The District AI Policy Kit

Free, ready-to-adapt language to help your school bring AI into the classroom responsibly — written by the team behind MeritBoard. Read it all below; unlock the print/PDF version with your email.

1. Model Classroom AI-Use Policy (student-facing)

Our school may use AI-assisted tools to help recognize and celebrate student work (for example, ranking entries in a class contest). When AI is used:
• AI provides a first-pass assessment only. A teacher reviews and makes the final decision on every result.
• These activities are for recognition and engagement, not official grades.
• Each activity states whether students may use AI tools to create their entries.
• Student work is not used to train AI models.
• Families may opt a student out of AI-assisted activities by contacting the teacher.

2. Procurement / Vendor Clause

The vendor shall: (a) act as a "school official" with a legitimate educational interest under FERPA; (b) use student data solely to provide the contracted service and never to train AI models or for advertising; (c) not sell student data or disclose it to third parties except sub-processors strictly necessary to deliver the service; (d) maintain a written information-security program; (e) support data deletion on request and at contract termination; and (f) comply with COPPA and applicable state student-privacy laws (e.g., SOPIPA/SOPPA).

3. Data-Usage Statement (for your website / handbook)

[School Name] uses MeritBoard to run AI-assisted student contests. Submissions are processed only to judge the specific contest and are never used to train AI models. Results are reviewed and approved by a teacher before they are shared. Public displays use a first name and last initial (or a chosen screen name), and any student can be excluded from public display. Teachers can delete student work at any time.

4. Parent Notification Template

Dear Families,
This year our class will use MeritBoard to celebrate student work through friendly contests. An AI tool helps rank entries quickly and fairly, and I review and approve every result before anything is shared. This is for fun and recognition — not grades. Student work is never used to train AI, and your child can be excluded from any public display. If you have questions or would prefer your child not participate in AI-assisted activities, please reach out.

5. How MeritBoard Handles AI (one-pager)

• AI-assisted, teacher-certified: AI ranks and drafts feedback; a teacher confirms and publishes every result.
• Not grades: contests are recognition and engagement.
• No model training on student work, ever.
• Privacy by default: results start private; public names are first name + last initial or a screen name; per-student exclusion.
• Teacher (and family) control: delete any work anytime; per-contest AI-entry rules; parental opt-out.
• Transparent rubrics: see mymeritboard.com/how-judging-works.

These templates are provided as a starting point and are not legal advice. Have your counsel review before adopting.

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