Mapleton Public Schools Policy – Privacy and Responsible Use of AI Tools (Comprehensive Board Version)

Purpose and Scope

This policy establishes guidelines to protect student privacy and data when using artificial intelligence (AI) tools in Mapleton Public Schools. It is designed to ensure compliance with U.S. federal laws – including the Family Educational Rights and Privacy Act (FERPA), Children’s Online Privacy Protection Act (COPPA), and Children’s Internet Protection Act (CIPA) – as well as Colorado state student privacy laws. The policy applies to all students aged 13 and older, staff, and third parties who use or implement AI technologies in our educational programs, both on campus and at home when used for school-related purposes. It complements existing district policies on technology use, data protection, and academic integrity.

Definitions

• Artificial Intelligence (AI) Tools: Software or online services that simulate human intelligence, including generative AI (tools that create new content such as text, images, or code). Examples include OpenAI’s ChatGPT and similar conversational agents.
  
  

• Personally Identifiable Information (PII): Any information that can identify a student or their family either directly or when combined with other data. PII includes but is not limited to a student’s name, birthdate, grade, address, email, phone number, student ID, health or disability information, or other personal details (District AI Policy.pdf). Education records containing PII are protected under FERPA.
  
  

• Educational Use: Use of AI tools for purposes that support learning, teaching, or school operations as authorized by the district. This may include assisting with homework, research, tutoring, lesson planning, or translation, under supervision and in alignment with curriculum goals.
  
  

• Prohibited Use: Any use of AI tools that violates this policy, other district policies, or applicable laws. Prohibited uses include those that compromise privacy, breach security, infringe on others’ rights, or conflict with educational objectives (detailed in a section below).
  
  

Compliance with Federal and State Laws

FERPA – The district will handle student education records in accordance with FERPA to ensure privacy. FERPA is a federal law that protects the privacy of student education records and gives parents (and eligible students aged 18+) rights to access and correct these records (Data Privacy and Security | CDE). No student PII will be disclosed to third-party AI providers without prior parental consent or a FERPA-compliant exception (Data Privacy and Security | CDE). For instance, transferring student data to an external service like OpenAI requires either written parental permission or a qualifying “school official” agreement that meets FERPA’s requirements for protecting the data.

COPPA – The district acknowledges the Children’s Online Privacy Protection Act, which requires parental consent for online services to collect personal information from children under 13 (A Comprehensive Guide to COPPA - Walturn). This policy is focused on students 13 and older. For any AI use involving students under 13 (if ever applicable), the district will obtain verifiable parental consent in advance, as required by COPPA, or will prohibit such use. Students 13–18 are permitted to use district-approved AI tools only with parental knowledge and permission, consistent with COPPA’s intent and OpenAI’s terms of service requiring parental consent for minors (Is ChatGPT safe for all ages? - OpenAI Help Center).

CIPA – In compliance with the Children’s Internet Protection Act, the district maintains an Internet Safety Policy and technology protections to filter inappropriate content and monitor minors’ online activity on school networks (Child Internet Protection Act (CIPA) Overview). AI tools accessed at school (including ChatGPT) will be subject to the same web filtering and monitoring as other internet use, to block obscene or harmful material and to ensure student online safety. Educators will supervise AI use, and any content generated that violates CIPA standards (e.g. sexually explicit or violent material) is prohibited. Students will also receive instruction on safe and ethical online behavior in accordance with CIPA’s requirements for digital citizenship education.

Colorado Student Privacy Laws – Mapleton Public Schools follows Colorado’s Student Data Transparency and Security Act (C.R.S. §22-16-101 et seq.) and related state laws, which impose strict obligations to protect student data (Student Data Privacy - Colorado Early Colleges). All contracts with AI service providers will include Colorado-required data protection terms. No student personal data will be sold, rented, or used for commercial purposes by the district or its vendors (State Student Privacy Laws). Parents have extensive rights under state law: they can inspect and review their child’s personal information held by the district, request an electronic or paper copy of their child’s data (including any data held by an AI service provider on the school’s behalf), and request correction of any inaccuracies (Data Privacy and Security | CDE) (Data Privacy and Security | CDE). The district has established a procedure for parents to lodge complaints about student data privacy; upon such a complaint, parents will have the opportunity for a hearing, and the Board will address the issue within the timeframe required by law (Data Privacy and Security | CDE). This policy is intended to fulfill those state requirements by transparently outlining how student information is protected when using AI tools.

Data Collection and Use Disclosure

Data Minimization – The district will strive to minimize the collection of student data when using AI tools. Students and staff are prohibited from inputting personally identifiable information (PII) or any confidential data about students or staff into AI tools that are not district-approved or lack a proper data privacy agreement (District AI Policy.pdf). For approved AI tools (with a contract or terms vetted by the district), only the minimum necessary information should be provided for the tool to function. For example, a student might input an essay prompt or a homework question into ChatGPT, but should not include their name, the names of classmates, or any contact information in the query.

Disclosure of AI Data Practices – The district will inform students and parents about what data may be collected by AI tools and how it is used. Generally, when a student uses ChatGPT or a similar AI service, the content of their queries and the AI’s responses may be recorded on the service provider’s servers. The district will ensure that OpenAI (or any AI provider in use) has a publicly available privacy policy and that it does not use student inputs for unintended purposes such as advertising or creating individual profiles for commercial use (State Student Privacy Laws). OpenAI’s current usage policies indicate that user inputs may be used to improve the model unless the user or institution opts out, so Mapleton will pursue available measures (such as enterprise settings or agreements) to opt out of having student data used to train AI models whenever feasible.

District Monitoring and Logs – In order to maintain accountability and safety, the district may monitor student use of AI tools on school networks or devices. This can include keeping logs of prompts entered and content generated during school-supervised AI sessions. Any such logs or transcripts will be treated as confidential educational records, protected under FERPA. They will be accessible only to authorized personnel (such as the teacher, school administrators, or IT staff overseeing compliance) and to the student and parent upon request. These records will be used solely for purposes like evaluating educational use, investigating any misuse, or improving instructional support. The policy of data minimization means that these logs will not contain sensitive personal identifiers beyond perhaps a username or user ID needed for auditing.

