/
Artificial Intelligence Use Plan for Staff

Artificial Intelligence Use Plan for Staff

Special School District of St. Louis County

Artificial Intelligence Use Plan for Staff

Effective Date: 7/22/2025
Authority: Policy EHBD and Regulation EHBD-R
AI Coordinator: Chief of Student Services

Introduction

This AI Use Plan is developed in accordance with District Policy EHBD and Regulation EHBD-R, which establish the framework for artificial intelligence use within the Special School District of St. Louis County. All AI use for district work must remain within the boundaries established by these governing documents. Any use of AI outside of these parameters will be considered a policy and/or regulation violation and may subject the employee to disciplinary action up to and including termination.

Staff are expected to familiarize themselves with both this Use Plan and the underlying policy documents to ensure full compliance with district expectations for responsible AI use.

Purpose and Scope

This AI Use Plan provides detailed guidelines for safe, ethical, and effective artificial intelligence use by all Special School District (SSD) staff members. This plan applies to all district employees, contractors, temporary employees, volunteers, and others accessing AI within the scope of their district duties, regardless of location when a nexus to the educational environment exists.

The plan is designed to maximize the educational and productivity benefits of AI while protecting student privacy, ensuring data security, and maintaining compliance with all applicable laws and district policies.

District-Approved AI Services

Staff may ONLY use the following AI tools through their SSD credentials:

  1. Google Gemini

  • Access: Through SSD Google Workspace account only

  • Features: Enterprise-level AI support with enhanced privacy protections

  • Approved Uses: Lesson planning, curriculum development, assessment creation, administrative tasks

  1. Microsoft Office 365 Copilot

  • Access: Integrated into Word, Excel, PowerPoint, Outlook, and other Office applications

  • Features: AI assistance within familiar Office tools

  • Approved Uses: Document creation, data analysis, email drafting, presentation development

  1. Notebook LM

  • Access: Through SSD Google login

  • Features: AI-powered research and note-taking tool

  • Approved Uses: Research assistance, content organization, meeting notes, project planning

IMPORTANT: AI Features built into exsisting SSD services (Goalbook, Therapylog…) are also approved when used as the tool is designed.

Important: Staff must log in through their SSD credentials to access enterprise-level security protections. Personal AI accounts are NOT approved for any educational or district-related use.

Acceptable AI Uses

Staff are authorized to use approved AI tools for the following purposes:

Educational and Instructional Uses

  • Lesson Planning: Create unit and lesson plans aligned to learning objectives

  • Curriculum Development: Generate activity ideas and cross-curricular connections

  • Differentiation: Develop strategies to meet diverse student needs

  • Assessment Creation: Design quizzes, tests, rubrics, and feedback templates

  • Essential Questions: Craft meaningful, inquiry-based learning prompts

Inappropriate Example: Asking AI to "Create a lesson plan to teach fractions" without providing any context about grade level, learning objectives, or instructional time, resulting in generic content that doesn't meet specific educational needs or align with district curriculum standards.

IEP and Special Education Support

  • Goal Development: Draft SMART goals using disability-specific templates

  • Accommodation Planning: Research and generate appropriate accommodations

  • Progress Monitoring: Create data collection forms and tracking systems

  • Documentation: Develop templates for progress notes and therapy documentation

  • Transition Planning: Generate ideas for post-secondary readiness

Inappropriate Example: Copying and pasting AI-generated IEP goals directly into a student's plan without reviewing for accuracy, appropriateness, or alignment with the student's specific needs and assessment results, potentially creating ineffective or inappropriate educational programming.

Administrative and Professional Tasks

  • Communication: Draft professional emails and correspondence

  • Meeting Planning: Create agendas and organizational materials

  • Data Analysis: Analyze trends and summarize information

  • Report Writing: Organize content and structure documents

  • Professional Development: Research best practices and educational strategies

Inappropriate Example: Using AI to generate a complete incident report or disciplinary documentation without proper review and validation, potentially including inaccurate information or failing to meet legal and procedural requirements for official district records.

Strict Prohibitions

Staff are STRICTLY PROHIBITED from the following AI uses:

  1. Policy and Legal Violations

  • Any AI use that violates district policies, contractual obligations, or applicable laws

  1. Academic Integrity

  • Using AI to violate assignment instructions or requirements

  • Representing AI-generated content as original work without proper acknowledgment

  • Facilitating student academic dishonesty

  1. Unapproved Tools

  • Using any AI tools not included in the District Approved AI Services list

  • Accessing AI through personal accounts for district-related work

  1. Harmful Content

  • Creating or disseminating false information on matters of public importance

  • Generating altered images, voice, or media without proper consent

  • Creating obscene or harmful content

  • Harassing, embarrassing, defaming, or harming any person

  1. Discrimination and Bias

  • Using AI for decision-making that impacts legally protected rights

  • Relying on AI for adverse employment actions

  • Using AI in ways that perpetuate bias or discrimination

  1. Legal and Formal Proceedings

  • Using AI to prepare written content in district legal matters including:

