NZ specific AI and Generative AI Policy template for education
An AI & Generative AI Policy in education isn’t optional anymore. Schools and tertiary institutions are already surrounded by AI, whether they have a policy or not. Students are using ChatGPT style tools to draft essays, teachers are turning to AI to plan lessons, and admin teams are experimenting with AI for reporting, analytics, and communications.
Without a clear AI and Generative AI (GenAI) policy, all of this happens in an ad-hoc, “make it up as we go” way. That’s risky for students, for staff, and for the institution’s reputation.
This is a co created with education experts, an AI and Gen AI Policy for NZ educational facilities such as kura, schools, universities, polytechnics and adult learning centres. This is unique as it carefully balances NZ educational requirements with intertwined Te Tiriti o Waitangi commitments.
The Policy is in two parts. One part of a document (The Policy) and the second part is a spreadsheet (Whakapapa of AI and Gen AI usage) for students to record their AI usage.
The Policy can be edited and adapted to meet your needs. Noting School Docs are still yet to provide an And Gen AI policy for their system.
There is no ownership of the document. You are encouraged to copy and utilise it as you see fit for your organisation. Any feedback would greatly be appreciated to assist the wider Aotearoa New Zealand educational sector to thrive with AI and Gen AI usage by both staff and students
Some of the public sources that were used include but not limited to:
Ako Aotearoa
Dr Simon McCallum
Open Polytechnic
Teacher GPT
DELETE THIS PAGE ONCE YOU HAVE READ IT
While there are several draft template policies, none consider Te Tiriti, tikanga or Māori Data Sovereignty. Nor do they differentiate between on premise licenced AI, Gen and AI, Algorithms and emerging technologies.
This is a New Zealand and Te Tiriti aware AI and GenAI policy. It is based on best practices and by referencing other policies.
This Taonga was created by Dr Karaitiana Taiuru at http://www.taiuru.maori.nz using the mātauranga of many others, it has no copyright attached.
Some of the public sources that were used include:
You are encouraged to copy, modify and use as you see fit.
Note: As a sample policy document for education providers, to use it should be adapted to fit the specific needs and context of your school. It is recommended that you include student and community representatives in the discussion and further development of this policy.
This policy recognises the transformative potential of Artificial Intelligence (AI) to enhance teaching, learning, and administrative functions. This policy outlines the principles, guidelines, and expectations for the responsible, ethical, and secure use of AI by all members of our school community, including students and staff when using AI tools for educational purposes, whether on school premises, using school devices, or for school-related activities.
This policy is guided by the New Zealand Ministry of Education’s recommendations, the New Zealand Qualifications Authority’s (NZQA) guidelines on academic integrity, the principles of the Privacy Act 2020, Digital Harmful Communications Act, and Te Tiriti o Waitangi.
Definitions
AI (Artificial Intelligence): A broad field of computer science focused on creating intelligent agents, which are systems that can reason, learn, and act autonomously, performing cognitive tasks normally requiring human intelligence.
Algorithm: An algorithm is a clearly specified mathematical process for computation; a set of rules that, if followed, will give a prescribed result.
Generative AI: A type of AI that can generate new content, such as text, images, audio, or video, in response to prompts or data inputs. Examples include large language models (LLM’s) and text-to-image generators.
Large Language Model: A type of artificial intelligence (AI) that uses deep learning to understand, generate, and predict human-like text
On-premises AI and GenAI tools: Are hosted and managed within an organisation’s own infrastructure therefore the data is private to that organisation.
Public AI and GenAI tools: Publicly accessible to anyone either for free or with a paid subscription. These tools are delivered via external cloud providers and the data inputted is used for public training and is not private.
Purpose
The purpose of this policy is to:
Guide the responsible, ethical, and secure use of AI and Generative Artificial Intelligence (GenAI) tools within (Enter School Name)
Recognise that Māori Data is a taonga and subject to tikanga Māori.
Ensure compliance with privacy, data security, and regulatory requirements.
Promote transparency and accountability in the use of AI and Generative Artificial Intelligence (GenAI) tools by staff and students.
Establish clear expectations and responsibilities regarding the appropriate and ethical application of GenAI technologies at (Enter School Name).
Background
AI and Generative Artificial Intelligence (GenAI) tools have rapidly emerged as powerful technologies that can create text, audio, video, images, code, and other content. While these tools offer significant opportunities to enhance learning and learning in vocational education, they also present challenges related to academic integrity, assessment validity, and ethical use.