Use of Data by AI Providers – The district will only approve AI platforms that agree to abide by student privacy protections consistent with law and this policy. Any third-party AI provider (e.g. a company providing a learning application powered by AI) must sign a Data Privacy Addendum/Agreement (DPA) with the district if required by law. Such agreements contractually bind the provider to use student data only for the authorized educational purpose, to not disclose or monetize it, to maintain robust security, and to delete data upon request or contract termination (in line with C.R.S. §22-16-109 and §22-16-110) (Colorado Revised Statutes Section 22-16-109 (2023) - Justia Law) (Colorado Title 22. Education § 22-16-109 - Codes - FindLaw). If the district uses an AI tool under standard consumer terms (an “on-demand provider” with no negotiated contract), the district will carefully review the provider’s privacy policy to ensure it substantially complies with legal requirements. The district will also post a list of any on-demand AI providers in use and their privacy policies on the district website, as required by Colorado law for transparency. If at any point an on-demand AI service is found non-compliant with its privacy policy or legal standards, the district will discontinue its use and inform parents of the change (On-Demand Provider Transparency | CDE).

Purpose Limitation – All student data collected or processed via AI tools will only be used to support education and not for unrelated purposes. For instance, if a student’s writing sample is run through an AI for feedback, that content will only be used to provide feedback to the student (and possibly to help the teacher assess learning), not for any other analysis. The AI provider is likewise restricted to using the data only to deliver the service. The district prohibits any secondary use such as creating profiles on students’ learning habits or targeting them with advertisements. In summary, student data stays within the educational context and is protected by our contracts and by law from being exploited outside of that context (State Student Privacy Laws).

Consent and Parental Rights

Parental Notification and Consent – Prior to students using AI tools like ChatGPT in the classroom or for assignments, the district will notify parents/guardians about the planned use of these tools and the measures in place to protect student privacy. Because our students covered by this policy are minors (13–17 years old), parental consent is required for regular use of AI tools in instruction, in alignment with both legal and ethical guidelines. OpenAI’s own terms of use require that users under 18 have parental or guardian permission to use the service (Is ChatGPT safe for all ages? - OpenAI Help Center), and the district will uphold that requirement. At the start of a course or program that involves AI, schools will obtain a signed consent form from parents acknowledging that their student may use AI resources and that the parent understands the associated data practices. This consent will cover the collection of any non-PII student data that occurs (such as the student’s work product) and confirms that parents permit the student to have an account or access credentials for the AI platform if needed. Parents who do not provide consent will be offered an opt-out and the school will provide alternative resources or assignments for their child (with no academic penalty).

Student Consent (Age 18) – If a student is 18 or older, the rights under FERPA transfer to the student as an “eligible student.” In such cases, the student’s own consent (rather than the parent’s) may be obtained for using AI tools. However, even in these cases, the school will include the family in communication out of courtesy and to maintain transparency. Students who are 18+ are expected to abide by the same guidelines and may opt out of AI tool use on their own behalf if they have concerns.

Parental Access to Information – Parents have the right to inspect and review any personal information related to their child’s use of AI tools that the district maintains (Data Privacy and Security | CDE). Upon request, the district will provide parents with a copy of their child’s data that may reside on district systems or that was provided to an AI service provider on the district’s behalf (for example, transcripts of AI-assisted tutoring sessions, if recorded) (Data Privacy and Security | CDE). If a parent wishes to see the privacy policy of an AI tool or details about what data is collected by that tool, the district will assist in providing that information (Student Data Privacy | Springfield School District).

Right to Request Corrections – If any information is collected via an AI tool and is maintained by the district as part of a student’s record (for instance, a saved piece of AI-analyzed writing), parents may request correction of any factually inaccurate information in those records (Data Privacy and Security | CDE). The district will promptly review such requests and, if an inaccuracy is confirmed (e.g. an AI system attributed a piece of content to the wrong student or recorded an incorrect score), the record will be corrected and the parent/student will be informed of the change in a timely manner.

Opt-Out and Objection – Parents (or students who are 18) have the right to refuse or discontinue the use of AI tools for their child’s education. If a parent is uncomfortable with their child using ChatGPT or any generative AI, they should notify the school in writing. The school will then provide a reasonable alternative method for the student to complete the learning objectives (for example, using non-AI resources or traditional teacher feedback). There will be no academic disadvantage to the student for exercising this option. Additionally, if a parent has evidence that an AI tool is not complying with its stated privacy policy or with legal requirements, they may bring this to the attention of the school principal or district privacy officer (On-Demand Provider Transparency | CDE). The district will investigate such claims; if substantiated, the district may choose to stop using that AI service and will inform all stakeholders of the decision (On-Demand Provider Transparency | CDE).

Ongoing Communication – The district will maintain open lines of communication with parents regarding AI usage. This includes notifying parents of any new AI tools being introduced in the curriculum, any significant changes to how student data is handled by these tools, and prompt notification in the event of any security incident or data breach involving student information. All consent forms and parental rights information will be provided in an accessible, plain-language format (see the accompanying “Plain Language AI Privacy Rights Guide”) to ensure understanding.

Security Measures and Data Sharing Restrictions

Security of AI Systems – The district will implement reasonable and appropriate security measures to safeguard AI technologies from unauthorized access, data breaches, or misuse (District AI Policy.pdf). All AI systems or tools deployed will be reviewed by the District’s Information Technology (IT) department or data privacy officer for adherence to the district’s security standards before they are made available to students. This includes verifying that:

• Communications between user devices and the AI service are encrypted (HTTPS or similar encryption in transit), to protect data from interception.
  
  

• The AI service has adequate access controls and authentication, meaning only authorized users (students/staff) can access the service and any stored data is compartmentalized by user.
  
  

• The provider has documented data security practices, such as encryption at rest, regular security audits, and intrusion detection.
  
  

• If the AI tool is hosted locally (on district servers), it will be governed by district network security policies, including firewall protection and routine security assessments.
  
  

Account and Credential Security – Where AI tools require user accounts (such as a login for ChatGPT), the district will manage student accounts to the extent possible to ensure security. For example, the district may provide students with school-managed accounts or aliases to use AI services rather than personal accounts. All default passwords will be required to be changed, and students must adhere to strong password practices and not share credentials. Multi-factor authentication will be enabled for staff accounts or any accounts with access to multiple students’ data, if supported by the AI service, to add an extra layer of protection.

