AI Use Policy for Leafville Ohio School District

1)      Introduction

a)      Purpose: This policy exists to direct all conduct related to Artificial Intelligence (AI).

b)      Scope: This policy applies to all students, teachers, and administrative staff in any and all contexts related to any content provided for use in or by Leafville Ohio School district including but not limited to homework and assignments, classroom use, data collection and analysis, publications and promotional materials, etc.

c)      Note: This document was generated with the assistance of Artificial Intelligence to summarize and organize information following best practices.

2)      Definitions

a)      Artificial Intelligence (AI): The branch of computer science that develops systems capable of performing tasks that require human-like cognition, such as learning, reasoning, and problem-solving.

b)      Users: Refers to all students, faculty, administrative staff, and any other individuals who interact with AI systems under the jurisdiction of the Leafville Ohio School District.

c)      Students: Individuals enrolled in any educational program or course offered by the Leafville Ohio School District.

d)      Faculty: Educators, including teachers and professors, employed by the Leafville Ohio School District to conduct classes, lectures, or any educational activities.

e)      Staff: Administrative and support personnel employed by the Leafville Ohio School District who facilitate the operation and management of school functions but are not directly involved in teaching.

f)        FERPA (Family Educational Rights and Privacy Act): A federal law that protects the privacy of student education records and applies to all schools that receive funds under an applicable program of the U.S. Department of Education.

g)       AI Systems: Any software, tool, or technology that operates based on principles of artificial intelligence, including but not limited to algorithms, machine learning models, neural networks, and natural language processing tools.

h)      Content: Any educational materials, data, documents, multimedia, or other informational resources provided for use in or by the Leafville Ohio School District.

i)        Homework and Assignments: Tasks assigned to students by faculty as part of their educational curriculum which may require or involve the use of AI systems.

j)        Classroom Use: The utilization of AI systems within the classroom setting for educational purposes, including teaching, learning activities, and presentations.

k)       Data Collection and Analysis: The systematic gathering and evaluation of data using AI systems for educational, administrative, and research purposes within the district.

l)        Publications: Any written or digital output produced by users within the district that includes data, findings, or content derived from or related to AI systems.

m)    Promotional Materials: Any marketing or informational materials created by or for the district that involve the use of AI systems to enhance, support, or demonstrate the activities and achievements of the district or its members.

3)      Policy Statement

a)      General Use

i)        Compliance with Laws: All use of AI systems by users, including students, faculty, and staff, must comply with all applicable local, state, and federal laws. This includes adherence to the Family Educational Rights and Privacy Act (FERPA), which governs the access and release of student education records.

ii)       Authorized Purposes: AI systems may be used within the Leafville Ohio School District for purposes directly related to educational activities, administrative functions, data analysis, and the creation of publications and promotional materials. Users must ensure that AI applications are appropriate, ethical, and directly related to district-sanctioned activities.

b)      Ethical Use

i)        Transparency: Any content, including homework, assignments, publications, or promotional materials, that is generated through or with the assistance of AI systems, must clearly indicate that AI was used. The description should include a brief explanation of how AI was utilized in the process. For example, a this document that leverages an AI for content generation includes a notation stating, “This document was generated with the assistance of Artificial Intelligence to summarize and organize information following best practices.”

ii)       Integrity and Honesty: Users must not use AI systems to create misleading or deceptive content. This includes, but is not limited to, manipulating data in research publications or assignments in a way that could misrepresent the facts or outcomes of the study.

iii)     Respect for Intellectual Property: When using AI systems, users must respect intellectual property rights and ensure that all utilized resources are either original, credited, or duly licensed.

iv)     Non-Discrimination: AI systems must be used in a manner that does not discriminate against any individuals or groups. Users must be vigilant in ensuring that the deployment of AI tools does not propagate biases or lead to discriminatory outcomes.