This policy:
recognises that AI and GenAI tools are increasingly integrated into professional practice across trades and vocational sectors; and
aims to prepare students for responsible AI use in their future careers while maintaining the integrity of educational processes and ensuring authentic skill development.
Policy
1. Student Use of AI
Research and Information Gathering: AI and GenAI tools can be used to gather information and explore different perspectives under the guidance of a teacher.
Brainstorming and Idea Generation: AI and GenAI tools can assist in generating ideas and overcoming creative blocks.
Drafting and Editing (with acknowledgement): AI and GenAI tools can be used to assist with drafting and editing written work, provided that its use is clearly acknowledged.
Language Learning: AI tools that provide feedback on grammar and pronunciation may be used for language practice.
Restricted Uses
NCEA External Assessments
The use of AI is strictly prohibited in all NCEA external assessments.
Submitting AI-Generated work as your own
Submitting work generated entirely by AI and GenAI tools as one’s own original work is considered academic misconduct.
Unpermitted use in Internal Assessments
The use of AI and GenAI tools in internal assessments is subject to specific guidelines provided by the teacher for each task. Students must clarify with their teacher whether AI and GenAI tools use is permitted and to what extent.
Inputting Personal Information
Students are prohibited from inputting their own or others’ personal information into free AI and GenAI tools. Examples could include DOB, home address, student ID, and anything else that would breach the Privacy Act.
Acknowledgement and Referencing
Any use of AI and GenAI tools in assignments (where permitted) must be clearly acknowledged and referenced according to the section “Acknowledging usage of AI and Gen AI Tools” of this policy.
Presenting
AI-generated summaries or analyses without critical evaluation or proper referencing.
Submitting
AI-generated ideas as solely one’s own without further development.
Relying
Solely on AI for answers or completing practice tasks without engaging in the learning process.
Self-assess
Reflect on how much you rely on AI tools for completing tasks versus your own critical thinking and problem-solving.
2. Staff Use of AI
Lesson Planning and Resource Creation: AI and GenAI tools can be used to assist with generating ideas for lessons, creating learning materials, and finding relevant resources.
Administrative Tasks: AI and GenAI tools can be used to automate certain administrative tasks, such as drafting emails or summarizing information, to improve efficiency.
Professional Development: Staff are encouraged to explore AI and GenAI tools to enhance their own professional learning and understanding of the technology.
Restricted Uses
Marking Student Work
AI and GenAI tools should not be used for the primary marking or evaluation of student work. Teachers retain the responsibility for assessing student learning.
Inputting Sensitive Student Data
Staff must exercise extreme caution and avoid inputting sensitive or personal student data into AI and GenAI tools that may store or reuse this information. Secure and privacy-preserving AI tools should be prioritized.
Modelling Responsible Use
Staff are expected to model responsible and ethical AI and GenAI tools use for students and to promote critical thinking about the technology’s capabilities and limitations.
Professional Learning
The school will provide opportunities for staff to develop their AI and GenAI tools literacy and pedagogical approaches for integrating AI effectively into their teaching.
3. Data Privacy and Security
Our school is committed to protecting the privacy and security of student and staff data in accordance with the Privacy Act 2020. When using AI and GenAI tools, the following guidelines must be adhered to:
Avoid inputting personal information into free or unverified AI and GenAI tools.
Prioritise the use of AI and GenAI tools that have clear privacy policies and demonstrate a commitment to data security.
Conduct Privacy Impact Assessments (PIAs) for any AI and GenAI tools that will be used extensively within the school.
Ensure transparency with students and parents about the AI and GenAI tools being used and their data handling practices.
Regularly review the privacy settings and terms of service of AI and GenAI tools to ensure they align with the school’s privacy policies.
4. Use of Mātauranga
Māori Data and Māori Data Governance
Māori Data is: Digital or digitisable information or knowledge that is about or from Māori people, language, culture, resources, or environments. Māori Data is a Taonga and subject to Māori Governance.
Māori Data Sovereignty is Māori Data Governance. The principles, structures, accountability mechanisms, legal instruments, and policies through which Māori exercise control over Māori data.
Internally, any AI and GenAI associated with translating Te Reo Māori or generated multimedia must have the result confirmed by a staff or community member with expertise in te ao Māori.
