Summary
The purpose of this policy is to promote proper, clear and reasonable use of Generative Artificial Intelligence (AI). It aims to establish guidance for staff and learners and provide guidelines for the effective and responsible use of AI within our teaching and learning, assessment and end point assessment.
Purpose
The purpose of this policy is to promote proper, clear and reasonable use of Generative Artificial Intelligence (AI) and its potential benefits. AI is becoming an integral part of the world we live in and offers opportunities to boost learning, enhance teaching, drive engagement and help to personalise the learning experience.
It is important to avoid improper use of AI as part of the learning experience or end point assessment and it is crucial to observe guidelines and educational integrity when using AI technologies.
Scope
This policy aims to establish guidelines for the effective and responsible use of AI within our teaching and learning, assessment and end point assessment.
By embracing AI technologies, we aim to:
- Support our staff and learners about safe, responsible and ethical AI use.
- Enhance educational experiences and outcomes
- Incorporate AI as a teaching and learning tool to develop our staff and learners AI literacy
- Using AI to support learning gaps
- Use AI complying with applicable laws, regulations, policies and guidelines
- Not knowingly use any AI technology that puts safety or privacy at risk
It applies to all staff and those that work on behalf of our organisation (referred to as staff within this policy) and all learners who engage with Empentis Training Solutions. Our staff and our learners will need to be knowledgeable and skilled in using AI, this means we will all need to be open and honest about the use of AI and make sure that its use remains under evaluation.
Context
Artificial Intelligence (AI) is a machines ability to perform thinking and reasoning which mimic the human mind. Generative AI refers to technology that can be used to create new content based on large volumes of data that can include audio, code, images, text simulations, and videos. It is already used in everyday life, Apples Siri, Amazon Alexa, Microsoft Cortana and chat bots such as Chat GPT and Google Gemini.
AI tools are good at quickly analysing, structuring and writing text or creating audio, video and images, but the content they produce is not always accurate or appropriate due to its limited regard for truth and the outputs may be biased or even harmful information.
Using generative AI is not a substitute for having knowledge in our long-term memory. To make the most use of AI, we need to have the knowledge to draw on. Generative AI tools can make certain tasks quicker and easier but cannot replace the judgement and deep subject knowledge of human expertise. As part of what we do to educate our learners, it is important that they acquire knowledge, expertise and intellectual capability.
In order to do this, we need to prepare and support our staff and in turn our learners in using these emerging technologies safely and appropriately. This may include understanding the limitations, reliability and potential bias of AI.
We also need to be conscious of our requirement to adequately safeguard our learners and as such ensure careful supervision of the use of AI in teaching and learning due to the potential to generate harmful content.
Use of Artificial Intelligence (AI) by our staff
Our staff can explore and utilise AI-based tools and technologies to assist in managing their work. AI can provide valuable support while still including professional judgment and expertise.
We want our staff to use AI tools and technologies responsibly, our staff remain professionally responsible and accountable for the quality and content of their work.
Staff will have development opportunities focused on supporting them to effectively integrate AI into their working life. Staff have a responsibility to identify any training and development needs they may have to ensure they adhere to this policy.
Where our staff use AI as part of their work, they should be clear where it has been used, and what additional professional review / revision / expertise will be required.
Our staff will not use AI tools or data for personal gain or for any means in contravention of applicable laws.
As part of our safeguarding accountabilities, our staff will ensure that they are aware of the risks of AI which could be used to generate harmful content and any AI technology used should be assessed for appropriateness.
Use of Artificial Intelligence by Learners
Our learners will be encouraged to explore and experiment with appropriate AI based projects, allowing them to learn how to use AI for knowledge building, problem solving, data analysis and creative expression.
We will engage our learners in conversations about data privacy, bias, safeguarding, and the social impact of AI applications to develop and foster a culture of responsible AI use.
Guidance will be given to learners to support them to identify reliable and trustworthy AI sources and how to evaluate the credibility and accuracy of AI-generated information.
AI tools and technologies may be integrated into teaching and learning activities providing learners with opportunities to develop AI literacy and skills.
Potential Misuse of Artificial Intelligence
Our staff will emphasise the importance of critical thinking, creativity and originality in producing work to our learners and will discourage the misuse of AI as a means of plagiarism or academic dishonestly.
Clear expectations will be communicated to learners regarding the appropriate use of AI tools during assessments, ensuring that their work reflects their own efforts and understanding.
Our staff will employ various assessment methods to evaluate learner understanding and ensure that they have genuinely grasped the subject matter. By utilising diverse assessment approaches, staff will be able to verify learner comprehension, deep learning and authenticate learner engagement.
Our learners will receive guidance on responsible and ethical AI use, including the potential risks and consequences of relying solely on AI tools to complete assignments and evidence. We will encourage our learners to be clear and transparent about where their work has been created with the assistance of AI.
Our learners will be made aware of any rules they should adhere to or guidance on the use of AI in assessments that has been given by End Point Assessment Organisations or other relevant bodies.
Out learners will be made aware of the potential misuse of AI by those seeking to deceive or trick them into actions that they would otherwise not consider.
Ethical use of Artificial Intelligence
The use of AI systems will be carried out with caution and an awareness of the limitations, our staff should be mindful of, and educate learners about the following considerations:
- Bias: data and information generated by AI will reflect any inherent biases in the data set accessed to produce it. This may include discriminatory content.
- Accuracy: information may be inaccurate when generated so content should be fact-checked
- Currency – Some AI models only collate data prior to a certain date so content generated may not reflect the most recent information
Data Protection
Staff and learners should be aware that any information entered into a Generative AI model is no longer private or secure. Staff and learners should not enter personal information (personal data, intellectual property or private information) into any Generative AI technologies.
Staff should make themselves aware of and inform learners about the data collection, storage and usage practices associated with AI technologies. Staff who wish to utilise AI technologies must ensure that it is assessed to consider if it follows the TAC Data Protection Policy.
When registering to use certain AI technologies, names and personal details may be required, this data sharing may require a data protection impact assessment to be carried out.
Cyber Security
We will take appropriate measures to guarantee the technical robustness and safe functioning of AI technologies. We will follow our established oversight procedures and controls around data practices, system changes and incident response as managed by i-Team.
We will ensure that any suspected or confirmed security incidents are reported in line with our i-Team procedures. Staff will evaluate the security of any AI tools before use.
We will maintain vigilance against materials that may be deepfake. We will educate staff and learners to be aware of the importance of Cyber Security and the potential involvement of AI to carry out cyber-crime.
Monitoring
The implementation of this policy and management of its effectiveness will be led by the Delivery Manager and the policy will be reviewed yearly.
Download Link
This is the PDF to go with this policy.
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