1 — Purpose
Implement a practical, school-owned AI governance system covering policy, privacy, safeguarding alignment, stakeholder training, pilot deployment, and ongoing governance cadence.
2 — Objectives
By project close, the Client will have:
- 01Living AI Policy v1.0 (online, versioned, school-owned — hosted on school LMS / intranet / SharePoint / Google Drive as agreed at kickoff)
- 02Named AI Policy Owner + Governance Panel
- 03Stakeholder training delivered (students, teachers, parents, admin, IT/compliance)
- 04Pilot deployment evidence + KPI baseline
- 05Incident response and policy update workflow with SLAs
3 — Scope of Work
Phase 1 — Discovery & Baseline
Weeks 1–2
- Readiness and Governance assessment (15 dimensions, two axes) plus Practice (5 dimensions)
- AI tool inventory (formal + informal use)
- Stakeholder sentiment and fear mapping
- DPO/compliance alignment briefing
Deliverables
- Baseline report
- Risk register
- Values/fear map (aggregated)
Phase 2 — Policy Sprint
Weeks 3–5
- Draft + review Living AI Policy v1.0
- AI Tool Approval Checklist
- DPIA Trigger Checklist
- Policy Incident Register template
- Governance decision-rights matrix
Deliverables
- Policy Pack v1.0
- Governance model + version-control protocol
Phase 3 — Onsite Training & Enablement
Weeks 6–7
- Student activities (K–1, 2–5, 6–8, 9–12)
- Teacher practical workshops
- Parent information session
- Admin/IT governance workshop
- Leadership/board briefing
Deliverables
- Training completions log
- Activity map + facilitator guides
- Communications templates
- Session recordings (live + async, 12-month access)
Phase 4 — Pilot Deployment
Weeks 8–10
- Run approval workflow on at least 2 tools
- Activate incident logging process
- Equity audit for student-facing tools (framework: Algorithmic Equity Toolkit; conducted internally by IT + Learning Support; output: written findings + remediation recommendations)
- KPI dashboard baseline population
Deliverables
- Pilot report
- Policy refinements (v1.x)
Phase 5 — Institutionalization
Weeks 11–12
- Governance calendar for Year 1
- Board/governor outcome briefing
- 90-day post-implementation checkpoint setup
- Year 2/3 progression plan kickoff
Deliverables
- Operating cadence pack
- Handover + ownership transfer checklist
4 — Internal Capacity Requirements (Client)
- Appoint AI Policy Owner (0.1–0.2 FTE during 12-week period)
- Weekly leadership checkpoint (30 minutes)
- Workshop release time for staff (minimum 2 × 90-minute blocks)
- DPO/IT/legal review windows within agreed timeline
- Parent session communications support
5 — Out of Scope
- Legal advice / legal representation
- Tool procurement negotiation
- Full technical deployment/configuration of vendor platforms
- Bespoke curriculum design beyond included activity library
6 — Timeline & Milestones
M1 · Week 2Baseline complete
M2 · Week 5Policy v1.0 draft complete
M3 · Week 7Training block complete
M4 · Week 10Pilot evidence complete
M5 · Week 12Final handover + board briefing
Delivery Tracks
Express Track
12 weeks
Single school · small-to-medium campus · up to ~2,000 students
Standard Track
16–20 weeks
Multi-campus · district-wide · complex stakeholder environments (+40–60% fee)
7 — Acceptance Criteria
Project is accepted when:
- ✓Living Policy v1.0 is published
- ✓Governance owner and panel are named
- ✓Training completion logs submitted
- ✓Pilot report + KPI baseline delivered
- ✓Final review meeting completed
8 — Fees & Payment Terms
Total fee: [£ / € / $ AMOUNT — fill on signature]
Travel & On-Site Expenses:
- Remote delivery: no travel fees
- On-site within 50 km of provider base: included
- On-site beyond 50 km: capped at [$ AMOUNT] per trip, requires written pre-approval
- International travel: quoted separately per engagement
40%
At signature
40%
At Phase 3 completion
20%
At final handover
9 — Change Control
Any scope changes require a written change order that defines:
- Additional deliverables
- Timeline changes
- Fee adjustments
- Approval signatures from both parties
10 — Data Protection, Confidentiality & Legal Notice
- Client owns all final policy/governance artifacts.