Data Sharing and Third-Party Restrictions – The district and its staff will not share student PII with any third-party AI tool or service provider unless: (a) that provider is under contract as a school official with a data privacy agreement, or (b) the sharing is consistent with a FERPA exception or is otherwise legally permissible with consent (Data Privacy and Security | CDE). Even when sharing is permitted, only the minimum information necessary will be provided (as noted in Data Collection and Use). AI providers are forbidden from further disclosing or re-using the student data we share, except as needed to provide the service, and must have provisions ensuring no selling, renting, or profiling of students (State Student Privacy Laws). Vendors must also agree not to mine the data for purposes beyond the scope of school use. For example, if an AI writing platform analyzes student essays, it cannot then use those essays to train a general commercial AI model or to generate marketing insights. Any violation of these restrictions by a provider will result in termination of the contract and potential legal action.

Data Storage and Retention – Student data that is processed by AI tools will not be stored longer than necessary. The district will set guidelines for data retention in line with both legal requirements and practical needs. For instance, if ChatGPT conversations are logged for moderation, those logs might be kept only through the end of the school year for review purposes and then deleted, unless needed for an ongoing investigation. Vendors under contract will be required to securely destroy student data upon request or when it is no longer needed for the educational purpose, as mandated by Colorado law (data destruction requirements) (2023 Colorado Revised Statutes Title 22, , Article 16 - STUDENT ...) (The State Board of Education Obligations Under the Student Data ...). The district’s IT department will periodically purge locally stored AI usage data that is no longer required. Backups containing student data will be protected and eventually deleted according to the district’s data retention schedule. In the event that an AI tool stores data offshore or in cloud servers, the district will verify that those data centers meet security standards and comply with U.S. privacy laws or else avoid using such tools.

Network and Content Security – When students use AI tools at school, they do so on the district’s filtered network. In addition to general CIPA-mandated filtering, the district will employ content moderation features provided by AI vendors. OpenAI’s ChatGPT, for example, has built-in content filters to prevent users from receiving certain harmful outputs. However, these filters are not infallible. Teachers and staff must actively supervise AI usage, especially for younger students, to ensure no prohibited content is accessed or retained. Any attempts to bypass content filters (for example, by inputting prompts intended to elicit inappropriate responses) are strictly forbidden and will be handled as a violation of this policy. The district’s network monitoring systems will flag unusual or policy-violating activities on AI platforms when possible. Additionally, any files uploaded to AI services (e.g., if a student uploads an essay file for analysis) must be scanned for viruses/malware by district security systems to prevent potential security threats.

Training and Access Control – Only authorized users will have access to AI tools in the district. Students will typically gain access through class activities or assignments; they are not to use school AI accounts for personal, non-educational use. Staff will be trained on security best practices for AI, such as not revealing their own login credentials or allowing students to use an AI tool under a staff account (to prevent students from inadvertently seeing someone else’s data). The principle of least privilege will be applied – for example, a teacher account might see their students’ AI activity but not students from other classes. If an AI system offers role-based access (student/teacher/admin roles), the district will configure these roles to limit data visibility appropriately. Regular audits will be conducted to ensure that access permissions remain correctly set and that no unauthorized access to data has occurred.

Incident Response – In the unfortunate event of a security breach or unauthorized disclosure of student data involving an AI tool, the district will follow its incident response protocol. This includes containing the breach, notifying affected families and staff in accordance with state data breach notification laws, and cooperating with law enforcement or forensic investigations if needed. Steps will be taken to mitigate any harm (such as resetting compromised accounts, etc.). The district will also review what went wrong and implement improved safeguards to prevent future incidents.

Educational Use Parameters for AI Tools

Alignment with Educational Goals – AI tools are to be used as aids to enhance learning and teaching, not as replacements for student effort or professional judgment. Teachers may incorporate generative AI like ChatGPT to support instruction in various ways, such as: helping students brainstorm ideas, providing tutoring or practice questions, generating examples or explanations, translating languages, or assisting teachers in developing lesson materials. All such use must align with curriculum standards and the learning objectives of the course. Teachers remain responsible for verifying the accuracy and appropriateness of AI-generated content used in class materials or assessments. The district emphasizes that AI output can sometimes be incorrect or biased, so both educators and students should use it critically and not accept responses as automatically true or authoritative. Students will be instructed on how to cross-check important information and think critically about AI outputs (District AI Policy.pdf) (District AI Policy.pdf).

Teacher Guidance and Oversight – In the classroom setting, teachers will explicitly instruct students if, when, and how AI tools may be used for an assignment or activity. Some assignments may permit or even encourage AI assistance (for example, using ChatGPT to get feedback on a rough draft), while others may prohibit it (e.g. an in-class test meant to assess the student’s own knowledge). Teachers will clearly communicate these expectations in advance. When AI tools are allowed, teachers will guide students on proper use, which includes verifying AI-generated information and reviewing the AI’s output for accuracy and relevance before using it. Students should treat AI as a collaborator that still needs a human editor: for instance, if ChatGPT helps craft an essay outline, the student should refine that outline and ensure it meets the assignment criteria. Faculty will also design assignments in ways that foster original student work – for example, by requiring personal reflections, unique data, or oral presentations that demonstrate the student’s own understanding. This approach minimizes overreliance on AI and preserves academic integrity.

Authorized and Supported Tools – The district will maintain a list of AI tools that are authorized for educational use. Priority will be given to tools vetted for privacy and accuracy. For general-purpose AI like ChatGPT, the district may provide a specific interface or approved method for access (such as a school-managed login or a moderated platform) to ensure compliance with this policy. Use of any AI tools not expressly approved by the district is discouraged or may be disallowed, especially if those tools have unknown data practices. If a teacher or student wishes to try a new AI tool for educational benefit, they should consult the school administration for approval. The district’s vetting process will consider the tool’s educational value, privacy policy, terms of use, and any potential risks. Until vetted, new tools should not be used with real student data.

