The use of artificial intelligence at Glenlyon Norfolk School must always reflect the school’s core values of Truth, Courage, Caring, Individuality, and Community.

All staff are expected to use AI tools in ways that align with the school’s five guiding principles for artificial intelligence.

Human Authority

AI tools may assist with drafting, summarizing, organizing information, or improving efficiency, but they do not replace human judgment. Staff remain responsible for reviewing, approving, and taking ownership of all work produced with the assistance of AI systems.

Intellectual Agency

AI should support professional thinking and problem-solving rather than replace it. Staff should use AI as a tool to assist their work while continuing to apply their own expertise, critical thinking, and professional judgment.

Transparency and Attribution

When AI meaningfully contributes to a document, report, or communication, staff should be transparent about its use when appropriate. Transparency helps maintain trust, clarity, and accountability within the school community.

Responsible Innovation

AI tools should be used thoughtfully and in ways that support the school’s educational mission and operational integrity. Staff are encouraged to explore new tools responsibly while remaining mindful of potential risks such as bias, inaccuracy, or misuse.

Privacy and Data Security

Protecting personal information is essential. Staff must not enter confidential student, employee, or school data into AI systems that have not been reviewed and approved through the school’s technology and privacy review process.

AI tools may be used to support many operational tasks, provided staff maintain human oversight. GNS encourages the thoughtful use of AI to reduce low-value administrative workload where appropriate, allowing staff to spend more time on:

• relationship-building

• instructional design

• feedback and assessment

• student support

• creativity and innovation

Examples include:

Administrative Efficiency

AI may assist with:

• drafting internal documents

• summarizing meeting notes

• organizing information

• preparing outlines for reports

• generating workflow checklists

• synthesizing research

Communications Drafting

AI may assist with:

• drafting newsletters

• refining messaging

• adjusting tone for clarity

• editing grammar and readability

All communications must be reviewed and approved by the responsible staff member before distribution.

Event Planning and Logistics

AI may assist with:

• planning timelines

• generating task lists

• organizing event schedules

• drafting promotional ideas

Creative and Strategic Brainstorming

AI may support:

• marketing concept development

• community engagement ideas

• innovation initiatives

• program planning

AI may help generate ideas, but final decisions must always be made by staff.

AI must not be used for tasks that require confidentiality, sensitive judgment, or protected information.

Staff must not use AI tools to generate or process:

Student Data

• student names or identifying information

• academic records

• disciplinary documentation

• learning support information

• counselling or wellbeing notes

Human Resources Information

• employee evaluations

• performance documentation

• disciplinary records

• hiring decisions

• confidential HR reports

Financial and Institutional Data

• financial records

• contract negotiations

• donor information

• confidential board materials

Sensitive information must remain within approved secure institutional systems.

Protecting personal data is a shared responsibility.

When using AI tools, staff must:

• use only approved platforms for school-related work

• avoid entering identifiable personal data into public AI systems

• confirm that AI platforms meet institutional privacy requirements

• escalate concerns about data privacy when unsure

If there is any uncertainty about whether information can be entered into an AI tool, staff should ask before using the tool.

AI outputs should never be used without human oversight.

Before using AI-generated content, staff should review for:

• factual accuracy

• tone and appropriateness

• bias or unintended implications

• alignment with school values

• clarity and professionalism

AI can assist with drafting, but staff remain responsible for the final message.

When AI is used to assist with communications or publications, staff must ensure that the final content reflects the values and voice of Glenlyon Norfolk School.

Communications representing the school should:

• reflect authenticity and professionalism

• align with school messaging and culture

• maintain a respectful tone and clarity

AI should support communication—not replace the human relationships that define the GNS community.

AI technologies evolve quickly, and staff may encounter situations where appropriate use is unclear.

If uncertainty arises:

• Consult your supervisor or division leader.

• Contact the Director of Technology.

• Delay use of the tool until guidance is provided.

Asking questions helps ensure that innovation remains responsible and aligned with school values.

Reminder that all new digital tools that handle school data must be vetted through the GNS Tech Check process, prior to use.

GNS encourages staff to build responsible AI literacy.

Staff are encouraged to:

• explore emerging tools thoughtfully

• participate in professional learning opportunities

• share effective practices with colleagues

• remain informed about privacy and ethical considerations

Responsible experimentation helps the school continue to innovate while protecting the community.

Artificial Intelligence will continue to shape education and organizational practice.

At Glenlyon Norfolk School, we are committed to ensuring that these technologies are used in ways that:

• strengthen operational efficiency

• support innovation and creativity

• protect privacy and dignity

• maintain transparency and accountability

Above all, AI will remain a tool that supports people—not a substitute for human judgment and relationships.