How to Write an AI Acceptable Use Policy for Your Canadian School

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If your school does not have an AI acceptable use policy, you are not alone. Most Canadian schools do not. But the absence of a policy does not mean the absence of AI — it means AI is being used without guardrails.

Students are using generative AI. Teachers are experimenting. Administrators are exploring efficiencies. And provincial privacy commissioners have made clear that schools are responsible for how student data is handled — whether or not a formal AI policy exists.

Why Your School Needs an AI Policy Now

The Halton District School Board requires parental consent before generative AI classroom use. The Ottawa Catholic School Board has established AI guiding principles. School District 60 (BC) approved collaborative AI guidelines.

Without policy, AI defaults to individual judgment. That creates inconsistency, risk, and confusion.

A good AI policy does not restrict innovation. It enables it by creating shared expectations and safe boundaries.

The Seven Sections Every Canadian School AI Policy Needs

1. Purpose and Scope

Define what AI tools the policy covers and who it applies to. Reference your governing provincial legislation such as MFIPPA, FIPPA, or FOIPPA.

Sample language:
"This policy establishes expectations for the responsible use of artificial intelligence tools within [School/Board Name], in alignment with applicable provincial privacy legislation and our commitment to student safety and academic integrity."

2. Privacy and Data Protection

This is the most legally significant section.

Prohibit the input of personally identifiable student information into AI tools that have not undergone privacy impact assessment.

Sample language:
"Staff and students must not enter personally identifiable student information into any AI tool unless it has been formally reviewed and approved by the Board's Privacy Officer or IT Department."

3. Approved Tools and Assessment Process

List approved tools and define the review process for new tools.

If none are approved yet, create interim guidance allowing teacher-only professional use while student-facing use requires review.

4. Academic Integrity and Student Use

Define acceptable vs. prohibited AI use. Require transparency and disclosure.

Sample language:
"Students may use AI tools only when explicitly permitted by their teacher and must disclose which tool was used and how it contributed to their work."

5. Staff Use and Professional Learning

Encourage professional experimentation within privacy boundaries.

Commit to professional development focused on AI literacy and compliance.

6. Ethical Use and Critical Thinking

Address bias, misinformation, environmental considerations, and human oversight.

Sample language:
"AI-generated content must be critically evaluated for accuracy, bias, and alignment with school values. AI outputs should never replace professional judgment."

7. Review and Updates

Commit to annual review and designate responsibility for updates.

Sample language:
"This policy will be reviewed annually and updated as needed to reflect changes in technology, legislation, and educational practice."

Implementation Checklist

• Referenced provincial privacy legislation
• Legal or privacy officer review completed
• Approved tools listed or interim process defined
• Policy communicated to staff, students, families
• Professional development scheduled
• Review date established

Making It Real

A policy sitting in a shared drive does not change practice.

Introduce it in staff meetings. Provide scenario-based examples. Create a one-page student version. Revisit annually.

Policy is a starting point for dialogue — not the final answer.

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