Use on Personal Devices and at Home – Many students may have access to AI tools on their own devices or home internet. When an AI tool is used at home for a school assignment, this policy’s rules still apply. Students are expected to uphold privacy protections (e.g., not inputting PII) and usage guidelines even outside of school. Parents are encouraged to supervise and engage with their child’s AI-supported schoolwork at home. For instance, if a homework assignment suggests using ChatGPT for research, parents can help ensure the student follows the school’s guidance (such as not sharing personal details and thinking critically about the answers). The district will provide resources or training to families on how to safely access AI tools from home, including how to set up appropriate accounts and content filters if needed. While the district cannot manage personal home devices, we strongly advise families to use updated antivirus software and safe browsing practices if downloading or running any AI apps. If a student is found to be misusing AI at home in a way that impacts the school environment (for example, generating harmful content to share at school), the district may address this under the relevant disciplinary policies.

Academic Integrity and AI – The district encourages learning with integrity. Students must do their own work and use AI only in ethically appropriate ways. Plagiarism or cheating via AI is strictly prohibited. Students may not submit AI-generated work as their own original work, nor copy-paste answers from AI into assignments without attribution or permission. If an assignment allows AI assistance, the student must still substantially contribute their own ideas and writing. Teachers will educate students on how to cite or acknowledge AI-generated content when it has been used (for example, a simple statement in a report like “ChatGPT was used to help generate ideas for this report”). In cases where AI was used with permission, failing to disclose that use when required may be considered misrepresentation. To support integrity, teachers might require intermediate steps (like outlines, drafts, or discussions) that demonstrate the student’s thought process beyond the AI output. The district may utilize plagiarism detection methods for assignments, but we will not use unreliable “AI-detection” tools that claim to identify AI-written text, as research shows they have high false-positive rates and can wrongly accuse students (District AI Policy.pdf). Instead, educators will rely on holistic judgment and standard academic honesty procedures if there is a concern about a student’s work.

Accessible and Equitable Use – When integrating AI tools, the district will ensure they are accessible to all learners. This means accommodating students with disabilities (e.g., ensuring AI platforms are compatible with screen readers or other assistive tech) and providing equitable access so that no student is disadvantaged by lack of technology at home. If an assignment involves AI and a student cannot access it from home, the school will provide time and access at school or offer an alternative. AI tools will be used to support differentiated instruction and personalized learning where appropriate: for example, AI-driven tutorials might help a student who needs extra practice in a subject. However, use of AI will never be mandatory in a way that violates a student’s rights or comfort; alternatives will be available. Moreover, staff will be attentive to any biases in AI outputs that could affect certain student groups and will intervene to ensure fair educational experiences for all students.

Prohibited Uses and Disciplinary Consequences

To maintain a safe, respectful, and lawful environment, certain uses of AI tools are explicitly forbidden. Engaging in any of the following is a violation of this policy and will invoke disciplinary action:

• Disclosing Personal or Confidential Information: Students and staff must not input any PII or confidential records into AI systems unless explicitly authorized as part of a secure, district-approved process (District AI Policy.pdf). This includes not only one’s own personal details but also information about other students, staff, or family members. For example, you may not prompt ChatGPT with “My classmate [full name] got a bad grade, how can I help them?” because that reveals identifiable information about the classmate. Likewise, do not ask an AI to evaluate a real student’s work by providing the student’s name or other identifying info. Disclosing sensitive school information (like security protocols, addresses, or any non-public data) via AI is also prohibited. Violations of this rule are serious, as they can constitute a breach of privacy law. Disciplinary action may include loss of access to technology, parent notification, and in severe cases, suspension or other remedies in line with FERPA’s breach consequences and district disciplinary codes.
  
  

• Bullying, Harassment, or Hate Speech: Using AI tools to generate or disseminate harmful content is strictly forbidden. This includes using AI to impersonate, threaten, or demean others. For instance, it is prohibited to ask an AI to produce an insulting message or deepfake image about a teacher or student. Creating fake content (text, images, audio) that could be used to bully or harass someone is considered a serious offense. All users must employ AI only for positive, educational purposes and uphold values of respect and inclusivity at all times. Harassment via AI will be treated the same as in-person or online harassment under the district’s code of conduct, meaning it could result in suspension, required counseling, or other corrective actions as outlined in anti-bullying policies. Law enforcement may be involved if the content constitutes a legal threat or defamation.
  
  

• Inappropriate or Obscene Content: Students may not use AI to request or share content that would violate school rules or general standards of decency. Generating sexually explicit material, glorification of violence, or other content inappropriate for minors is forbidden, even if only the AI “sees” it. Such behavior violates CIPA-related policy and our student conduct code. The district’s internet filters and the AI’s own filters are in place to prevent a lot of this, but any attempt to circumvent content restrictions by rephrasing prompts or using different tools is a violation. Consequences will range depending on severity – e.g., a warning and parental conference for a first minor offense, up to more serious discipline if the content is extremely offensive or there was intent to distribute it.
  
  

• Academic Dishonesty: As noted, using AI to cheat on assignments or exams is prohibited. This includes having an AI write essays, solve test problems, or otherwise do work that a student is expected to do themselves, unless the teacher has explicitly allowed it for a specific task. Even if AI use is allowed, it is prohibited to use it beyond the scope permitted (for example, using it in a closed-book test or on a section where it wasn’t allowed). Representing AI-generated content as one’s own original work is considered plagiarism. Incidents will be handled per the academic integrity policy: the work in question may receive no credit, and repeat or egregious offenses could lead to academic probation or other disciplinary measures. Students will always have a chance to explain their side, but the district will use established academic review processes to address suspected cheating. Importantly, the district will not rely on flawed AI-detection tools to accuse students (District AI Policy.pdf); any charge of academic dishonesty will be supported by additional evidence and academic judgment.
  
  

• Malicious Use (Security Violations): Any attempt to misuse AI tools for malicious purposes is banned. This includes trying to use AI to craft malware, guess passwords, or obtain unauthorized access to systems (e.g., asking an AI how to hack the school network). It also includes using AI to generate phishing emails or misleading information that could disrupt school operations. Such activities not only violate policy but may also violate the law. The district will impose strict penalties for intentional security-related misuse, potentially including referral to law enforcement. Additionally, introducing AI output into the school environment that causes panic or disruption (for example, generating a fake threat or alarm via AI) will be treated severely under policies for false alarms or threats.
  
