To: Parents and Guardians of [Division] students
Dear [Parent/Guardian Name],
At [School name], we believe in being transparent about the technology we use in education. As part of our commitment to responsible digital practice, we want to inform you about the artificial intelligence (AI) tools that are approved for use in your child's learning environment this year.
Tools approved for student use this year include:
- Google Workspace for Education (Gemini AI features — Grade 8+ only, supervised)
- Schoology Learning Management System (analytics and feedback features)
- Grammarly (writing support — Grade 6+)
- Canva for Education (AI design features — Grade 4+, supervised)
How we protect your child's data: Every tool approved by our school has a signed Data Processing Agreement. Student data is never used to train AI models. Our AI governance is guided by our Living AI Policy, available at [school website URL].
Students under 14 years of age: under Colombian data protection law (Ley 1581/2012), we require your consent before activating AI features on your child's school account. Please complete the consent form at [link] by [date].
If you have any questions, please contact [IT Director name] at [email].
Warmly,
[Superintendent Name]
Superintendent, [School name]
To: Parents of [affected group / "all families"]
Dear Families,
We are writing to inform you of an incident involving AI tools at our school that we want to address openly and transparently.
What happened: [Brief factual description — no student names. E.g., "On [date], we became aware that an AI-generated image was shared among a group of students via a messaging application."]
What we did: [Actions taken — e.g., "We acted immediately to support the students involved, removed the content, and completed a formal review process. Appropriate consequences were applied in line with our Student Code of Conduct."]
What this means for your family: [Any actions required of parents, or reassurance if none needed.]
This incident has informed an update to our Living AI Policy. [Optional: state the specific policy change.]
We are committed to managing AI use at our school with transparency and care. If you have questions or concerns, please contact [Pastoral Director / Superintendent] at [contact details].
Sincerely,
[Superintendent Name]
To: All Staff
Dear Colleagues,
We are pleased to share that [School name]'s Living AI Policy v[X.X] has been published today and is effective immediately.
What this means for you:
- Only tools on the Approved Tool List (Section 3 of the policy) may be used with students or student data.
- If you want to use a new AI tool, submit a Tool Approval Request via the IT helpdesk — do not activate it until approved.
- Never input student names, grades, or identifiable information into personal or unapproved AI accounts.
- Report any concern or incident to [IT Director email] — there is no blame for good-faith disclosure.
Read the full policy at: [link]
Your mandatory AI governance training [is scheduled for / was completed on] [date]. Please ensure you complete all 4 modules by [deadline].
Questions? Contact [IT Director] or speak to your department head.
Thank you for your commitment to responsible AI use.
[IT Director] and [Superintendent]
Status: Living AI Policy v[X.X] is live and operational. Governance Panel is active. All staff have completed mandatory training.
Key metrics this period:
- Staff training completion: [X]%
- AI tools approved: [X] | Under review: [X] | Suspended: [X]
- Incidents logged: [X] (P1: [X], P2: [X], P3: [X])
- Parent trust rating: [X]% say they trust the school to manage AI responsibly
- Regulatory status: Compliant with Ley 1581/2012. All DPAs signed. No SIC notifications required this period.
Decisions required from the board this period: [None / List items requiring board vote]
Upcoming: [e.g., Policy v2.0 review in September. Equity audit in June. New accreditation guidance expected Q3.]
Full governance documentation available from the IT Director on request.
At [School], every AI tool used with students goes through a formal approval process. This term, our Governance Panel met on [date] and [approved X new tools / reviewed X incidents / updated the policy].
What's new: [e.g., "We have approved Canva AI image features for Grades 4 and above, with teacher supervision. Google Gemini writing assistance is now available for Grade 8+ students in supervised contexts."]
What hasn't changed: Student data is never used to train AI models. Every approved tool has a signed data protection agreement. You can always see the full approved tool list in our Living AI Policy at [link].
Questions or concerns? Email [IT Director] at [email].