AIP Tools · K–12 AI Governance
Pilot Program Framework
Test AI in 3 schools for 8 weeks before committing district-wide. Evidence-based Go/No-Go decisions protect your $500K budget and district trust.
Why pilot first: Districts that skip pilots fail often, and for known reasons — teacher resistance, parent backlash, budget waste, and board intervention. An 8-week pilot in 3 representative schools costs ~$50K and protects ~$500K in district investment.
Framework Contents
1. School Selection Rubric
Score 3 representative schools across 7 criteria to ensure diverse, valid pilot data.
- Leadership willingness (weighted high)
- Teacher enthusiasm (weighted high)
- SES / ELL / SPED diversity
- Tech infrastructure readiness
- Parent engagement level
- Grade range representation
- Min score: 20/25 to qualify
2. Teacher Recruitment Protocol
Director script, sign-up form, and objection-response guide for honest recruiting.
- Recruitment script (principal → teachers)
- 4 participation levels (full to opt-out)
- 6-hour total commitment (8 weeks)
- Pre-answered objections ("no time", etc.)
- Written opt-out at any point
- Enthusiast + skeptic mix required
3. 8-Week Gantt Timeline
Week-by-week schedule with owners, deliverables, and critical checkpoints.
- Weeks 1–2: Training + parent opt-out window
- Weeks 3–4: Launch + PLC #1
- Weeks 5–6: Monitor + parent survey
- Weeks 7–8: Data collection + report
- Week 9: Board presentation + vote
- 8 milestone checkpoints with owners
4. Success Metrics Dashboard
Pre/post measurement across teachers, students, parents, and operations.
- Teacher AI literacy gain target: +30%
- Student AI literacy gain target: +25%
- Parent awareness target: 80%+
- Incident rate target: <5 total
- Tool uptime target: 99%+
- 15-sheet Google Sheets/Excel template
5. Go/No-Go Decision Rubric
8-criteria scoring rubric (40 points) for defensible board recommendation.
- GO STRONG: 32–40 (district-wide, full budget)
- GO: 28–31 (phased implementation)
- GO CONDITIONAL: 24–27 (address gaps first)
- NO GO (REVISE): 20–23 (pause and fix)
- NO GO (STOP): <20 (terminate program)
6. Pilot Report Template
12-section board-ready report with charts, data tables, and recommendation page.
- Executive summary (1 page)
- Pilot design + metrics defined
- Teacher, student, parent results
- Operational + budget analysis
- Lessons learned + recommendation
- Appendices: rubrics, surveys, incidents
7. Case Study Library
4 real-district examples — 2 successes, 2 failures — with actionable lessons.
- Round Rock ISD (TX) — GO, scaled district-wide
- Metropolitan Nashville (TN) — GO CONDITIONAL
- Los Altos SD (CA) — NO GO (avoided contract lock-in)
- Seattle Public Schools (WA) — NO GO (media scandal)
8-Week Timeline
-
Weeks 1–2
Preparation
Teacher training (4 hrs) · Parent notification sent · 2-week opt-out window · Tool account setup
-
Weeks 3–4
Launch
Tools activated in classrooms · Week 3 check-in (15 min) · PLC #1 meeting · Incident tracking begins
-
Weeks 5–6
Monitor
Usage data review · PLC #2 · Parent survey sent · Mid-pilot adjustment (if needed)
-
Weeks 7–8
Close
Final usage data · Post-pilot surveys (teachers + students) · Incident report compiled · Pilot report drafted
-
Week 9
Decision
Board presentation · Go/No-Go vote · Implementation plan activated (if GO) or vendor contracts terminated (if NO GO)
Go / No-Go Decision Matrix
| Score | Decision | Action |
|---|
| 32–40 | GO STRONG | District-wide rollout, full budget approved |
| 28–31 | GO | Phased district implementation |
| 24–27 | GO CONDITIONAL | Address identified gaps, then implement |
| 20–23 | NO GO (REVISE) | Pause program, fix issues, re-pilot |
| <20 | NO GO (STOP) | Terminate program, end vendor contracts |
8-Criterion Scoring Worksheet (Printable)
Score each criterion 1–5 based on pilot evidence (1 = far below target, 3 = met target, 5 = exceeded). Total maps to the Decision Matrix above. Print this section and complete it with the pilot review team before the board presentation.
| Criterion |
Key question |
Score (1–5) |
Evidence ref. |
| 1. Teacher adoption | Did target % of teachers actively use the tool weekly? | | |
| 2. Student outcomes | Did pre/post AI literacy scores improve at the planned rate? | | |
| 3. Incident rate | Were Level 2/3 incidents below the threshold? | | |
| 4. Parent sentiment | Survey average ≥ 3.5/5 and opt-out rate < 20%? | | |
| 5. Equity & access | Comparable use and outcomes across SPED, ELL, and SES groups? | | |
| 6. Budget compliance | Pilot spend within 10% of plan, including hidden costs? | | |
| 7. Vendor performance | SLA met, support responsive, no privacy red flags surfaced? | | |
| 8. Principal endorsement | All 3 pilot principals recommend continuation in writing? | | |
Total score
/ 40
Pilot lead — name & signature
Recommendation (GO STRONG / GO / CONDITIONAL / NO GO)
Pre-Pilot Checklist
- 3 pilot schools selected (diverse SES, grade levels, tech readiness)
- Principal commitment confirmed from all 3 schools
- Teacher mix recruited (enthusiasts + skeptics)
- Parent notification sent — 2-week opt-out window opened
- Training scheduled (100% completion required before tool access)
- Incident response protocol documented and shared
- Metrics dashboard configured (Google Sheets or Excel)
- Vendor contracts: pilot terms only (no multi-year lock-in)