  

• Copyright Infringement and Intellectual Property Abuse: Users should not upload copyrighted materials into AI tools unless they have permission or it falls under fair use, and even then with caution (District AI Policy.pdf). For example, do not feed entire textbook chapters or another student’s essay into an AI service – this might violate copyright or academic honesty. Also, do not use AI to produce content that infringes someone’s intellectual property (like generating text that is a close imitation of a copyrighted work with intent to pass it off). The district expects users to respect copyright law in all AI usage. If AI is used to create content, be mindful of the source of AI training data; if the output closely mimics a copyrighted source, it should be treated carefully. Violations will be addressed by removing the infringing material and educating the user on proper usage. Repeated or intentional infringement could result in loss of access to the AI tool or other tech privileges.
  
  

• Non-Educational Use: While students are at school (or on school accounts), AI tools should not be used for non-educational or personal purposes that interfere with learning. Examples include using ChatGPT to chat socially about unrelated topics during class time, or to generate content for personal social media posts while at school. This is akin to using a school computer for gaming or social networking in class, and will be handled with similar disciplinary measures (e.g., warnings, loss of computer privileges during class). The district’s acceptable use policy (AUP) for technology applies to AI use: all activity must be school-appropriate and for learning. Using AI tools to bypass the school’s network restrictions (for instance, querying an AI about sites that are blocked and asking for their content) is likewise prohibited.
  
  

Consequences – Consequences for violating these prohibited use rules will be enforced pursuant to the district’s discipline policies (JKD/JKE for student discipline, JIC for student conduct, etc.). They may include: verbal or written warnings, parent/guardian conferences, temporary or permanent revocation of access to specific AI tools or all district technology, detention or suspension for serious offenses, and in cases involving unlawful acts, involvement of law enforcement authorities. The district will ensure that disciplinary actions are fair, consistent, and correspond to the severity and frequency of the violation. Students will be clearly informed of what behavior was wrong and given an opportunity to learn from the incident. In addition, any misuse that results in a data breach or privacy violation may obligate the student (and parent) to work with school officials on mitigating the damage (for example, retrieving or deleting inadvertently shared information, or writing an apology if appropriate). Our focus is on education and prevention, so minor first-time violations might be handled through re-training on this policy and the proper use of AI, whereas willful or repeated misuse will face escalating consequences.

Transparency and Accountability Mechanisms

Policy Transparency – Mapleton Public Schools is committed to transparency about how AI tools are used in education and how student data is protected. This policy (the comprehensive version) will be publicly available on the district’s website and in school offices. Additionally, the district will publish a plain-language summary of this policy for ease of understanding by students and parents (see “AI in Education – Student & Family Guide” below). We will also list the AI tools and platforms officially in use, along with links to their privacy policies and any data privacy agreements, so that parents and community members can see exactly what technologies are being employed (Student Data Privacy - Colorado Early Colleges). When there are updates or changes (e.g., the introduction of a new AI application in classrooms), the district will update these postings and proactively notify stakeholders through appropriate channels (email, newsletters, etc.).

Regular Review and Updates – Given the fast-evolving nature of AI technology, this policy will be reviewed at least annually, and more frequently if needed. A committee appointed by the Superintendent (potentially including administrators, teachers, IT staff, parents, and students) will evaluate the effectiveness of the policy and monitor for any new risks or legal requirements. Board approval will be sought for any major revisions to ensure continued compliance with law and alignment with community expectations. The district has a scheduled plan (as part of its AI implementation roadmap) to finalize guidance documents, update Board policies, and pilot AI use cases in a controlled manner (District AI Policy.pdf) (District AI Policy.pdf). Progress on these plans will be reported to the Board and made available to the public. By keeping policies up-to-date, Mapleton Schools will remain compliant with any new federal or state regulations regarding AI or student data that may arise.

Training and Education – We recognize that clear policy alone is not enough; students, staff, and parents must understand and be prepared for the responsible use of AI. The district will incorporate training on AI privacy and ethics into professional development for teachers and into digital citizenship lessons for students. For example, teachers will receive guidance on best practices for vetting AI tools and protecting student data (such as the need to vet AI platforms’ safety and privacy before use (9 tips on how to protect student privacy when using AI tools)). Students will be taught about their role in keeping data safe (like why they shouldn’t share personal details with AI (District AI Policy.pdf)) and how to use AI as a supportive tool rather than a crutch. Parents will be offered informational sessions or materials about AI in education, so they know what to expect and how to reinforce these practices at home. Empowering all stakeholders with knowledge is a key accountability measure – it creates a culture of responsible use.

Monitoring and Audit – The district will continuously monitor the implementation of this policy. This includes technical monitoring (as described earlier) and administrative oversight. School administrators will periodically check that teachers are following the approved procedures for AI use and that students are adhering to guidelines. The IT department may conduct audits of AI tool usage logs (looking for any red flags like PII in prompts or attempted access to disallowed content) and report any concerns. If an incident occurs (e.g., a student inputs forbidden information into an AI), the situation will be reviewed to determine if policy improvements or additional training are needed. We will document incidents and responses as part of our audit trail. Moreover, any new AI vendor the district works with will be subject to a privacy and security compliance review; the findings of these reviews (e.g., whether the vendor met all DPA requirements) will be recorded and any deficiencies must be addressed as a condition of continued use.

Accountability to Parents and Students – Ultimately, the district is accountable to the families it serves. As noted, parents have avenues to inquire and complain about data privacy issues. The Board’s policy hearing process is in place, and the district will treat any such concerns with utmost seriousness (Data Privacy and Security | CDE). We will respond transparently to questions like “What does OpenAI do with my child’s data?” or “How is the school ensuring my child isn’t exposed to inappropriate material via AI?” – providing accurate information and action plans. In addition, if any privacy incident or breach occurs, the district will not hide it; we will notify affected parties promptly (consistent with state notification laws) and explain what corrective steps are being taken. Accountability also means that staff who violate this policy (e.g., a teacher negligently allowing student PII to be uploaded to an unauthorized app) will face appropriate internal consequences or re-training, just as students would. There will be no double standard – everyone in the Mapleton community, from the Board and Superintendent to teachers to students, shares responsibility for upholding the values and rules set forth here.