4)      Access and Privileges

a)      Eligibility and Authorization: Access to AI systems within the Leafville Ohio School District is restricted to authorized users, including students, faculty, and staff, whose roles require the use of such technology. Authorization will be granted based on educational or administrative needs, and all users must undergo an orientation or training session on responsible AI usage prior to access.

b)      Access Control: The district will implement strict access controls to AI systems, including secure authentication processes. Users are responsible for maintaining the confidentiality of their access credentials and must not share these with others.

c)      Access and Privileges

i)        Eligibility and Authorization: Access to AI systems within the Leafville Ohio School District is restricted to authorized users, including students, faculty, and staff, whose roles require the use of such technology. Authorization will be granted based on educational or administrative needs, and all users must undergo an orientation or training session on responsible AI usage prior to access.

ii)       Access Control: The district will implement strict access controls to AI systems, including secure authentication processes. Users are responsible for maintaining the confidentiality of their access credentials and must not share these with others.

iii)     Limitations and Restrictions: The use of AI systems must be directly related to district-sanctioned activities. Personal use of district AI resources is strictly prohibited. Administrators reserve the right to limit, restrict, or revoke access to AI systems if users violate policy guidelines or engage in unauthorized activities.

d)      Security

i)        Data Security: The district will implement robust security measures to protect AI systems and the data they process from unauthorized access, alteration, or destruction. This includes the use of encryption, firewalls, and anti-virus software.

ii)       Regular Audits: Security audits will be conducted regularly to ensure that AI systems are secure and that security practices are followed diligently by all users.

iii)     Incident Response: In the event of a security breach or other incident involving AI systems, the district will follow a predefined incident response plan. Users must report any security incidents or vulnerabilities to the district’s IT department immediately.

e)      Privacy

i)        Compliance with FERPA: All AI systems used in the Leafville Ohio School District will comply with the Family Educational Rights and Privacy Act (FERPA). Student education records or personally identifiable information will not be disclosed without the consent of the student or their parent/guardian, except as allowed under FERPA.

ii)       Data Minimization: Only the minimum necessary amount of personal data will be collected and processed through AI systems. Data that is no longer needed will be securely disposed of in a timely manner.

iii)     Transparency and Control: Users will be informed about what data is collected through AI systems, how it is used, and who has access to it. Whenever feasible, users will be given control over their own data, including the ability to correct or update inaccurate information.

iv)     Protection of Sensitive Information: Special care will be taken to protect sensitive information. Access to sensitive data will be restricted to authorized personnel only, and data will be anonymized or pseudonymized where possible to protect user privacy.

v)       The use of AI systems must be directly related to district-sanctioned activities. Personal use of district AI resources is strictly prohibited. Administrators reserve the right to limit, restrict, or revoke access to AI systems if users violate policy guidelines or engage in unauthorized activities.

5)      Responsibilities

a)      User Responsibilities

i)        Adherence to Policy: Users (including students, faculty, and administrative staff) must adhere to all aspects of the AI use policy, including general use, ethics, security protocols, and privacy guidelines. Violations of the policy may result in disciplinary action and revocation of access privileges.

ii)       Reporting Misuse: Users are responsible for reporting any misuse of AI systems or violations of the policy to the administration. This includes reporting security breaches, unauthorized access, and unethical use of AI technologies.

iii)     Data Integrity: Users must ensure the accuracy and integrity of data they input into AI systems. Manipulation of data for fraudulent or unethical purposes is strictly prohibited.

iv)     Continual Learning: Users are expected to participate in ongoing training and development sessions to stay updated on the latest AI technologies and their ethical use. This helps in maintaining compliance with evolving industry standards.

b)      Administrative Duties

i)        Policy Enforcement: School administration is responsible for enforcing the AI use policy. This includes monitoring compliance and handling violations in a fair and consistent manner.

ii)       Policy Updates: Administrators must keep the policy updated in accordance with new laws, technological advancements, and educational needs. Updates should be communicated to all users in a timely manner.

iii)     Support and Resources: The administration must provide necessary resources and support for the effective use of AI, including training programs for users and access to technical support.

