Staff AI Tool Declaration Form

Guide to Completing the AI Declaration Form

This form ensures any use of AI tools in school is safe, transparent, and compliant with KCSIE 2025, GDPR, and our school values (REACH). Please complete it carefully. The aim is not to discourage AI use, but to make sure it is appropriate, safe, and understood.

Section 1 – Staff Details

• Why? This links the tool to a named user.
• What to do: Enter your full name, role, and school email address.

Section 2 – AI Tool Information

• Why? We need to know exactly what tool is being used.
• What to do: Give the name of the tool (e.g. ChatGPT, Gemini, Microsoft Copilot), the provider (e.g. OpenAI, Google, Microsoft), and how you access it (school login, personal account, free trial, paid plan).

Section 3 – Purpose of Use

• Why? Different uses carry different levels of risk.
• What to do: Tick or describe how you intend to use the tool. For example:
  • Planning lessons or generating teaching ideas
  • Administrative tasks (emails, reports)
  • Pupil-facing use (resources, interventions, accessibility tools)
  • Professional development or CPD
  • Other (please specify)

Section 4 – Data Handling & Safeguarding

• Why? Protecting personal information is a legal duty.
• What to do:
  • State clearly if you will input pupil data (names, work, personal details).
  • If yes, explain how you will anonymise or protect it.
  • Confirm if staff data will be used.
  • Say whether the tool shares information with third parties, and if you’ve checked the provider’s privacy policy.

Section 5 – Safeguarding & Professional Practice

• Why? AI tools must support, not undermine, safe and professional conduct.
• What to do:
  • Support for safeguarding/professional practice:
    Think about whether the tool helps you work more effectively, inclusively and safely; whether you are confident no personal or pupil data is at risk; and whether it aligns with safeguarding expectations and our REACH values.
  • Risks (bias, misinformation, harmful content, data misuse):
    Think about whether this tool could give false or biased information, show or generate inappropriate content, or mishandle personal data.
  • Steps to mitigate risks (fact-checking, anonymisation, supervision):
    Explain how you’ll reduce risks, for example by checking accuracy, removing personal details, and supervising use.

Section 6 – Approval & Monitoring

• Why? Some tools may be appropriate for occasional use but not for regular or pupil-facing use.
• What to do: Indicate whether this is a one-off or regular need. Add any extra comments.

Digital Signature

• Why? This confirms the information is honest and complete.
• What to do: Sign and date the form. By signing, you agree to the statement:
  “I confirm that the information I have provided about my use of AI tools is accurate and complete, and I understand that failure to declare AI use honestly may be treated as a breach of school policy and professional standards.”

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Section 1 – Staff Details

Name *

First

Last

Role *--- Select Choice ---TeacherTAAdminMSACaretaker

Email *

Email

Confirm Email

Section 2 – AI Tool Information

I use AI tools

• YES
• NO

Name of AI tools *

• Large Language Models (text/chat assistants) e.g. ChatGPT/Copilot/Gemini
• Image Generation & Editing e.g. Canva, Ideogram, etc.
• Other (please specify)

What tools do you use? *

Access method *

• School account
• Personal account
• Other (please specify)
• Free version
• Paid subscription

Section 3 – Purpose of Use

Intended use in school *

• Teaching and planning (e.g. generating lesson ideas, worksheets)
• Administrative tasks (e.g. drafting reports, emails)
• Pupil-facing use (e.g. adapted resources, interventions, accessibility tools)
• Professional development (e.g. CPD notes, reflection)
• Other (please describe)

Describe further the intended use in school *

Section 4 – Data Handling & Safeguarding

Will any pupil data (names, work samples, personal information) be inputted? *

• Yes
• No

How do you ensure pupil data within the AI tool is subsequently removed? *

Will any staff data be inputted? *

• Yes
• No

How do you ensure staff data within the AI tool is subsequently removed? *

Does the tool store or share entered data with third parties? *

• Yes
• No
• Unsure

Have you read the provider’s data/privacy policy? *

• Yes
• No

Section 5 – Safeguarding & Compliance

How does the use of this tool support safeguarding and professional practice? *

In your answer, consider whether the tool helps you work more effectively, inclusively and safely; whether you are confident no personal or pupil data is at risk; and whether it aligns with safeguarding expectations (KCSIE 2025) and our school values.

or (bias, removed?

What are the risks (bias, misinformation, exposure to harmful content, data misuse)? *

Think about whether this tool could give false or biased information, show or generate inappropriate content, or mishandle personal data.

What steps will you take to mitigate these risks (fact-checking, anonymisation, supervision)? *

Explain how you’ll reduce risks, for example by checking accuracy, removing personal details, and supervising use.

Section 6 – Approval & Monitoring

Do you require this AI tool for one-off use or regular use? *

• One off
• Regular use

Any further comments or justification?

Digital Signature *

• I confirm that the information I have provided about my use of AI tools is accurate and complete, and I understand that failure to declare AI use honestly may be treated as a breach of school policy and professional standards.

Submit