Before staff use an AI tool, what should the school agree?

Start with a useful proposed job

Ask what the staff member wants the tool to help with. A general lesson idea is different from processing pupil information.

Use a small, suitable example and the school's approved process for considering new tools. IT and the colleague responsible for data protection can advise on the service and its use.

Check current Department for Education guidance for schools in England alongside the school's own rules.

Be clear about information

Tell staff which tools are approved and what may be entered. Do not assume a personal account has the same protections as an approved school service.

Keep pupil details, passwords and private documents out of unapproved tools. When a staff member is unsure, give them a named contact and a practical route for asking.

Public or fictional examples may be suitable for a trial, subject to the school's instructions.

Explain that outputs need checking

AI can produce wording that sounds convincing while containing incorrect facts or unsuitable material. A staff member should check important claims against the original sources.

Teachers should review material for their pupils and teaching purpose. Office staff should check dates, names and figures before relying on a draft.

The authorised person still approves the final work.

Write rules staff can use

Use everyday examples and short instructions. Explain what to do if information was entered incorrectly or a result caused concern.

Ask a colleague unfamiliar with the tool to read the guidance and describe what they would do. Improve anything unclear.

Review the arrangements when the tool or proposed use changes. The school can support helpful experimentation while keeping the information, checking and approval responsibilities understandable.