- Provider handles data per contract and applicable regulation.
- Confidentiality survives project completion.
Important: Governance templates and compliance frameworks are operational supports, not legal advice. Final legal ratification must be reviewed by Client legal counsel or designated authority.
- Reference & Case Study Rights (opt-in): Client may grant Provider a non-exclusive right to reference this engagement in marketing materials, case studies, and public portfolio upon separate written consent. This clause is optional and does not affect project delivery or pricing.
11 — Success Markers (First 90 Days)
- ●Policy published at school-owned URL
- ●Governance panel active
- ●≥80% staff complete role-based training
- ●Incident register workflow active
- ●At least 2 AI tools evaluated through approval framework
12 — Incident Response SLAs
The following SLAs apply to AI-related incidents during and after the project term (if a post-handover retainer is in place). The school's AI Policy Owner is responsible for classification.
| Severity | Description | Internal Response | Resolution Target | Escalation |
|---|---|---|---|---|
| P1 — Critical | Data breach · safeguarding concern · AI-driven harm to a student | 24 hours | 72 hours | Executive / Board |
| P2 — Serious | Prohibited content · unapproved tool with student data · vendor failure | 72 hours | 2 weeks | AI Policy Owner |
| P3 — Minor | Policy non-compliance · staff misuse without data exposure | 2 weeks | Next review cycle | Governance Panel |
13 — Post-Handover Support (Optional)
The following support tiers are available after project completion. All tiers are optional and quoted separately from the core engagement fee.
Tier A
Annual Policy Review
- 6-month + 12-month policy review session
- Regulatory scan (annual)
- Policy update to v2.0
Tier B — Recommended
Governance Partner
- Everything in Tier A
- Quarterly Panel facilitation
- Tool re-evaluation cadence
- P1/P2 incident advisory support
Tier C
Multi-Year Program
- Everything in Tier B
- Annual staff training refresh
- Year 2/3 expansion roadmap
- Board reporting support
14 — KPI Framework
The following metrics are established at project close and tracked in Year 1. Baseline values are set during Phase 4.
| Metric | Definition | Target (Day 90) | Reporting Cadence |
|---|---|---|---|
| Staff training completion | % of eligible staff who completed all mandatory modules | ≥ 80% | Quarterly |
| Tool approval cycle time | Days from request submission to Panel decision | ≤ 21 days | Per approval |
| Incident log activity | Count of P1/P2/P3 incidents logged per quarter | Register active; P1 = 0 | Quarterly |
| Approved tool adoption | % of AI tool use that is from the approved list | ≥ 90% | Bi-annual |
| Governance Panel cadence | Quarterly meetings held on schedule | 4 / year | Annual |
| Policy version frequency | Number of policy versions published per year | ≥ 2 (bi-annual) | Annual |
| Parent trust indicator | % of parents who "trust the school to manage AI responsibly" (annual survey) | ≥ 80% | Annual |
15 — Risk Mitigation
| Risk | Mitigation |
|---|---|
| AI Policy Owner leaves mid-project | Deputy named at kickoff; knowledge transfer session held in Week 3; all decisions documented in shared governance drive. |
| Pilot tools fail approval workflow | Pre-vetted backup tool list provided at Phase 3 kickoff; pilot window can be extended by up to 2 weeks without change order. |
| Leadership checkpoint no-shows | Escalation path to Superintendent / board chair documented in Week 1; missed checkpoints logged as project risk; 2 consecutive misses triggers formal review. |
| Low staff training attendance | Make-up sessions scheduled within 2 weeks of each live block; async module option available in school LMS for all 4 modules. |
| Regulatory change during project | Provider monitors key regulatory sources bi-weekly; material changes trigger a policy review session within 30 days. |
| Scope creep / client expansion requests | All changes require written change order (§9). Provider will flag scope drift within 48h of identification. |
Signatures
Client (Authorized Signatory)
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Date
Provider — Togno Labs S. A.
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Date