Artificial Intelligence is slowly becoming a part of everyday learning, and schools are realising the need for clear rules around its use. Having an AI school policy helps set boundaries, protect students, and guide teachers on how to use AI responsibly in classrooms. In this blog, we’ll walk you through how to create or adapt an AI school policy template that fits your school’s needs. You’ll also learn what sections to include, what guidelines matter most, and how to make the policy practical for both students and teachers in 2025. Let’s get started.
How to Create or Adapt an AI School Policy Template
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Start by Reviewing What’s Already Out There
Before writing anything, take time to understand existing guidelines. Go through the National Education Policy (NEP) 2020, which encourages ethical AI use and integration into classrooms. It talks about personalised learning through AI tools, adaptive assessments, and AI-based support systems. It also reminds schools to think about student privacy and ethics.
Next, explore CBSE’s AI curriculum guidelines. These documents explain how to introduce AI from classes 1 to 12, not just as a subject, but also as a teaching aid. You’ll find lesson plans, training modules for teachers, and real classroom use cases.
Don’t forget to check any ICSE circulars, state board policies, and local education rules. Make sure your policy follows the Digital Personal Data Protection Act (DPDP) 2023, which has strict rules for handling data related to children under 18. This includes getting verified parental consent, not tracking students online, and collecting only the data you really need.
Look at how other schools, in India and abroad, have created their AI policies. Learn from them and adjust their templates to match your school’s environment.
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Define What the Policy Covers
Be very clear about who this policy is for. You’ll need to consider students of all age groups, teachers, school staff, IT support teams, parents, and school leadership. Each group interacts with AI in a different way, so your policy should reflect that.
Make a list of all the AI tools your school uses or plans to use. This could include chatbots, grading platforms, analytics dashboards, or adaptive learning apps. Include where they are used such as classrooms, computer labs, admin offices, or even in homework apps.
Set specific goals for what you want AI to achieve. For example, improving learning through personalised support, making admin tasks more efficient, protecting student data, or teaching digital responsibility. Make sure these goals match your school’s values and academic vision.
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Structure the Core of the Policy
Start with your school’s core values. Include a section that outlines your commitment to ethical and fair AI use. Talk about transparency, inclusiveness, and respect for students’ autonomy. Explain that AI is there to support learning, not replace human connection.
Next, clearly outline what each group is responsible for.
- Students should know how to use AI tools appropriately, follow digital rules, and avoid cheating.
- Teachers should understand how to include AI in their lessons and handle student data properly.
- Administrators should monitor tool usage, approve new platforms, and ensure that everyone follows the rules.
For clarity, use a simple traffic light system to list allowed and restricted uses:
- Green: Encouraged uses like content creation or adaptive learning
- Yellow: Allowed with limits, such as using AI in test prep with teacher guidance
- Red: Not allowed, such as using AI to cheat or breach someone’s privacy
Add a section on Evaluation and Monitoring. Your school should regularly check if the tools are working well and if the policy is being followed. Ask for feedback from students, staff, and parents, and update the policy when needed.
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Adapt It to Your School’s Needs
Every school is different, so don’t just copy-paste a generic policy. Tailor it to your infrastructure, student background, and academic calendar.
If your school has limited internet access or devices, make room for slow or offline adoption. If your student body is multilingual, make sure all AI tools and documents are available in regional languages.
Also, think about how AI fits into your current teaching methods. Let AI support regular classes rather than replace them. Find ways to blend it into group projects, research work, and class discussions without losing that human connection students need.
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Engage Stakeholders
This step often gets skipped, but it’s one of the most important.
Teachers
Hold small group meetings where teachers can talk about their comfort levels with AI, ask questions, and suggest ideas. Make sure they feel heard.
Parents
Host sessions where you explain in simple terms how AI will be used and how student data will be protected. Use regional languages if needed and keep the tone friendly and non-technical.
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Students
Ask them directly. Use surveys or class discussions to understand what they think of AI tools. Include older students in AI committees or feedback groups.
Admins and IT Teams
These are the people who’ll make AI run smoothly on the ground. Get their input on what’s practical and what needs more planning. Let them flag technical or security issues early on.
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Make Sure Everything Is Legal and Ethical
This is non-negotiable. You need to meet all rules laid out by India’s DPDP Act.
Consent
Have a clear process for getting parents’ consent. Use platforms like DigiLocker or official school documents for verification. Also, give parents the option to withdraw consent anytime and ensure data is deleted when requested.
Bias and Fairness
AI tools can sometimes show bias. Set up regular checks to make sure your tools aren’t discriminating based on gender, language, caste, or religion. Use tools that offer explainable AI so teachers and students can understand how decisions are made.
Data Safety
Make sure your data is stored securely, only used for what it’s needed for, and deleted when it’s no longer useful. Keep everything within Indian data laws, and run periodic audits to check for any gaps.
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Finalise and Get Approval
Once your draft is ready, present it to the school board or leadership team. Include a clear plan for how the policy will be rolled out, what it will cost, and how success will be measured. Prepare summaries for decision-makers, so they don’t have to go through every detail.
Keep a proper record of all drafts, approvals, and updates. When the policy is approved, make sure every stakeholder receives a version they can understand. Students may need a simplified version, while your IT team might need something more technical.
Upload the policy on your school’s website, and make printed versions available too. Everyone should be able to access it easily.
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Implement, Monitor, and Keep Improving
Don’t just hand out the policy and call it done. Make sure it’s understood and used.
Spread the Word
Use assemblies, printed brochures, emails, and teacher briefings to explain what’s changing. Keep the tone friendly and helpful.
Train Everyone
Run hands-on sessions for teachers to get comfortable with AI tools. Teach students about digital responsibility and include AI topics in the curriculum.