    • Statements related to staff/student investigations

    • Formal proceedings related to student matters

    • Child complaints/due process proceedings

    • Legal documentation requiring professional legal review

  1. Operational Disruption

  • Any AI use that disrupts district operations, instruction, or safety

  • Activities that compromise intellectual property rights or violate copyright laws

  • Uses that negatively affect the district's reputation or cause harm

Data Security and Privacy Requirements

Mandatory Security Practices

  1. SSD Credentials Only: Always log in through your district-provided account

  2. No Personal Accounts: Never use personal AI accounts for district work

  3. Confidential Data Protection: Exercise professional judgment to safeguard sensitive student and staff information

  4. Content Review: Always review and validate AI-generated content before use

  5. Appropriate Attribution: Clearly identify when AI has been used to create or assist with content

Data Handling Guidelines

  • Assume all prompts and inputs may be stored by AI systems, which is why the security of enterprise-grade protection is so vital by using district tools and credentials only

  • Use generic examples and hypothetical scenarios when seeking AI assistance

  • Remember that AI-generated content may contain inaccuracies requiring verification

Professional Responsibilities

Content Verification

Staff must:

  • Review all AI-generated content for accuracy and appropriateness

  • Fact-check information before using it with students or sharing publicly

  • Ensure content aligns with district educational standards and values

  • Modify AI suggestions to meet specific student needs and contexts

Transparency Requirements

Staff should:

  • Acknowledge when AI has been used to create or enhance materials

  • Model appropriate AI use for students

  • Discuss AI limitations and the importance of critical thinking

  • Maintain professional judgment in all AI-assisted decisions

Requesting New AI Tools or Uses

To request approval for new AI tools or expanded uses of approved tools:

Required Information

  1. Tool Identification: Clearly specify the AI product and intended use

  2. Educational Purpose: Articulate the educational or productivity benefit

  3. Privacy Documentation: Provide the tool's data privacy policy and terms of use

  4. Policy Alignment: Demonstrate compliance with district policies and safety standards

Submission Process

Submit requests to the AI Coordinator at Alan Wheat, Chief of Student Services, and/or Jeremy Lo. The AI Coordinator will:

  • Review requests promptly

  • Confer with district technology resources to ensure sufficient data security

  • Provide written approval or denial with explanation

  • Update the approved tools list as appropriate

  • Consult with relevant administrators and experts as needed

Reporting Concerns and Violations

Safety and Effectiveness Concerns

Report concerns about approved AI tools to the AI Coordinator, including:

  • Technical issues affecting functionality

  • Content accuracy problems

  • Privacy or security concerns

  • Suggestions for improved implementation

Misuse Reporting

Mandatory Reporting: Staff must report suspected AI misuse, including:

  • Violations of this Use Plan

  • Harmful or inappropriate AI use

  • Potential legal or policy violations

  • Safety concerns for students or staff

Contact: Report all concerns to the AI Coordinator, who will investigate and coordinate with building administrators as appropriate.

Training and Support

Required Training

All staff must complete AI training covering:

  • Safe and appropriate AI use

  • District policy compliance

  • Data privacy requirements

  • Ethical considerations

  • Practical applications

Ongoing Support

The district provides:

  • Regular updates on approved tools and best practices

  • Professional development opportunities

  • Technical support for approved AI platforms

  • Consultation on appropriate AI use cases

Compliance and Consequences

Legal and Policy Compliance

This AI Use Plan supplements, but does not replace, existing district policies and legal requirements. All AI use must comply with:

  • Federal privacy laws (FERPA, COPPA)

  • State education regulations

  • District technology and acceptable use policies

  • Professional ethics standards

  • Copyright and intellectual property laws

Disciplinary Actions

Violations of this AI Use Plan may result in:

  • Training requirements

  • Loss of AI access privileges

  • Progressive disciplinary action

  • Termination of employment

  • Legal consequences as applicable

The AI Coordinator may immediately suspend AI access for users who pose unacceptable risks to privacy, safety, or district operations.

Annual Review and Updates

This AI Use Plan will be reviewed annually and updated as needed to address:

  • New AI technologies and capabilities

  • Changes in applicable laws and regulations

  • Emerging best practices in educational AI use

  • Feedback from staff and stakeholders

  • Safety and security developments

Resources and Contact Information

AI Coordinator: Chief of Student Services
Contact: awheat@ssdmo.org
Policy References: EHBD, EHBD-R

Questions about this AI Use Plan should be directed to the AI Coordinator. This plan is a living document that will evolve with technology and district needs while maintaining our commitment to student safety and educational excellence.

This AI Use Plan is effective immediately and supersedes any previous informal guidance regarding AI use. All staff are responsible for compliance with these requirements.