AI Policy Templates

Customizable Policies for Classrooms, Teams, and Organizations

Warning

These templates are starting points, not legal documents. Customize for your context. For organizational policies, consult legal counsel before implementation.

Template 1: Classroom AI Use Policy

For: Faculty, instructors, K-12 teachers

[Course Name] — AI Use Policy

Instructor: [Name] | Term: [Semester/Year]

Philosophy: AI tools are part of the modern professional toolkit. This course prepares you to use them effectively, ethically, and transparently.

Permitted Uses:

  • Brainstorming and idea generation
  • Grammar and spelling checks on YOUR drafts
  • Explaining concepts in different ways (use as a tutor, not a ghost-writer)
  • Data analysis and visualization (with your own data)
  • Formatting and structure suggestions
  • Practice and self-testing

Restricted Uses (require prior approval):

  • Using AI output as a primary source in research
  • Submitting AI-generated code without annotation explaining what each section does
  • Using AI for group projects (all members must agree on scope of AI use)

Prohibited Uses:

  • Submitting AI-generated text as your own writing
  • Using AI to complete exams or quizzes
  • Entering other students’ work into AI tools
  • Using AI to fabricate data, citations, or sources

Disclosure Requirement: When you use AI, disclose it. At the end of any assignment where AI assisted, include a brief statement: what tool you used, what you used it for, and what you did yourself. Example: “I used ChatGPT to brainstorm 10 topic ideas, then selected and developed the argument myself. I used Grammarly for proofreading.”

Why This Matters: Your employer will expect you to use AI. They will also expect you to think critically, write clearly, and take responsibility for your work. This policy builds both skills.

Template 2: Team/Department AI Use Guidelines

For: Managers, team leads, department heads

[Team/Department] AI Use Guidelines

Effective: [Date] | Review Date: [Date + 6 months]

Guiding Principle: We use AI to work smarter, not to replace professional judgment. AI augments our expertise — it doesn’t substitute for it.

Approved Tools: [List your approved tools — e.g., ChatGPT Team, Claude, Copilot, etc.]

General Rules:

  1. Never enter confidential data into public AI tools. This includes: customer PII, financial records, proprietary strategies, legal documents, HR matters, and anything marked confidential.
  2. Always review AI output before sharing externally. You are responsible for accuracy, tone, and completeness.
  3. Disclose AI use when relevant. If a client-facing deliverable was substantially shaped by AI, note it. Internal documents don’t require disclosure unless the output directly affects decisions.
  4. Don’t automate judgment calls. AI can draft the analysis, but a human makes the recommendation.

Encouraged Uses:

  • Drafting and editing routine communications
  • Summarizing meeting notes and documents
  • Generating first drafts for internal documents
  • Data analysis and visualization
  • Research and competitive intelligence gathering
  • Brainstorming and ideation

Requires Manager Approval:

  • Using AI for client-facing deliverables
  • Connecting AI tools to company systems or data
  • Sharing proprietary information with AI tools (even enterprise-tier)
  • Creating custom AI workflows that affect team processes

Prohibited:

  • Using AI to evaluate employee performance
  • Entering employee personal information into AI tools
  • Making hiring, firing, or promotion decisions based on AI recommendations
  • Using AI to monitor or surveil team members

Accountability: The person who submits the work is responsible for it, regardless of whether AI helped create it.

Template 3: Organization-Wide AI Policy

For: Executives, IT directors, policy makers

[Organization Name] — Artificial Intelligence Acceptable Use Policy

Version: 1.0 | Effective: [Date] | Next Review: [Date + 12 months] Owner: [Department/Role] | Approved By: [Authority]

1. Purpose This policy establishes guidelines for the responsible use of artificial intelligence tools by [Organization] employees, contractors, and volunteers.

2. Scope This policy applies to all AI tools — including but not limited to chatbots, image generators, code assistants, and automated decision systems — used for [Organization] business, whether on organization-owned or personal devices.

3. Approved Tools Only tools on the Approved AI Tools List (maintained by [IT/Department]) may be used for organization business. The current list is available at [location]. To request addition of a new tool, submit [form/request].

4. Data Classification and AI Use

Data Classification May Be Entered into AI Tools?
Public Yes
Internal Yes, with approved enterprise tools only
Confidential No — unless using an approved, contractually compliant tool
Restricted (PII, PHI, financial) No — under any circumstances without written CISO approval

5. Use Requirements - All AI-generated content must be reviewed by a qualified human before external use. - AI outputs must not be presented as human-created without disclosure when the distinction matters. - Employees must complete AI literacy training within [90 days] of this policy’s effective date. - Custom AI applications (GPTs, bots, automations) must be registered with [IT/Department].

6. Prohibited Uses - Entering restricted data (PII, PHI, FERPA-protected, financial) into non-compliant tools - Using AI for employment decisions (hiring, evaluation, termination) without Human Resources approval and bias audit - Creating deepfakes or synthetic media of real individuals - Using AI to circumvent security controls or access restrictions - Using AI to generate misleading information for external stakeholders

7. Procurement AI tool procurement follows the standard [Organization] procurement process with additional requirements: data processing agreement review, security assessment, bias evaluation for decision-making tools, and accessibility compliance check.

8. Incident Reporting Report AI-related incidents (data exposure, biased output affecting decisions, tool misuse) to [contact] within [24/48] hours.

9. Training All employees must complete the approved AI literacy program. Departments using AI for domain-specific tasks must provide additional training.

10. Review This policy will be reviewed [quarterly / semi-annually / annually] or when significant changes in AI technology or regulation occur.

Template 4: Student AI Disclosure Template

For: Students in any course with AI use policies

AI Use Disclosure for [Assignment Name]

Student: [Name] | Date: [Date]

AI Tool(s) Used: [e.g., ChatGPT-4, Claude, Grammarly, DALL-E]

How I Used AI:

What I Did Myself:

[Describe your own intellectual contribution — the thinking, analysis, writing, and decisions that are yours.]

What I Would Do Differently:

[Optional — reflect on whether AI helped or hindered your learning on this assignment.]

Adapt these templates to your context. The goal is transparency, not restriction.

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