Continuous Improvement and Ethical Use – The district affirms that compliance is not a one-time task but an ongoing commitment. We will keep abreast of best practices and guidelines for AI in education from reputable organizations (such as the U.S. Department of Education, Future of Privacy Forum, and others). For example, we acknowledge emerging recommendations like developing protocols on what student information can be provided to AI platforms (Addressing AI Security Concerns in Education) and ensuring humans remain in the loop for important decisions. If higher standards or new ethical considerations emerge (for instance, laws regarding automated decision-making or algorithmic transparency in education), Mapleton Public Schools will adapt its practices accordingly. We will also celebrate and publicize successful, privacy-protective uses of AI that enhance learning, to build trust and understanding in our community. By staying transparent and accountable, we aim to harness the benefits of AI for education while fully safeguarding student rights and privacy (District AI Policy.pdf).

AI in Education – Student & Family Privacy Guide (Plain Language Version)

Welcome! This guide explains how Mapleton Public Schools protects students when using Artificial Intelligence (AI) tools like ChatGPT for schoolwork. We want students to benefit from new technology safely and responsibly. Below, we break down the key points of our AI Privacy Policy in simple language. Whether you’re a student, parent, or teacher, these are the most important things to know about using AI at school or at home for school tasks.

What Is an AI Tool (like ChatGPT)?

AI tools are computer programs that can answer questions, create text, and do other “smart” things by learning from lots of data. ChatGPT is one example – it’s like an online chatbot that you can ask homework questions or have it help you write something. AI can also make images, translate languages, or tutor you in a subject. In school, we might use AI to get extra help or ideas, but it’s important to use it correctly and safely.

Why are we using AI in school?

Used well, AI can support your learning. For example, you could ask ChatGPT to explain a difficult science concept in simpler terms, or get ideas for an essay, or practice math problems with step-by-step guidance. Teachers might use AI to plan lessons or give you more personalized practice. Our goal is to help you learn more effectively, not to replace the teacher or your own thinking. AI is a tool, like a calculator or a dictionary – helpful for certain tasks. By using AI, we want to prepare you for the real world where these tools are common, while making sure you learn the material and build skills. Remember: the point is to learn, so we only use AI in ways that add to your understanding (never to do your entire assignment for you).

What information do we collect when you use AI?

Very little. We try not to collect any personal information about you through AI tools. If your class uses ChatGPT, you might have to type in your question or assignment text for the AI to help. That question and the AI’s answer might be saved by the AI service (OpenAI) and sometimes by the school if needed. However, we make sure you don’t put any private info in your question. For example, we don’t want you to type your full name, or someone else’s name, address, or phone number into ChatGPT (District AI Policy.pdf). The only info we intentionally send is the content related to your school task (like “help me summarize Chapter 3 of To Kill a Mockingbird”). The school might keep a log that you used the AI at a certain time with that question, just to monitor usage. But we’re not collecting sensitive stuff like your ID number, grades, or health info through the AI tool. We already have your basic details in our school system (name, birthday, etc.) and those stay in our secure systems – we don’t give those to AI programs.

How does the school protect your privacy and data?

We take several steps to keep you safe and your data private:

• No Personal Data Sharing: We do not share your personal details (PII) with AI companies unless it’s absolutely needed and legally protected. For normal use, we tell everyone not to include personal info in AI prompts (District AI Policy.pdf). This way, even if ChatGPT saves what you asked, it’s not tied to your identity in any meaningful way.
  
  

• Approved Tools Only: We only use AI tools that have been checked by the school. If a website or app hasn’t been approved, your teacher shouldn’t ask you to use it for class. Approved tools must meet privacy rules – for example, the company must agree not to sell or misuse student data that comes through (State Student Privacy Laws). We often have written agreements with these companies to make sure your data is safe.
  
  

• Secure Connections: When you use AI at school, it’s over a secure internet connection (you’ll see “https” in the URL). We also use content filters and firewalls as required by law to block bad stuff online (Children's Internet Protection Act (CIPA)), so they help screen out inappropriate AI content too. Basically, the tech side is set up so that your information travels safely to the AI and back, without eavesdropping.
  
  

• Password Protection: If you need an account to use an AI tool, we either create a school account for you or have you sign up with guidance. We make sure you use a strong password and we might enable extra login protections for staff accounts. Never share your passwords with others. This prevents someone else from using your account or seeing your AI sessions.
  
  

• Monitoring for Safety: Teachers and our IT staff can monitor AI use to some extent to ensure it’s safe. For example, the school network might flag if someone tries to ask the AI something dangerous or very inappropriate. We’re not spying on you – but remember that school devices and accounts aren’t private. They are monitored to protect you per school policy. If you’re following the rules, you won’t have any issues.
  
  

• Training and Guidance: We train our teachers on how to use AI tools correctly and keep your data safe. We also will teach you about protecting your own privacy (like why you shouldn’t tell ChatGPT your home address) and about double-checking AI answers. The more you know, the safer you are!
  
  

• If Something Goes Wrong: If there ever were a data breach (say the AI company had a hack) or if someone accidentally exposed personal info, the school would act fast. We’d let you and your parents know, follow laws to fix the issue, and make sure it doesn’t happen again. We have plans for handling problems, though we work hard to prevent them in the first place.
  
  

Do we need parent permission for students to use AI?

Yes. For students under 18, we involve parents in this process. We let your parents/guardians know that you might be using AI for school and what that means. They have to give consent (permission) for you to use tools like ChatGPT as part of class. This is both our policy and actually a rule from OpenAI – their terms say if you’re 13 to 18, you should have a parent’s OK to use ChatGPT (Is ChatGPT safe for all ages? - OpenAI Help Center). Typically, at the start of a class or school year, your school will send a form or notice home about AI. If a parent doesn’t want you to use it, that’s okay – they can opt out, and the teacher will give you another way to do the work. We respect that some families may have concerns. We won’t ever force you to use an AI tool without your family knowing.

Also, under federal law (COPPA), kids under 13 can’t use most online services without parent permission (A Comprehensive Guide to COPPA - Walturn). We’re focusing on 13 and older here, but we still think it’s important to keep parents in the loop for all minors. If you were under 13, generally we wouldn’t use a tool like ChatGPT with you at all, because it’s not meant for young kids.

