POLICY: School Governance and Management - Artificial Intelligence (AI) Policy POLICY URL: https://lsi-ac.uk/policy/31c8e9f5-a836-4617-a56b-dc3efcd846dc POLICY STATEMENT: The School is committed to the ethical and responsible use of Artificial Intelligence (AI) in teaching, learning, and research. We adhere to all relevant laws and regulations and require all staff, students, and partners to disclose their use of AI in their work. Compliance with the following overarching principles is essential, and the School reserves the right to take action if this policy is not followed. POLICY PRINCIPLES: ------------------ - The School will apply the following 6 ethical and trustworthy guiding AI principles, broadly agreed upon by many AI makers and regulators, including the UK government, IBM, and Google. These are:; - Explainability : users should be able to explain how AI is being used and why;; - Transparency : users must always be transparent about the use of AI, especially for the purposes of integrity, and disclose its use;; - Accountability : users are legally and ethically responsible for the use of all AI system performance, including copyright and obtaining all consents, and also standards and quality;; - Privacy : the privacy and rights of all individuals must be respected, and AI systems must be used compliantly and appropriately;; - Fairness : AI systems should be used properly, especially given bias and discrimination, and must be fairly interpreted, applied, and used;; - Robustness : all AI systems must be reliable and safe to use, taking appropriate measures to mitigate risks. REGULATORY CONTEXT: ------------------ This Policy has been developed in line with the applicable laws, regulations, regulatory advice, and sector best practices, including the following: R1. Office for Students (OfS): Regulatory framework for higher education in England - This framework outlines OfS' primary aim to ensure positive outcomes for students, including access, success, and progress in higher education. It covers quality academic experience, progress into employment, and value for money. R2. Information Commissioner's Office (ICO): Guide for higher education institutions - Provides guidance for higher education providers on their obligations under data protection law. R3. UK Government : Data Protection Act 2018 - Legislation aimed at controlling the processing of personal data, laying down principles with respect to the processing of personal data, and the rights of data subjects R4. Quality Assurance Agency (QAA): Advice - Academic Misconduct - Guidance on handling academic misconduct for higher education providers. METRICS AND KPIS: ------------------ The following metrics will be measured and regularly reviewed as key performance indicators for the School to ensure the effectiveness of this policy and associated operations: M1. AI Usage Disclosure Compliance Rate: Percentage of staff, students, and partners who disclose AI usage in their work, measured quarterly, with a target of 100% compliance. Ensures full transparency and adherence to the policy, reinforcing ethical AI use and accountability. M2. Policy Breach Incidents: Number of incidents where AI policy breaches are reported, with a target of reducing breaches to zero annually. Tracks and mitigates risks associated with non-compliance, ensuring policy effectiveness. M3. Quarterly Policy Review Completion: Percentage of policy reviews completed on schedule each quarter by the Executive Committee, with a target of 100%. Ensures the policy remains up-to-date with evolving laws, ethical standards, and technological advancements. M4. Training Completion Rate on AI Policy: Percentage of staff and students who complete mandatory training on AI policy and principles within the first month of the academic year. Promotes understanding of ethical and responsible AI use across the institution, fostering a culture of compliance. SECTION 1: Practical Guidelines for Ethical AI Application ------------------ 1.1. Guidelines for Implementing Ethical AI Principles (by All Staff and Students): In applying the six ethical and trustworthy AI principles, those covered by this policy must adhere to the following general guidelines:; Consideration: Assess the full impact of AI use, recognising potential biases. For example, students should carefully interpret and apply AI results; Ethical Assessments: Follow the School’s Research Ethics and Governance Code, including obtaining Academic Board approval when necessary; Human Intervention: Exercise due care to uphold academic integrity and comply with legal requirements; Continuous Monitoring: Regularly monitor AI usage to identify and address unintended consequences, seeking ethics approval if needed; General Duty of Disclosure: Promptly and properly disclose all AI use to the School, such as in bibliographies and through the AGS disclosure form; These guidelines are designed to ensure that the principles of ethical and trustworthy AI are effectively implemented. They provide practical steps for maintaining high standards in AI use, adapting to evolving practices, and ensuring compliance with current legislation and institutional values. Periodic reviews will ensure these guidelines remain relevant and effective as new challenges and best practices emerge. SECTION 2: General Duty to Disclose Use of AI ------------------ 2.1. General Duty of Disclosure (by All Staff and Students): All AI usage must be disclosed to the School using appropriate processes. These processes can include methods such as references, bibliographies, or by completing an AI usage form on the AGS referred to below. It is essential that every instance of AI usage is accurately recorded and communicated to ensure compliance with the AI principles. Additionally, the manner in which AI is used will determine the specific way in which it needs to be disclosed; Disclosure ensures transparency and allows the School to analyse and record AI use according to policy principles. Failure to disclose AI usage undermines transparency and may lead to disciplinary action for breaching the policy. SECTION 3: Case Studies 1: Learning ------------------ 3.1. Use of AI in Assessments (by Students): Students may use AI, including generative AI, in their assessments. They must adhere to the principles outlined above and clearly disclose its use through appropriate citations and bibliographies. This includes providing a comprehensive explanation of their work, discussing how they utilised AI tools and the thought process behind their decisions. Additionally, students must comply with ethical standards, data protection regulations, and copyright laws while being mindful of potential biases in AI-generated results. The School will design assessments that require critical thinking, personal reflection, and the application of knowledge; This approach ensures examinations reflect real-world work scenarios while maintaining academic integrity. By balancing innovation with standards, the School upholds high ethical standards and transparency. Students are expected to follow all relevant School regulations and policies, including those on Academic Misconduct, to ensure the responsible use of AI. 3.2. Application of