it
- Your DPO for the data protection sections
- The DSL for safeguarding implications
- Teaching staff — a policy written without them won't reflect real practice
- Governors for oversight and sign-off
What an AI policy must cover: a checklist
1. Purpose and scope
Who it applies to (all staff, volunteers, supply), and what counts as AI for the purposes of the policy.
2. Acceptable use
What staff may use AI for — planning, resources, drafting communications, admin — stated positively. Staff need to know what's encouraged, not just what's forbidden.
3. Prohibited use
The hard lines: no identifying pupil data, no unsupervised pupil use of adult tools, nothing that replaces professional judgement on safeguarding or assessment decisions.
4. Data protection
How the policy sits with UK GDPR, what constitutes personal data in this context, and when a DPIA is needed. Your DPO should own this section.
5. Safeguarding
How AI use interacts with existing safeguarding duties and KCSiE, including pupil-facing use and reporting concerns.
6. Accuracy and professional judgement
The principle that AI drafts and a human decides. Nothing goes to a parent, a pupil or a record without a professional check.
7. Approved tools
Which tools are approved, and the process for requesting a new one. See five questions before adopting a tool.
8. Training and support
What training staff receive and who they ask when unsure.
9. Communication with parents
What you tell families about AI use. See what parents should know.
10. Review
Who reviews it, and when. Annually at minimum — this field moves fast.
Keep it short enough to be read. A twelve-page policy nobody opens protects no one. The best school AI policies are a few pages, plus a one-page staff summary that lives on the staffroom wall. If staff can't recall the rules, the policy has failed.
A common mistake
Writing a policy that bans almost everything. Staff then either ignore it or stop using tools that would genuinely help — and the informal, unsafe use continues out of sight. A good policy enables confident use within clear limits.
Need an AI policy your governors will sign off?
We help schools write policies that staff actually follow — practical, compliant and readable. AskColin offers low-cost monthly support for schools — with one-to-one help whenever you need it, so there's always someone to ask. Practical, jargon-free, built around your staff.
Get AI support for your schoolFrequently asked questions
What should a school AI policy include?
Purpose and scope, acceptable use, prohibited use, data protection and UK GDPR, safeguarding and KCSiE, accuracy and professional judgement, approved tools and how to request new ones, training and support, communication with parents, and a review cycle.
Who should write the school's AI policy?
A senior leader should own it, with input from your DPO for data protection, the DSL for safeguarding, teaching staff so it reflects real practice, and governors for oversight and sign-off. A policy written without teaching staff rarely matches what actually happens.
How long should a school AI policy be?
Short enough to be read — a few pages, plus a one-page staff summary. A twelve-page policy nobody opens protects no one. If staff can't recall the rules, the policy has failed regardless of how thorough it is.
Should a school AI policy ban AI?
No — policies that ban almost everything tend to be ignored, or push staff into informal unsafe use out of sight. A good policy enables confident use within clear limits, stating what's encouraged as well as the hard lines like no identifying pupil data.