What rights do parents and students have over data?

Your parents (and you, once you’re 18) have rights regarding your school data, thanks to laws like FERPA and Colorado state law. Here’s what that means in our context:

• Seeing What’s Collected: You or your parent can ask the school, “What information do you have about my child’s use of AI?” We can show you records like any prompts or content that might be saved, or at least describe the kind of data that was sent to the AI. Usually, since we try not to store much, this might just be logs that say “Student A used ChatGPT to ask about algebra at 2:00pm on Jan 5” and maybe the response. But whatever we do have, you have a right to inspect and review it (Data Privacy and Security | CDE). We’ll provide a copy in a readable format if requested.
  
  

• Correcting Errors: If somehow the data we have is wrong (imagine the AI system saved something under the wrong student’s name, or an AI report incorrectly says you mastered a skill you haven’t), you can request that we fix it (Data Privacy and Security | CDE). We will correct any factually inaccurate information about you. In general, AI tools shouldn’t be logging “grades” or official records, but if any AI-related data became part of your education record, it needs to be correct.
  
  

• Consent to Share: We won’t share your identifiable information with outside companies without consent. If we ever needed to do something like that (for example, sign you up for a specialized AI learning app that needs your name), we’d ask your parent first, unless an existing agreement covers it as a normal school service. FERPA normally requires parent consent before schools disclose PII to third parties (Data Privacy and Security | CDE), and we follow that. So rest assured, we’re not giving out your data behind the scenes.
  
  

• Right to Opt Out: As mentioned, parents can opt you out of using specific AI tools. Also, if a parent ever feels an AI service isn’t living up to its privacy promises, they can bring it up. We have a process where they can complain, and the issue will be heard by the school board if needed (Data Privacy and Security | CDE). The school can decide to stop using a tool that is problematic (On-Demand Provider Transparency | CDE). For example, if a parent shows that an AI app was actually collecting more data than it said, we’d likely drop it.
  
  

• Staying Informed: We will keep families informed about AI use. If we introduce a new tool or change how we use it, you and your parents will get updates. Transparency is key – you shouldn’t be in the dark about tech used in your education.
  
  

How can students use AI tools appropriately for school?

Use AI as a helper, not a crutch. Here are some guidelines for what’s okay when using something like ChatGPT for schoolwork:

• Follow Teacher Instructions: Only use AI for an assignment if your teacher says it’s allowed. They will tell you when it’s OK to get help from ChatGPT or another tool. For example, a teacher might say you can use ChatGPT to get ideas for your paper, but not to write the final draft. Always listen to the specific guidance. If you’re unsure, ask your teacher.
  
  

• Use it for Brainstorming and Learning: It’s fine to have AI help you brainstorm ideas, outline an essay, practice quiz questions, or explain a tough concept. These uses help you learn new ways to think about a problem or check your understanding. For instance, you could ask, “Can you explain how photosynthesis works in simple terms?” and then use that to help write your biology report in your own words.
  
  

• Cite or Acknowledge Help if Required: If you do end up incorporating something significant from an AI (say it generated a paragraph that you included in your essay with some tweaks), you should acknowledge that help as per your teacher’s guidelines. It might be as simple as saying, “Idea inspired by ChatGPT” in your bibliography or a comment. Honesty is important. Your teacher will tell you how to do this properly. In many cases, if AI was just a tool you consulted (like reading Wikipedia), it might not need formal citation, but being transparent is never a bad idea.
  
  

• Keep It Educational: Use AI in ways directly related to your school tasks. It’s not the time to ask ChatGPT for jokes unrelated to class, or to chat about your favorite video game during a math lesson. Keep your questions on-topic. That ensures you get useful help and stay focused.
  
  

• Review AI’s Answers Critically: Always double-check what the AI gives you. AI can be wrong or misleading at times. If something doesn’t seem correct, use your textbook, notes, or ask a teacher. For example, if ChatGPT gives you a historical date that seems off, verify it from a reliable source. Developing this habit will make sure you learn correctly and don’t hand in false information. Your teacher will be pleased to see you fact-checked your work.
  
  

• Be Mindful at Home: If you’re using AI at home for homework, all the same school rules apply. Additionally, try to use it in a shared family space or let your parents know, so they can guide you if needed. They might not know the answers (AI is new for many of us!), but they can help ensure you’re using it safely. Also, keep track of time – using AI shouldn’t mean you spend way longer on homework because you’re playing with the tool. Use it efficiently and then do your own work.
  
  

What are things I should NOT do with AI?

There are some clear “don’ts” to keep everyone safe and fair:

• Don’t share personal info: Never type in private details about yourself or others into an AI chat (District AI Policy.pdf). That means no full names, addresses, emails, passwords, health info, or even gossip about others. The AI doesn’t need that to help you, and sharing it could violate privacy. Keep prompts general. For example, instead of asking “My friend John Smith in 8th grade is failing math, how can I help him?” you could ask “How can a student improve in math if they are struggling?” – see, no names or identifying bits. Protect your friends’ and your own privacy.
  
  

• Don’t use it to bully or harass: It’s forbidden to use AI to say mean or harmful things. Do not generate insults, threats, or embarrassing content about someone. Also, don’t try to make fake messages or images of someone to prank or hurt them. That’s considered bullying, even if a computer helped. Always be respectful – treat the AI like a tool for positivity, not negativity. If you see someone trying to misuse AI to bully, report it to a teacher immediately. We take those incidents very seriously.
  
  

• Don’t seek out inappropriate stuff: You shouldn’t ask AI to produce violent, sexually explicit, or otherwise inappropriate content. Not only might the AI refuse (they have filters), but even trying can get you in trouble if it circumvents protections. Our school internet will block a lot of bad stuff anyway (Children's Internet Protection Act (CIPA)). Stick to school-appropriate topics. If, by accident, the AI ever shows you something bad or makes you uncomfortable, tell a teacher or adult right away so we can address it and ensure it doesn’t happen again. You won’t be in trouble if it was truly accidental; we want to fix it.
  
