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Artificial Intelligence (AI) Policy

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 AI usage in their work. Compliance with these principles is essential, and the School reserves the right to take action if this policy is not followed.

Principles

The School will apply the 6 ethical and trustworthy AI pillars, broadly agreed upon by many AI makers and regulators, including the UK government, IBM, and Google. These are:

  1. Explainability: users should be able to explain how AI is being used and why;
  2. Transparency: users must always be transparent about the use of AI, especially for the purposes of integrity, and disclose its use;
  3. 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;  
  4. Privacy: the privacy and rights of all individuals must be respected, and AI systems must be used compliantly and appropriately;  
  5. Fairness: AI systems should be used properly, especially given bias and discrimination, and must be fairly interpreted, applied, and used;
  6. 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:

Authority Name Url
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
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.
Quality Assurance Agency (QAA) Advice - Academic Misconduct
Guidance on handling academic misconduct for higher education providers.
Information Commissioner's Office (ICO) Guide for higher education institutions
Provides guidance for higher education providers on their obligations under data protection law.

Case Studies 2: Pedagogical Excellence and State-of-the-Art Curriculum

Title
Rule
AI Use in Teaching by Staff

Academic staff must use AI in teaching fully in line with the principles and processes outlined in this policy.

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.
Rule
AI Integration in Teaching and Learning

The School employs intuitive knowledge graphs and AI in 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, which helps them identify areas for improvement and advance their skills. AI must be used in accordance with this policy, and staff must disclose its use through appropriate School processes and obtain necessary clearance.

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.

General Duty to Disclose Use of AI

Title
Rule
Disclosure of AI Usage

All AI usage by staff and students must be disclosed to the School using the processes in the AGS. Students should also cite any AI used in their assessments.

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.

Scope and Applicability of the AI Policy

Title
Rule
Ethical Use of Artificial Intelligence

All staff, students, and external partners using the School’s services, resources, and facilities must adhere to this AI policy, ensuring the ethical and responsible use of AI.

The School is committed to maintaining high standards in teaching, learning, and research. This policy ensures that all AI use complies with relevant laws and regulations and aligns with the School’s principles of academic integrity and professionalism. By following the principles in this policy, we can uphold the quality and credibility of our educational and research activities.

Practical Guidelines for Ethical AI Application

Title
Rule
Guidelines for Implementing Ethical AI Principles

In applying the six ethical and trustworthy AI principles, those covered by this policy must adhere to the following guidelines:

  1. Consideration: Assess the full impact of AI use, recognising potential biases. Students should carefully interpret and apply AI results.
  2. Ethical Assessments: Follow the School’s Research Ethics and Governance Code, including obtaining Academic Board approval when necessary.
  3. Human Intervention: Exercise due care to uphold academic integrity and comply with legal requirements.
  4. Continuous Monitoring: Regularly monitor AI usage to identify and address unintended consequences, and seek ethics approval if needed.
  5. General Duty of Disclosure: Promptly and properly disclose all AI use to the School.

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.

Periodic Evaluation and Policy Update

Title
Rule
Regular Review of AI Policy

The School will continuously review this AI policy 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.

Execution and Training on AI Guidelines and Protocols

Title
Rule
Training on AI Policy and Principles

The AI Policy is publicly available on the School's website and AGS, and its principles, including explainability and transparent disclosure, must be adhered to. The School will train all staff and students on this AI policy and its principles. Training will cover:

  1. Explainability: Guidelines on when and how AI should be used.
  2. Transparency: Proper use of AI in academic work, particularly in summative assessments and attribution.
  3. Accountability: Compliance with relevant laws, including data protection and copyright.
  4. Privacy: Understanding rights implications related to AI use.
  5. Fairness: Ethical use of AI, including ethics assessments and supervisor responsibilities.
  6. 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.

Case Studies 1: Education

Title
Rule
Use of AI in Assessments

All School examinations are conducted as online open book assessments to evaluate students' comprehension and application of module learning outcomes. Students may use AI, including generative AI, in their assessments, but must disclose its use, including through citations. They must also adhere to ethics, data protection, and copyright regulations, and be aware of potential biases in AI results. Coursework assessments may be completed at home.

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.
Rule
Application of AI Policy to Weekly Study

This policy and its principles 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 the use of AI.
  • Interpret and analyse AI results critically before use.

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.
Advice
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.

Procedures within the Automated Governance Framework and Registry

Title
Rule
AI-Usage Register and Approval Process

Per this policy, staff and students must disclose AI usage to the School through the AGS. The School will maintain an AI-Usage Register in the AGS, recording:

  • The decision-maker who approved the AI usage, such as a module leader or Academic Board, as part of an ethics assessment.
  • The individual who used the AI.
  • The purpose of the AI use.
  • The specific AI tools used.
  • Compliance with policy principles.
  • The date and written confirmation of approval.

Maintaining the AI-Usage Register ensures accurate documentation, provides an audit trail, supports continuous improvement, and facilitates annual reviews, thereby upholding the integrity and transparency of AI usage.

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.

Title
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.
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.
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.
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.
Policy: Artificial Intelligence (AI) Policy