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Artificial Intelligence (AI) is increasingly becoming a fundamental aspect of the educational landscape. For us, familiarizing ourselves with AI is no longer a choice but a necessity.
AI tools can aid in creating personalized learning experiences, streamlining administrative tasks, and enhancing student engagement. Being knowledgeable about the potential applications and implications of generative AI in the classroom will enable educators to utilize these tools effectively, fostering a more adaptive and innovative learning environment. Additionally they will allow our students to have equitable access to opportunities that will impact their chosen career.
How AI is Governed in PGCPS
How AI is Governed in PGCPS
AI use in PGCPS is governed by Board Policy 0123: Artificial Intelligence (adopted April 25, 2024; amended June 26, 2025) and Administrative Procedure 0123: Artificial Intelligence Use and Governance (effective December 2, 2025). AP 0123 is the current operating guidance and replaces the October 7, 2024 joint memo.
What that means for you
Any AI system used with students, used to process personally identifiable information (PII), or used to inform significant operational decisions must clear the district's formal AI Evaluation Process before it is purchased or used.
Requests begin with the Digital Tools Review form (AP 0123, Attachment A), submitted by a principal, office director, or central program manager.
The district's Division of Information Technology maintains the Approved AI Systems list, which includes approved systems.
Students do not have unrestricted access to AI tools. Student access is limited to district-approved pilot programs, and parental consent is required before certain AI services are offered to students.
board-policy-0123---artificial-intelligence.pdfadministrative-procedure-0123---artificial-intelligence-use-and-governance (1).pdfAll PGCPS staff have access to Google Gemini
All PGCPS staff have access to Google Gemini
Gemini is your AI assistant for chat and productivity, included in the district's Google Workspace for Education Plus license. When you sign in with your PGCPS account, your conversations and files are not used to train the model.
What you can do
Chat: draft and revise messages, brainstorm, summarize long documents, and think through a problem out loud.
Gems: build a custom assistant once, with your own instructions and reference files, then reuse it. Useful for anything you write repeatedly: family newsletters, meeting recaps, PD session outlines.
Gemini Notebook (formerly NotebookLM): ground an assistant in documents you upload, so its answers come from your sources instead of the open web.
PGCPS AI ToolKIT
PGCPS AI ToolKIT
Educators and staff could explore the tabs at the bottom for different categories within the PGCPS AI Toolkit, and see how AI can transform teaching, learning, and collaboration in our district. Additional tools will be added as they are reviewed for security and privacy, equity, and alignment to existing PGCPS curriculum.
These tools have been reviewed for compliance with our organization's policies, procedures, and data security standards. As ongoing evaluations are conducted, the list of available AI resources may be updated, with some tools added or removed based on their alignment with our guidelines. Use only IT-approved tools with AI capabilities, and avoid adopting new AI tools without authorization. If you find a promising AI tool, submit it for evaluation. When using approved AI-enabled tools, follow our data and confidentiality policies, and always review AI outputs before official use.
Note: Inclusion within the toolkit does not mean that PGCPS has purchased licenses.
Want to get started using the AI Toolkit and other AI tools? Use the guidelines below to self-check tools prior to using them.
Click here for the full image with functional links.
Attention: AI Notetakers
Attention: AI Notetakers
Zoom AI Companion is a generative AI assistant integrated into the Zoom platform to enhance Zoom meetings. It is the only AI notetaker/tool authorized to be used in PGCPS. Staff will have the option to enable this feature when using their pgcps.org Zoom account. If you want to use an AI Notetaker, you must use Zoom over other video conferencing tools.
Before using this tool, view the PGCPS Zoom | AI Companion Guidance to learn about:
Managing other AI Notetakers/Assistants in Meetings
Suitable scenarios for using Zoom AI Companion
View the video to the left to learn how to activate Zoom AI Companion.
Requirements for Use (that vary from the video)
Deselect "Turn on meeting summary automatically"
Set "Only meeting host" when enabling
Review and edit the transcription before sharing
AI Ground Rules for Staff
AI Ground Rules for Staff
Before you use any AI tool
Sign in with your PGCPS credentials. Enterprise sign-in is what keeps your prompts and files out of public model training.