AI Policy to Weekly Study (by Students): This policy and its principles also apply to all weekly study undertaken by students. Students must:; Apply the principles and guidelines of this policy in their work; Use appropriate citations and explain their use of AI; Interpret and analyse AI results critically before using them; Students are encouraged to maintain a reflective journal on their use of AI in learning. This practice helps them articulate their experiences and enhances their understanding of the learning journey; Additionally, students should seek feedback on their AI-assisted work. This will help them improve their outputs and understand how to effectively blend AI contributions with their own personal insights; Applying these principles ensures consistency and adherence to academic standards across all work. This policy is supported by other School regulations, including the Research Ethics and Governance Policy, Data Protection Policy, and IT Regulations. Students must familiarise themselves with and follow all relevant School policies to maintain high quality and standards in their work. 3.3. Inquiries About AI Use: Students with questions about using AI should consult their programme or module leaders, Personal Academic Tutors (PATs), or the Director of Education; These individuals are equipped to provide guidance on the appropriate use of AI and ensure compliance with the School's policies. Seeking advice helps maintain academic integrity and adherence to relevant regulations. SECTION 4: Case Studies 2: Staff Teaching and Research ------------------ 4.1. AI Use in Teaching by Staff (by Director of Education): Academic staff may incorporate AI into their teaching; however, its use must align fully with the principles and processes outlined in this policy, including transparency and fairness; Adhering to these principles ensures that AI is used ethically and effectively in the learning environment, maintaining the School's high standards of teaching and integrity. 4.2. AI Integration in Teaching and Learning (by Director of Education): The School actively develops AI tools for learning and teaching. For instance, it utilises intuitive knowledge graphs and incorporates AI into all teaching activities. Each week, automation and AI systems guide students through personalised learning experiences. Students engage with pre-designed challenges and receive targeted feedback from a virtual mentor, helping them identify areas for improvement and enhance their skills; Staff conducting research or applying new AI-driven learning and teaching tools must adhere to relevant School policies, including those on research ethics and the principles outlined in this document; Additionally, staff should disclose their use of AI by submitting the AGS form mentioned below; This approach enhances learning by providing a dynamic and engaging experience that mirrors real-life interactions rather than traditional sequential methods. Following the policy ensures that AI is used ethically and effectively, maintaining high standards in teaching and learning. SECTION 5: Case Study 3: Support Provision ------------------ 5.1. Using AI to Assist with Tailored Support (by Student Success Team): The Student Success Team may utilise AI to provide support but must ensure compliance with the principles outlined in this policy. They should first consider the disclosure rules below. AI can be used to recommend tailored support for students based on their unique learning needs, predict performance issues to enable proactive interventions, and evaluate feedback to identify areas for improvement. By employing AI thoughtfully, the team can enhance the effectiveness of their support services and foster a more positive learning environment for students. They should ensure that any use of AI is properly disclosed by submitting the AGS form mentioned below; This practice safeguards student privacy and trust while allowing effective use of AI for data-driven decisions. SECTION 6: AI Usage Disclosure and Compliance Policy ------------------ 6.1. Disclosing AI Usage: Citations, Forms, and Register Requirements (by All Staff and Students): Staff and students must always disclose all AI usage in learning, research, and assessments by providing proper citations and references. They may also need to submit an AI Usage Form on the AGS. The principle is that any significant implementation of AI—impacting teaching, learning, assessment, administration, or student support—requires the completion of this form. This includes situations such as adopting new AI tools, reporting data breaches or misuse, developing courses that incorporate AI, implementing AI-driven assessments, or using AI for student support services; This form is separate to an ethics application and supports an AI Usage Register on the AGS, which records the individual using AI, the purpose of its use, specific tools employed, and adherence to policy principles. Maintaining the AI-Usage Register provides an audit trail and data, supports reporting and continuous improvement, and facilitates annual reviews, thereby upholding the integrity and transparency of AI usage; This rule ensures transparency, accountability, and ethical compliance in AI usage, promoting academic integrity, safeguarding data, and facilitating continuous improvement through audits and reviews of AI's impact on education and administration. SECTION 7: Training on AI Policy: AI Literacy ------------------ 7.1. Training on AI Policy and Principles (by Executive Committee): The AI Policy is publicly available on the School's website and AGS; The School will provide training for all staff and students on this AI policy and its principles, including:; Explainability: Guidelines on when and how AI should be used; Transparency: Proper use of AI in academic work, particularly in summative assessments and citation; Accountability: Compliance with relevant laws, including data protection and copyright; Privacy: Understanding the implications of rights related to AI use; Fairness: Ethical use of AI, including ethics assessments and supervisor responsibilities; Robustness: Correct interpretation and application of AI results, addressing issues such as hallucinations and bias; Training ensures that all staff and students understand and apply the AI policy principles effectively. This approach promotes responsible use of AI, compliance with legal requirements, and maintains academic integrity and transparency. SECTION 8: Periodic Evaluation and Policy Update ------------------ 8.1. Regular Review of AI Policy (by Executive Committee): The School will continuously review this AI policy, including its guiding principles above and processes, as part of its annual evaluations to ensure it aligns with legal, ethical, professional, academic, and fair use standards for AI and other technologies; The Executive Committee (EC) will conduct quarterly reviews and update the policy as necessary to reflect technological advancements and changes in the law; Regular reviews by the EC will ensure the policy remains current with evolving legal and ethical standards, promoting responsible AI use within the School and keeping it informed of changes in technology and practice.