Any mātauranga Māori that is used to train a Generative AI (te reo Māori, images, pūrākau, etc.) is done with permission from the traditional knowledge holder/author and is authenticated by a staff or community member with expertise in te ao Māori.
Knowledge that is considered tapu in te ao Māori is never used with AI and GenAI tools.
Tapu data includes but is not limited to:
Photos of the deceased, marae, carvings;
Whakapapa of individuals or collectives
pūrākau
waiata and whāikōrero
Any data that is deemed tapu by the kaitiaki of the content of the data.
Any dispute of plagiarism will be assessed by the organisation mandated Māori staff member with expertise in te ao Māori.
Where AI generated material such as text, images, video etc., is used, it must be acknowledged.
5. Acknowledging usage of AI and Gen AI tools
The following information should be included when acknowledging the use of AI tools. See attached spreadsheet template:
Reference Number
AI Tool Used
What aspect of your work did you use it for? (eg Brainstorming, Evidence Review, clarity of ideas)
Full details of the prompt(s)
How did you fact/bias check the outputs?
Issues such as misinformation or hallucinations
How did you ensure your use of AI was Safe, Tikanga appropriate, Ethical and Responsible?
How did using the AI tool contribute to your learning?
APA Referencing
In-text citation:
Developer (Year) states that …
Reference list entry:
Developer. (Year). Tool name (Version info) [AI model type]. Publisher. URL
(ChatGPT, personal communication, Month Day, Year)
For example: (ChatGPT, personal communication, September 5, 2025)
Note: No reference list entry is needed for personal communications.
Specific conversation or private output (not reproducible should be treated as personal communication)
6. Human Oversight (“Human-in-the-Loop”)
All AI and GenAI tools outputs that affect people, services, or decisions must be checked, verified, and approved by a qualified human reviewer before any action is taken.
AI and GenAI tools may assist decision making but never replace human judgment, accountability, or discretion.
Where AI and GenAI tools recommendations are used, the responsible human must document how the output was interpreted, verified, or overridden.
Responsibility for AI and GenAI tools assisted decisions remains with the human staff member or approving officer.
The school will regularly audit AI and GenAI tools to ensure ongoing fairness, accuracy, and compliance.
7. Algorithms
Any algorithms in systems that (Enter Name of School) uses, must be transparent and tested for bias by our communities.
· Do not upload or input other people’s intellectual property, any personally identifiable information (PII), student data, institutional content, or confidential material
· Do not use your organisational login to access
· Must be used for general-purpose tasks only
· All use must be acknowledged in academic submissions when relevant
Evaluated and approved for use
The following public AI and GenAI tools have been evaluated and approved for use by school staff:
Tool Name
Requirements
Access
Examples it helps with include:
ChatGPT
Users must ensure “Share data to help improve ChatGPT for everyone” is switched OFF in account settings
Staff may use personal or school provided accounts.
– Lesson planning
– Admin tasks
– Report comments
Google Gemini
For privacy control, never use a personal account for work.
School provided accounts only.
– Lesson planning
– Admin tasks
– Research
– Report comments
9. Creating new Large Language Models (LLM)
Staff and students are encouraged to create new GenAI models with existing models such as ChatGPT.
If so, they should use the AWS Generative AI model life cycle, ensuring that each stage considers Te Ao Māori and Te Tiriti principles.
It must be remembered that though the custom LLM is not publicly accessible without a subscription, it still resides on international servers, where long term privacy is not guaranteed and local laws apply.
Image Credit: AWS
10. Building a new AI Tool
The following principles from the WAI 2252 Te Tiriti Focused AI Governance Model should be used when building a new AI or GenAI tool
Tino Rangatiratanga: Embedding Māori leadership, decision-making, and governance at all levels of the AI system’s lifecycle.
Equity: Achieving equitable outcomes for Māori and contributing to Māori development.
Active protection: Ensuring equitable outcomes for Māori and obtaining Free, Prior, and Informed Consent (FPIC) for the use of Māori data.
Mana whakahaere: Effective stewardship over AI systems, recognising Māori Data as a Taonga
Mana Motuhake: Following tikanga throughout the AI development and deployment cycles.
Review
This policy will be reviewed quarterly or more frequently if required due to significant technological or regulatory changes.
DISCLAIMER: This post is the personal opinion of Dr Karaitiana Taiuru and is not reflective of the opinions of any organisation that Dr Karaitiana Taiuru is a member of or associates with, unless explicitly stated otherwise.
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