AI assists, you decide. You remain accountable for anything you send, submit, or publish.
Anonymize first. Strip names, ID numbers, and other identifying details before you upload or paste anything.
Know your office's disclosure expectations. Ask your supervisor how AI use should be disclosed in your work.
Never upload these to any AI tool
IEPs and 504 plans
Student records of any kind
Employee evaluations
Discipline files
Records related to active investigations
PGCPS curriculum, textbooks, and assessment materials, which are copyrighted district property
If you are not sure whether something belongs in an AI tool, it probably doesn't. Questions? t3@pgcps.org
GUIDANCE FROM THE Division OF ACADEMICS
GUIDANCE FROM THE Division OF ACADEMICS
Guidance For Teachers
Guidance For Teachers
The graphic to the right provides instructional guidance on using AI in the classroom. It highlights strategies for ethical use of AI for instructional planning to maintain academic integrity and support skill development. It outlines appropriate ways to use AI tools, such as brainstorming, refining ideas, and checking grammar, while emphasizing what students should avoid, like using AI to complete assignments or group tasks. It serves as a clear resource for teachers to help guide students in using AI responsibly in their academic work.
Click on the arrow on the top right of the graphic to expand the PDF.
Instructional Guidance For AI In The Classroom.pdfStudent Resources for Pilot Programs
Student Resources for Pilot Programs
In this section, we introduce two graphics designed for students participating in pilot programs. These resources are tailored to enhance the learning experience while fostering responsible and ethical use of AI.
Webinar Recordings
Webinar Recordings
(Click on the hyperlinks to view the recordings)
Dive into the fundamentals of Artificial Intelligence! Understand machine learning (ML), the role of data, and how ML uses pattern recognition to make predictions (like Netflix and Spotify). Explore how ML is already integrated into daily life (healthcare, maps, fraud detection). Learn about data bias, its impact on equity and ethical use in education, and how to spot and mitigate it in AI-generated content.
The session will begin with a brief overview and explanation of AI and how to teach about AI, with some resources to explore. Focus on the uses of Artificial Intelligence, with some explanation of how these tools can be used in any classroom, as ways for students to explore and design their own chatbots, for example. We will talk about ChatGPT and dive into its uses, concerns, and explore how it is evolving and the implications for education and the future of work. Resources will be shared and attendees will have time to explore and discuss.
Learn the PGCPS AI vision (Safety, Equity, Innovation, Intentionality) and approved tools for educators. Get an overview of Generative AI and its safe, intentional use. Differentiate between Google Gemini (quick brainstorming, broad internet search) and NotebookLM (source-based answers, multi-source uploads, no hallucinations). Focus on evaluating outputs, ethics, and privacy (avoiding PII).
Dive into the world of artificial intelligence (AI) and discover how it can enrich your teaching experience. Our session is a hands-on exploration. Our goal is not just to introduce you to AI but to be a guide in thinking about when and how to incorporate these exciting tools into your teaching practices. Whether AI is a new concept for you or you have limited prior knowledge, we're here to support you in your journey.
Get started with Google's Gemini LLM via your PG CPS account. Learn the basic interface and prompt engineering using the PARTS framework (Persona, Aim, Recipients, Theme, Structure) to refine outputs (stories, quizzes, lesson plans). Crucially, understand PII (Personally Identifiable Information) and privacy best practices to safely use AI in your professional role and protect student data.
Master the art of Prompt Engineering to get effective results from Google Gemini. Learn the PARTS framework for creating specific prompts: Persona, Aim, Recipients, Theme, Structure. Practice refining prompts to maximize productivity (e.g., generating checklists, plans, or summaries). Discover advanced features like using Gems for recurring tasks and uploading documents for audio overviews. Always adhere to PII guidelines.
Learn More About AI in PGCPS
Learn More About AI in PGCPS
Visit pgcps.org/ai for everything the district publishes on AI in one place: policy and guidance, the approved tools list, the implementation framework, and AI literacy resources for staff, students, and families.
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