This article explains what district policy actually requires when it comes to AI tools, and separates that from general good practice. It’s meant as a reference you can come back to, not something you need to read start to finish right now.

Where this policy lives

The AI addendum is part of the district’s Acceptable Use of Technology Resources Agreement, the same policy every employee signs annually. You can read the full Acceptable Use Policy and AI Addendum at any time, and complete your annual acknowledgment through the same page.

Who this applies to

The policy applies to all staff, students, volunteers, and contractors using district technology systems. That includes district-owned devices, district networks and accounts, and personal devices when they’re being used for district purposes.

Using AI tools ethically

• Don’t use AI to cheat, plagiarize, fabricate work, or misrepresent who actually wrote something.
• Don’t use AI to harass, threaten, bully, or impersonate someone.
• Don’t generate content that’s sexually explicit, violent, or otherwise inappropriate for a school setting.
• Evaluate AI-generated content critically for accuracy, bias, and appropriateness before you use it.
• Disclose AI use when a teacher, policy, or professional obligation requires it.

Protecting student and employee data

This is the section most likely to affect your day-to-day work:

• Don’t enter student personally identifiable information (PII), such as names, student ID numbers, birthdates, addresses, or grades, into an AI tool that hasn’t been approved by the district.
• Don’t enter confidential employee information (like Social Security numbers or employee ID numbers), IEP/504 data, health records, discipline records, or login credentials into an unapproved AI tool.
• Use only district-approved AI tools for any work involving student data or official district operations.
• FERPA, COPPA, and Louisiana’s student privacy law (La. R.S. 17:3914) all apply to AI interactions the same way they apply to any other handling of student or employee information.

No expectation of privacy

Like all other use of district networks, devices, and accounts, AI tool use has no expectation of privacy. The district can monitor, log, and review activity on district technology resources, including interactions with AI tools, to check compliance with policy and applicable law.

Official district communications

If you use AI to help draft something that goes out as an official district communication or document, an appropriate employee has to review it before it’s used. AI can help you get started, but you’re responsible for what’s actually sent, published, or submitted under your name or the district’s name.

For staff specifically

• Use only district-approved AI tools for instructional or operational work involving student data.
• Don’t independently contract for, purchase, or require students to use AI tools that haven’t gone through the district’s review process.

For students

Students may use AI tools only when a teacher or assignment specifically allows it. If it’s not specifically allowed, students should assume it isn’t permitted for that assignment.

What happens if the policy isn’t followed

Violations can lead to suspension or loss of technology access, disciplinary action under the employee handbook or student code of conduct, and notification to a supervisor or parent/guardian as appropriate. As with the rest of the Acceptable Use Policy, this is treated the same as any other technology policy violation, not as something unique to AI.

Good habits beyond what the policy requires

These are Technology Department recommendations, not policy requirements:

• Verify facts, names, dates, statistics, and citations that AI gives you. AI tools can produce confident, plausible-sounding information that’s inaccurate.
• If you wouldn’t include something in a normal email because it’s sensitive, don’t put it into an AI tool either.
• Treat AI output as a draft you’re responsible for reviewing and correcting, not a finished product.

Questions

Contact your building’s on-site techie or technology@gpsb.org.

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