iv)     Privacy and Compliance Oversight: Ensure that all AI initiatives comply with FERPA and other relevant privacy laws. This includes overseeing data handling practices to protect student and staff privacy.

c)      Resource Maintenance and Monitoring

i)        System Updates and Upgrades: Regular updates and upgrades to AI systems must be performed to ensure they remain secure and effective. This includes installing patches and resolving any software vulnerabilities.

ii)       Performance Monitoring: Continuous monitoring of AI systems’ performance to ensure they operate efficiently and effectively. This involves checking for any signs of malfunction or degradation in system performance.

iii)     Security Audits: Conducting regular security audits to identify and mitigate potential security risks. This helps in maintaining the integrity and security of AI systems and the data they process.

iv)     Feedback Mechanism: Implementing a feedback mechanism that allows users to report issues or provide suggestions regarding AI system functionalities. This feedback should be used to improve system performance and user experience.

6)      Violations and Consequences

a)      Purpose

i)        To ensure the responsible use of AI systems and protect the integrity and security of the district’s technological resources, strict adherence to the AI use policy is mandatory. Violations of this policy will result in corrective measures tailored to the severity and nature of the infraction.

b)      Types of Violations

i)        Minor Violations: Minor infractions include but are not limited to unauthorized use of AI systems for non-harmful personal tasks, minor and unintentional data breaches, and failure to report known issues in a timely manner.

ii)       Moderate Violations: Moderate infractions encompass repeated minor violations, unauthorized sharing of access credentials, intentional manipulation of data without malicious intent, and negligence leading to security vulnerabilities.

iii)     Major Violations: Major infractions include malicious use of AI technologies, intentional data breaches, violation of privacy laws such as FERPA, and any action that could potentially cause significant harm to individuals or the district.

c)      Corrective Measures

i)        For Minor Violations:

(1)    First Offense: Verbal warning and mandatory re-training on the AI use policy.

(2)    Subsequent Offenses: Written warning and potential temporary suspension of access to AI systems.

ii)      For Moderate Violations:

(1)    First Offense: Written reprimand, extended suspension of AI system privileges, and a review of the user’s activities by the administration.

(2)    Subsequent Offenses: Long-term suspension of access privileges, potential for restitution if applicable, and a formal review meeting with the administration.

iii)    For Major Violations:

(1)    Any Offense: Immediate suspension of all access to AI systems, initiation of a formal investigation, and a disciplinary hearing. Based on the hearing’s outcome, consequences may include expulsion for students, termination for faculty and staff, and referral to law enforcement agencies if criminal activities are involved.

d)      General Guidelines

i)        The district reserves the right to take immediate action to suspend or revoke access to AI systems at any time if a violation is suspected.

ii)       All disciplinary actions will be conducted in accordance with existing district policies and legal standards to ensure fair treatment of all involved parties.

iii)     Users have the right to appeal any disciplinary decisions through the district’s established grievance procedures.

7)      Indemnity Clause

a)      “By using the school’s facilities/technology, users agree to indemnify, defend, and hold harmless the school, its employees, and agents from any claims, damages, losses, liabilities, and all costs and expenses of defense, including attorneys’ fees, resulting directly or indirectly from the use, provided that such indemnification does not extend to acts of gross negligence or intentional misconduct on the part of the school.”

8)      Severability Clause

a)      “Should any provision of this Policy be held invalid by any court of competent jurisdiction, such invalidity will not affect the enforceability of any other provisions not held to be invalid. The remaining provisions of the Policy will continue in full force and effect.”

9)      Amendments and Modifications

a)      “This policy may be amended or modified from time to time by the school board. Updates will be posted on the school’s website or can be accessed through other board-published documents. It is the responsibility of users to keep themselves updated with any changes.”

10)  Acceptance of Terms

a)      By using the specified facilities or technologies, users are deemed to have accepted the terms and conditions of this policy as outlined in the student/faculty/staff handbooks.