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Artificial Intelligence (AI) Use Policy

For Learners and Teaching Staff
Version: 1, July 2025

Person Responsible for the Policy: Tony Higgins, Managing Director

Purpose

This policy sets out clear expectations and guidance on the ethical, legal, and responsible use of Artificial Intelligence (AI) tools by learners and teaching staff. It ensures that AI is used to enhance learning, teaching, and assessment without compromising academic integrity, safeguarding, or quality.

Scope

This policy applies to:

  • All enrolled learners (including apprentices)
  • Teaching staff including tutors, assessors, curriculum developers, IQAs, and support staff
  • Any AI technologies used for teaching, learning, assessment, feedback, or curriculum planning

Definition of AI

Artificial Intelligence (AI) refers to computer systems that can perform tasks typically requiring human intelligence.
Examples include

  • Text generators: ChatGPT, Quillbot, Grammarly
  • Image generators: DALL·E, Midjourney, Canva AI
  • Assessment tools: AI quiz makers, marking assistants
  • Planning tools: AI lesson planners, scheme of work generators
  • Language tools: AI translation or summarisation tools

AI use by Learners

Permitted Uses:

Learners may use AI to:

  • Support research and idea development
  • Check grammar or spelling
  • Create visuals for assignments or presentations
  • Summarise notes or explain complex concepts
  • Explore examples or case studies to aid understanding

Prohibited Uses:

Learners must not use AI to:

  • Complete or generate entire assignments for submission
  • Submit AI-generated work as their own without declaration
  • Use AI to produce false, offensive, misleading or discriminatory content
  • Enter personal or confidential data into public AI platforms

Use of AI Images:

AI-generated images are permitted for educational use if:

  • Clearly labelled as “AI-generated”
  • Used to support—not replace—learner understanding
  • Do not breach copyright, mislead the viewer, or distort factual content
  • Cited with the source platform (e.g. DALL·E, Canva AI)

Academic Integrity and Plagiarism

Learners are expected to produce original work. Any AI support must be acknowledged in submitted work. Undeclared or excessive use of AI may be considered academic misconduct or plagiarism.
Example statement: “AI tools (Grammarly and Canva AI) were used to check grammar and create supporting visuals. All written content and analysis are my own.”

Ethical Considerations for Learners

Learners are expected to:

  • Use AI responsibly and respectfully
  • Avoid biased, harmful, or offensive content
  • Acknowledge limitations of AI (e.g. hallucinations, errors, bias)
  • Evaluate all AI-sourced information for accuracy and appropriateness

AI Use by Teaching Staff

Permitted Uses:

Teaching staff may use AI to:

  • Generate ideas for lesson planning, schemes of work, or resources
  • Draft quiz questions or multiple-choice assessments
  • Summarise learning content
  • Provide structured feedback ideas (to be edited and personalised)
  • Support administrative or report writing tasks
  • Create engaging visual content (AI-generated images or diagrams)

Professional Expectations

Staff must:

  • Always review, edit, and quality assure AI-generated content before use
  • Avoid sole reliance on AI for teaching, planning, or assessment
  • Apply professional judgement and pedagogical principles
  • Never use AI to directly mark learner work or substitute personalised feedback

Curriculum Development

AI may support the creation of:

  • Unit outlines and curriculum maps
  • Knowledge organisers or revision materials
  • Scenario-based activities or case studies
  • Visual aids for vocational or technical training

All AI-derived content must be checked for accuracy, curriculum alignment, and inclusivity.

Feedback and Assessment

AI can suggest generic feedback or help structure comments, but it:

  • Must be personalised for the learner
  • Should be reviewed for tone, accuracy, and relevance
  • Cannot be used to auto-grade or make final decisions on learner achievement

Legal and Data Protection Responsibilities

All AI usage must comply with data protection and safeguarding policies.

  • No personal data (e.g., learner names, progress records) may be entered into public AI tools
  • Staff must only use AI tools that comply with the provider’s data protection standards
  • Learners and staff must not share confidential information with AI platforms without prior approval

Addressing Bias and Accuracy

AI tools can reflect bias or return inaccurate information. Staff and learners must:

  • Cross-check facts with credible sources
  • Challenge biased, offensive, or exclusionary content
  • Ensure materials are inclusive, representative, and free from stereotyping

Support and Development

System People/SP Training will:

  • Offer training to staff and learners on responsible AI use
  • Provide up-to-date guidance and examples of good practice
  • Include AI awareness as part of the digital skills curriculum
  • Monitor developments in AI to ensure continued relevance and compliance

Breaches of this Policy

Breaches will be taken seriously and may lead to:

  • Retraining or mentoring (staff)
  • Re-submission or disciplinary action (learners)
  • Investigation under the provider’s behaviour or academic misconduct policies

Monitoring and Review

This policy will be reviewed annually or in response to significant changes in AI technology, legislation, or educational practice.

This policy is approved and endorsed by the System People Ltd Board and will be reviewed on a annual basis.

Signed:

By Whom: Tony Higgins, Managing Director Date: July 2025

Version Control
Version 1 Effective Date: 29th July 2025
Review Dates
Policy will be reviewed on an annual basis.
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