Free AI Acceptable Use Policy Template for Schools (England)
A staff policy starting point covering approved tools, data boundaries, checking outputs, assessment and incidents, with clear places for local decisions.
Set the boundary
Agree which tools staff may use, with which accounts, and what must never be entered.
Keep judgement with staff
Checking, accountability and the choice not to use AI are built into the wording.
Flag the hard cases
Assessment, SEND, individual reports and pupil use are marked for local decisions, not assumed.
This template is a starting point, not legal, data protection, safeguarding or assessment advice, and it does not make a school compliant. Ask your data protection officer, designated safeguarding lead and IT lead to review it, then approve it through your own governance route. The Department for Education (DfE) guidance it cites applies to England.
What's included in the template
What this policy template covers, and what it leaves out
This editable template helps a school or trust in England set clear rules for staff use of generative AI. It is built around DfE guidance on generative AI in education, DfE data protection guidance for schools and the DfE product safety standards, read on 12 October 2026. The sources are listed in the template.
It does not authorise pupil use, set phase-specific assessment procedures, replace your data protection documents or set breach-notification deadlines. Each of these is flagged for a local decision. It has been checked by AHAI against the sources only, and has not been reviewed by a data protection officer, safeguarding lead or assessment specialist.
How to use the template
Find the placeholders: Open the Word document and work through the highlighted items in square brackets (for example, [SCHOOL / TRUST NAME]). Delete options that do not apply.
Decide locally: Complete the approved-tools register with your IT lead, DPO and DSL. Delete the fictional example appendix from your adopted version.
Approve and communicate: Take it through your governance route, publish it where staff can find it, and test understanding with realistic scenarios. See Staff are already using AI. What should your school check?
Template preview
1. Purpose and scope
This policy sets out how staff at [SCHOOL / TRUST NAME] may and may not use generative AI tools. Its purpose is to let staff use approved tools sensibly while protecting pupils, parents and carers, and staff, and keeping professional judgement with staff.
4. Data boundaries
Staff must not enter the following into any AI tool unless the school has approved that exact use in the approved-tools register, with advice from the DPO:
| Category | Default position |
|---|---|
| Names or identifying details of pupils, parents, carers or staff | Do not enter |
| Safeguarding, health, SEND, behaviour, attendance or attainment records | Do not enter |
| Pupils' original work | Do not upload unless the tool will not use it for training and the use is approved |
| Curriculum content and published material | Usually fine in an approved tool, with checking |
Frequently asked questions
Is this school AI acceptable use policy template free?
Yes. You can download it and adapt it for local use within your own school or trust, in line with the AHAI terms of service.
Does the template make a school compliant?
No. It is a starting point for staff rules. The school remains responsible for its own data protection, safeguarding and assessment decisions.
Is the template only for schools in England?
It is written around DfE guidance, which applies to England. Schools in Scotland, Wales and Northern Ireland should check their own national guidance.
Does the template allow pupils to use AI?
No. It covers staff use. Section 9 lists what to decide and record before any pupil use.