1. Purpose
This policy provides guidance on the responsible, ethical, and effective use of Artificial
Intelligence (AI) tools by AYBI staff and learners. It aims to ensure that AI is used to
enhance learning, creativity, and productivity while maintaining integrity, data privacy,
and fairness.

2. Scope
This policy applies to:
 All AYBI staff, tutors, volunteers, and learners.
 All uses of AI tools (e.g. ChatGPT, Google Gemini, Microsoft Copilot, AI art or
image generators) in teaching, learning, assessment, and administrative tasks.

3. Definition
Artificial Intelligence (AI) refers to computer systems that perform tasks requiring human-
like intelligence, such as problem-solving, text or image generation, translation, or data
analysis.

4. Guiding Principles
 Transparency: AI use should be openly acknowledged. Learners and staff must
declare when AI tools have been used to support work or decision-making.
 Integrity: AI must not be used to misrepresent one’s own work, plagiarise, or cheat in
any form of assessment or activity.
 Fairness: AI tools should be used in ways that promote inclusion and do not
discriminate or spread bias.
 Privacy and Data Protection: No personal, confidential, or sensitive data should be
entered into AI tools unless explicitly approved by AYBI.
 Human Oversight: AI outputs must always be reviewed and verified by a human
before use or submission.

5. Acceptable Use
For Staff:
 May use AI tools to enhance lesson planning, resource creation, or communication.
 May use AI to generate ideas or improve administrative efficiency.
 Must review and edit AI-generated content to ensure accuracy and appropriateness.
 Should model ethical and responsible AI use for learners.
For Learners:
 May use AI to support learning — e.g. for research help, idea generation, or feedback
on writing.
 Must not submit AI-generated work as their own without acknowledgement.
 Should check the accuracy of any information generated by AI before use.
 Must follow tutor guidance on approved AI tools and usage.

6. Unacceptable Use
 Submitting AI-generated work as original without acknowledgment.
 Using AI to cheat, plagiarise, or complete assessments dishonestly.
 Entering or sharing personal data, private information, or organisational content with
AI tools.
 Using AI to create or share inappropriate, discriminatory, or harmful content.

7. Acknowledging AI Use
When AI tools have contributed significantly to a piece of work, users should include a short
statement such as:
“This work was supported by [AI tool name] to assist with [specific purpose, e.g. idea
generation, proofreading, formatting].”

8. Training and Support
 AYBI will provide guidance and training sessions for staff and learners on safe and
ethical AI use.
 Ongoing support will be available to ensure digital literacy and awareness of
emerging technologies.

9. Monitoring and Review
 This policy will be reviewed annually to reflect developments in AI technology and
educational practice.
 Breaches of this policy will be handled in line with AYBI’s disciplinary or conduct
procedures.

10. Policy Approval and Version Control
Approved by: AYBI Senior Leadership Team
Effective Date: 30 th September 2025
Next Review Date: 30 th September 2026