  

• Don’t cheat or plagiarize: This is a big one – do not use AI to do your work in a dishonest way. That means you shouldn’t copy-paste an AI’s answer and submit it as your own essay, or ask it to write your assignment that you then turn in without any personal input. It’s also not okay to use AI when taking a test or quiz unless your teacher explicitly allows it (which is unlikely in a test setting). Cheating with AI is still cheating. The school’s academic honesty rules apply: if you wouldn’t copy from a book or another student, don’t copy from AI. We want your learning and thinking, not a robot’s words. If you do cheat, you could get a zero on the assignment and face other consequences like referrals to the principal, just as if you plagiarized from the internet or a book.
  
  

• Don’t try to “game” the system: Don’t use the AI in ways that are clearly not its intended purpose or that break rules. For instance, don’t try to get it to tell you how to do something dangerous or illegal (like making harmful substances, or hacking). Also, don’t mess with the AI to find loopholes in its filters (like using code words to get inappropriate answers). These actions could result in losing access for everyone, and disciplinary action for you. Use the technology in good faith. If you’re curious about something sensitive or off-limits, that’s a conversation to have with a teacher or parent instead.
  
  

• Avoid copyright violations: This one might be less obvious, but you shouldn’t upload big chunks of text from copyrighted materials (like an entire chapter of a book or someone’s unpublished essay) into an AI (District AI Policy.pdf). Also, don’t ask the AI to write something “just like” a known author’s copyrighted work with the intention to use it as if it were that author’s writing. In general, stick to using AI with your own work or openly available information. If you’re not sure, ask a teacher.
  
  

In short, use common sense and follow school rules. If you wouldn’t do or say it in class or in front of a teacher, don’t have an AI do it. If you break these rules, expect consequences similar to if you broke them without AI. That could mean loss of computer privileges, a call home, detention, or other appropriate discipline depending on what happened. We’d rather help you do the right thing than punish, but we do need these rules to keep everyone safe and on track.

What should I do if I suspect a problem or have concerns?

If you ever feel something isn’t right – maybe the AI asked for personal info, or you saw another student misusing it, or you’re just uncomfortable with how an AI was used in class – please speak up! Talk to your teacher or another trusted adult at school. We want to address issues quickly. For example, if an AI tool doesn’t seem to be following our guidelines (like it gave a really inappropriate answer or seems to be collecting data it shouldn’t), the school can investigate and even stop using that tool (On-Demand Provider Transparency | CDE). Your parents can also raise concerns. They can contact the school’s administration or the district’s privacy officer to ask questions or report a problem. We have a formal process for parents to complain about student privacy issues, and the school board will hear those concerns if needed (Data Privacy and Security | CDE). Bottom line: you won’t get in trouble for reporting a genuine concern. In fact, we appreciate it, because it helps us keep everyone safe. We’re all learning how to navigate AI together, so feedback is important.

Also, if you made a mistake – say you accidentally typed something personal into ChatGPT – let a teacher or parent know as soon as possible. We can help mitigate any risk (perhaps by requesting the AI company delete that data, etc.). We understand accidents happen; being honest and prompt in reporting is the best way to fix it.

How is the school staying accountable and keeping this policy up to date?

Our school and district leaders are committed to keeping up with technology and protecting you. This policy isn’t static – it will be reviewed at least every year. As AI tools change or new laws come out, we will update the rules and inform everyone. We also are very transparent: we’ll post information about what AI tools are used in classes and why. We want you and your family to trust that these tools are being used carefully.

Training: Teachers receive training on both the technical and ethical aspects of using AI in the classroom. They learn how to protect student data, how to evaluate AI tools, and how to integrate them into teaching appropriately (AI and the Law: What Educators Need to Know - Edutopia). We also include lessons for students on digital citizenship that now cover AI usage – essentially, how to be a responsible digital learner in the age of AI.

Oversight: The district has staff (like a data privacy officer or the IT department) whose job includes checking that we follow privacy laws and our own policies. They might audit or check how AI is being used, making sure no one is cutting corners on safety. If they find issues, they’ll correct them and could disable a tool until it’s resolved.

Community Involvement: The district might form committees or have discussions that include parents and students when deciding on big steps like adopting a new AI platform. Your voice matters. After all, these policies exist to protect you, so it’s only fair that you have input. If you’re interested, ask if there are student leadership meetings or tech committees you could join or give feedback to.

Continuous Improvement: We’re learning too! AI tech is new and always evolving. The district keeps an eye on guidance from experts, other schools, and organizations focused on privacy. We adjust our practices based on the latest best practices for privacy and AI. For example, if a new tool comes out that can better filter AI content or a new guideline suggests a safer way to handle AI data, we will consider adopting it. We’re committed to not just meeting the bare minimum of the law, but truly doing what’s best for students.

Transparency: If something significant ever goes wrong (like a data breach) or even if we’re just trying something new, we’ll be transparent. You’ll get an explanation of what happened or what’s changing, and what we’re doing about it. We believe that being open builds trust. You should never feel like there’s a mystery about how your data is used at school.

Who can I talk to for more information?

If you have questions about this AI policy or using ChatGPT for school, you can:

• Ask your Teacher: They should be able to explain class-specific rules and the general guidelines.
  
  

• Talk to the Librarian or Tech Specialist: Many schools have a media specialist or tech coordinator who understands these tools and can help if you’re curious or concerned.
  
  

• Contact the School Administration: Principals or the designated privacy officer can address bigger questions or any worries you or your parents have. They can provide a copy of the full official policy and discuss how we follow the laws like FERPA or COPPA.
  
  

• Involve Your Parents: Feel free to have your parents ask questions too – at parent-teacher meetings, or by emailing school officials. We encourage family engagement in understanding AI use.
  
  

Remember, the aim of all these rules is to help you learn in a safe environment. We truly believe AI can be a positive part of your education as long as we all use it responsibly. By following this guide – protecting private info, using AI for good, and staying within the rules – you’ll be doing your part. The school will continue to do its part by protecting your rights and keeping the technology use ethical and secure (District AI Policy.pdf).

Let’s embrace the future of learning with curiosity and caution. With everyone working together – students, teachers, and parents – we can make use of exciting AI tools like ChatGPT while keeping privacy, safety, and honesty front and center. If you’re ever unsure, just ask! We are here to help you navigate this new territory. Happy and safe learning!