Governance Panel — Members
MS
Policy Co-Owner · Chair
Superintendent
Strategic decisions, board accountability, final authority on high-risk tools
RV
Policy Co-Owner · Secretary
IT Director
Day-to-day governance, tool registry, vendor compliance, incident coordination
LG
Panel Member
Academic Director
Curriculum impact, pedagogical review, teacher training oversight
PR
Panel Member
Pastoral Director
Safeguarding alignment, student wellbeing, incident escalation
TW
Panel Member — Teacher Representative
Lead Teacher, Digital Learning (elected)
Staff voice, classroom implementation feedback, PD needs
CP
Panel Member — Parent Representative (advisory)
Parent Governor
Community trust, parent communication, board liaison
Decision-Rights Matrix (RACI)
R = Responsible (does the work) · A = Accountable (owns the outcome) · C = Consulted · I = Informed
| Decision / Action | Superintendent | IT Director | Academic Director | Pastoral Dir. | Teacher Rep. | Panel (full) |
|---|---|---|---|---|---|---|
| Approve new AI tool (Low risk) | I | A/R | C | I | C | I |
| Approve new AI tool (Medium risk) | C | R | C | C | C | A |
| Approve new AI tool (High risk) | A | R | C | C | I | A |
| Reject / suspend an AI tool | C | R | C | C | I | A |
| Publish policy update (minor) | I | A/R | C | I | C | I |
| Publish policy update (major / v+1) | A | R | C | C | C | A |
| Declare P1 incident | A | R | I | C | I | I |
| Notify SIC (breach / incident) | A | R | I | I | I | I |
| Vendor DPA sign-off | A | R | I | I | I | I |
| Annual board AI briefing | A/R | C | C | I | I | C |
| Staff training mandate | A | R | R | I | C | I |
| Equity audit | I | R | A | C | C | I |
Version-Control Protocol
Version Numbering
- Major version (v2.0, v3.0): Significant policy changes — new sections, scope changes, legal framework updates. Requires full Panel vote + Superintendent sign-off + parent notification.
- Minor version (v[X.X], v1.2): Clarifications, additions to tool registry, refinements from incidents. Requires IT Director + Academic Director approval. Panel informed.
- Patch (v[X.X].1): Typos, broken links, metadata updates. IT Director authority only.
Policy Update Triggers
Scheduled: 6-month review (March and September each year). IT Director leads; Panel reviews and approves.
Incident-triggered: Any P1 incident automatically triggers a policy review within 30 days. P2 incidents trigger a review at the next Panel meeting.
Legal/Regulatory: New or amended law relevant to AI, data protection, or child safeguarding in Colombia triggers an emergency review within 60 days.
Tool change: A significant change to an approved tool's AI features, privacy policy, or terms of service triggers a review of that tool's approval status.
Accreditation: CIS or Cognia guidance updates on AI in education trigger a review at the next Panel meeting.
Version History
Version
Changes
Approved By
Date
v[X.X]Initial publication — full policy framework establishedSuperintendent + IT Director2026-01-09
v[X.X]Post-pilot refinements: tool registry updates (Edmodo suspended, Canva conditions added), §5 image labelling, §8 content guardrail criterion, §10 vendor suspension protocolIT Director + Academic Director2026-02-13
v1.2 (planned)Edmodo decision (pending DPA response), Q1 Panel review outcomesPanelApril 2026