This checklist helps districts assess whether they are prepared to govern AI responsibly across classrooms, systems, and vendors. It is designed as a practical, vendor-neutral resource that districts can use independently.
AI readiness is not about adopting specific tools. It is about having the structure, clarity, and capacity to manage AI use safely and intentionally.
1. Visibility Into AI Use
☐ We can identify which AI-enabled tools are being used in our district
☐ We know whether AI tools are used by students, staff, or both
☐ We understand what level of access these tools have, such as identity only versus files or Drive
☐ We have a way to surface AI use that occurs outside formal approval processes
If AI use is not visible, it cannot be governed.
2. Student Data Privacy Foundations
☐ We know which AI tools collect, process, or store student data
☐ We maintain signed data privacy agreements in a shared, accessible location
☐ We use centralized resources such as the Student Data Privacy Consortium to review and manage vendor agreements
☐ We have a process for reviewing data privacy practices as tools evolve
In an AI-driven environment, student data privacy is inseparable from child safety.
3. Clear and Enforceable Policies
☐ We have a documented position on acceptable AI use in instruction and operations
☐ Policies are written in clear, plain language that staff can follow
☐ Policies apply consistently across schools and grade levels
☐ There is a defined process for responding when tools fall outside policy
Policies are only effective if they can be understood and applied.
4. Ability to Act Consistently
☐ We can review app access and permissions centrally
☐ We have a defined process for addressing tools that pose elevated risk
☐ Oversight does not rely entirely on manual spreadsheets or one-time audits
☐ Responsibilities for review and action are clearly assigned
Consistency matters more than speed.
5. Training and Capacity
☐ IT staff receive training on AI-related risks, permissions, and data flows
☐ Staff responsible for approvals understand how AI tools differ from traditional software
☐ There is shared understanding of how AI can change vendor risk over time
☐ Training is refreshed as tools and policies evolve
AI governance requires ongoing learning, especially for IT teams.
6. Leadership and Communication Readiness
☐ We can explain AI use and safeguards to non-technical audiences
☐ Leadership understands how AI tools are governed, not just approved
☐ We can communicate how student data is protected in practical terms
☐ There is clarity on who is accountable for oversight
Readiness includes the ability to communicate clearly, not just manage systems.
7. Continuous Review
☐ AI use is reviewed on an ongoing basis, not just annually
☐ New tools are evaluated using consistent criteria
☐ Changes in vendor behavior or capabilities trigger review
☐ Oversight is embedded into regular operations
AI readiness is not a one-time effort.
How Districts Use This Checklist
Most districts find that they are ready in some areas and still developing in others.
This checklist is intended to support internal discussions, identify gaps in visibility or process, guide training and policy priorities, and provide a shared understanding of readiness. It is not a compliance scorecard.
A Final Thought
Responsible AI use in schools depends less on the tools themselves and more on the systems around them.
Visibility, clear policies, trained staff, and shared accountability create the conditions where AI can be used safely and intentionally.