Keep a Check
Use regular feedback, surveys, and data tracking to see how things are going. If something’s not working, adjust it. Create a schedule for reviewing the policy every year or two. If urgent changes are needed due to new laws or tools, act quickly.
Start Small and Scale Up
Begin with a few classes or tools. Learn what works and what doesn’t. Build on successes and refine where needed. Keep a log of lessons learned, and share your experience with other schools too.
What Should Be Included in an AI School Policy Template?
If your school is thinking about creating a clear and responsible AI policy, here’s a breakdown of what you’ll want to include:
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Preamble / Purpose
Start with a short introduction that explains why this policy exists. Define what artificial intelligence means in your school’s context. You can include terms like generative AI and machine learning. Mention the reason behind the policy, like promoting ethical use, protecting academic honesty, safeguarding privacy, and preparing students for a future where AI is part of everyday life. You can also briefly point out how this aligns with NEP 2020 or board expectations like CBSE or ICSE.
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Scope
Clearly mention who this policy is for. That includes students across all grades, teachers, support staff, and school leaders. Specify where this policy applies. For example, school-owned devices, personal devices brought to school, and any remote or hybrid learning setup. Also, list the kinds of AI activities it covers, like using chatbots for homework, generating content, or using classroom aids.
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Definitions
Add a section that explains key terms so there’s no confusion. Words like “AI tool,” “Generative AI,” “LLM,” “Plagiarism,” and “Deepfake” should be clearly defined. You can also list commonly used tools like ChatGPT, Bard, and DALL·E and explain whether they’re allowed, not allowed, or allowed with restrictions.
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Principles and Values
Lay out the values that will guide AI use in your school. Include honesty, fairness, safety, and digital well-being. Talk about data privacy and the need to protect student and teacher information. Emphasise inclusivity so all students have fair access, and make sure there’s accountability in place if something goes wrong.
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Allowed and Restricted Uses
Give examples of how AI can be used in a healthy and helpful way. That might include brainstorming ideas, research support, or using tools that help teachers explain things better. Then clearly mention what’s not allowed. That can include using AI to cheat, write entire assignments, or generate deepfakes. If students use AI, they should be taught how to cite it properly.
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Roles and Responsibilities
Break down what each group needs to do.
- Students should follow the rules, be honest, and clearly mention when they’ve used AI.
- Teachers should model ethical use, create assessments that consider AI’s impact, and guide students when needed.
- Administrators should help build the infrastructure, offer training, and make sure the policy is followed.
- Parents and guardians should be informed and involved, especially when it comes to usage outside the classroom.
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Assessment and Evaluation
Explain how your school will adjust tests and assignments to avoid AI misuse. This could include new ways of marking, tools to detect plagiarism, or question formats that can’t easily be answered by AI. If someone breaks the rules, there should be a clear process to handle it.
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Training and Capacity Building
Everyone needs to stay up to date. Offer training for teachers so they understand AI tools, know the risks, and can guide students better. Run awareness sessions for students and parents to improve digital literacy. Keep refreshing the training as AI tools change.
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Infrastructure, Tools and Access
Mention the basic tech requirements like hardware, internet safety, and content filters. List which tools are allowed and whether your school prefers open-source platforms. Include safeguards like monitoring, logging, and data backups.
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Privacy, Security and Data Protection
Talk about how data will be collected, stored, and shared. This includes student work and any inputs used in AI tools. Make sure there is consent in place when required, especially for tools that handle personal data. Follow national laws like the Digital Personal Data Protection Act and any local child protection guidelines.
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Ethical and Bias Considerations
AI tools aren’t perfect. Make sure the ones used in school don’t promote bias based on gender, religion, or background. Students should be encouraged to question AI output and not blindly trust it. If the content looks misleading or off, teachers should step in and help.
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Monitoring, Reporting and Review
Explain how the school will track whether the policy is being followed. Who’s responsible? What signs will they look for? Set up a clear way to report misuse or raise concerns. Decide how often the policy will be updated so it stays relevant with new tools and board updates.
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Discipline and Consequences
Let everyone know what happens when the rules are broken. Whether it’s a student, teacher, or staff member, there should be a fair process for investigating what happened and handling it. Include a process for appeals too.
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Communication and Consent
Make sure the policy is shared with everyone—students, teachers, and parents. Where consent is required (like using a tool that collects data), it should be taken properly. Be transparent about what tools are being used, how, and when.
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Integration with Curriculum and Co-Curricular Activities
Try to blend AI education into your school’s curriculum. NEP 2020 encourages the use of emerging technologies, so link this policy to national guidelines. You can also promote AI-based clubs, innovation labs, or projects that help students explore these tools in a fun and responsible way.
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References and Related Documents
Add a final section with useful links and documents. This could include NEP 2020, CBSE or state board AI guidelines, privacy policies, or other school documents related to technology use. If any model policies from other schools are available, those can be added here too.
Want to save time and get started right away? Download our ready-to-use AI School Policy Template. It’s designed to cover everything mentioned above in a clear and structured format, so you can easily adapt it to your school’s needs. Whether you’re just starting or looking to refine an existing policy, this template will give you a solid head start.
Closing Thoughts
Creating an AI policy might feel like a lot at first, but it’s just about setting clear rules that make sense for your school. The goal is to use AI in a way that helps learning, keeps things fair, and protects students. If you take it step by step, involve the right people, and stay open to feedback, your policy will grow stronger over time.
Priya Kapoor
Priya Kapoor is an accomplished education professional with over 18 years of experience across diverse fields, including eLearning, digital and print publishing, instructional design, and content strategy. As the AVP – Academics at Extramarks, she leads academic teams in creating tailored educational solutions, ensuring alignment with varied curricula across national and international platforms...Read More
