Never enter student names or personal details

Do not type any student's name, ID, address, health information, welfare notes, or other identifying detail into a consumer AI tool. Use generic descriptions — "a Year 10 student" rather than a name.

Understand where your data goes

Consumer AI tools may save your conversations and use them to improve their models. Assume anything you type in a free consumer tool is potentially stored. If in doubt, don't type it in.

Use your school Microsoft account for sensitive tasks

Microsoft Copilot accessed through your school M365 account operates under the school's enterprise agreement. Data does not leave the school's tenancy and is not used to train AI models.

Do not use a personal account for school work

If you sign into ChatGPT with a personal home account, those prompts are not covered by any school data agreement. Always use a school-specific account, or use Copilot inside Microsoft 365.

Always review AI-generated content before using it

AI tools can make mistakes, invent facts, or produce content that doesn't match your curriculum. Always read and edit what it produces. You are responsible for everything you give to students.

Do not upload school documents to consumer tools

Do not upload student work, assessment tasks, confidential reports, or school documents to consumer AI tools. These files may be stored on the tool's servers.

Be careful with paid tools

If a tool asks for payment, do not sign up using school funds without checking with your Head Teacher or the principal first. Free tiers are recommended unless IT has approved a tool.

For student activities — check with your Head Teacher first

If you plan to have students use AI tools as part of a class activity, discuss it with your Head Teacher before running it. Students under 18 may need parental consent to create accounts on consumer platforms.

Disclose AI use in assessments

If you used AI to help draft an assessment task or resource, note this in your own records. Follow your school's emerging AI academic integrity policy.

When in doubt, check with your Head Teacher

This guide will be updated as school policy develops. If you're not sure whether a tool is approved, check with your Head Teacher before using it for school work.

How does The AI Staffroom protect student data?

We use a layered approach so sensitive student information doesn't reach AI tools:

1. Teacher-only by design. Every prompt, tool and workflow is built so you never need to enter a student's name or personal details — generic descriptions ("a Year 10 student") are all that's required.

2. Active on-device checks. Before anything is sent, The AI Staffroom scans your typed text, document attachments (PDF/Word) and — using on-device text recognition — image attachments for likely student names, IDs, labelled dates of birth, and health/NCCD information, and warns you so you can remove it first. These checks run on your device; nothing is sent anywhere to perform them.

3. You're in control. Manage which checks run in Settings → Sensitive Data. Schools on our enterprise plan can enforce these centrally through their IT admin, so the policy can't be switched off by individual staff.

4. No training, no selling. We never use your data to train AI models and never sell it. Data is stored on secure Australian servers.

These checks are a safeguard that helps catch accidental disclosure — they reduce risk but don't replace your professional responsibility to keep student data out of AI tools.

Is ChatGPT safe to use for school work?

ChatGPT can be used provided you do not enter student personal information or upload school documents. Use generic descriptions and always review the output. For anything involving student data, use Microsoft Copilot via your school M365 account.

Do I need to make an account for these tools?

Each tool is different — this guide tells you clearly which tools require an account and which you can use straight away. Where an account is needed, always use your school email, not a personal one.

Can my students use AI tools in class?

Speak to your Head Teacher first. Most consumer AI tools require users to be 13+ or 18+. This guide includes student-appropriate options, but confirm with administration before running student AI activities.

What is Microsoft Copilot and do I have it?

Microsoft Copilot is an AI assistant built into Word, PowerPoint, Outlook, and Teams. Whether your school has the Copilot licence depends on your M365 subscription. Look for the ✨ Copilot button inside Word or Outlook — if you don't see it, check with IT.

The AI gave me something wrong — what do I do?

This is normal. AI tools can make mistakes, especially with specific syllabus references. Always re-read and edit the output. The more specific your prompt, the better the result. Each tool card includes tips to improve your prompts.

Am I allowed to use AI to help write assessments?

AI can help you draft a starting point, but you should always review, edit, and take professional responsibility for any assessment you give students. Check your school's emerging AI policy for disclosure requirements.

What's an "AI generation" and how many do I get?

One generation is one click of Generate in any tool — a lesson plan, worksheet, differentiated task, set of report comments, assessment task, Canvas page, coding project, AI image/video/audio, meeting notes, and so on. Editing, copying, saving, or downloading what's already been generated is free — it's only creating new AI output that counts.

Free accounts get a limited monthly amount set by us, resetting on the 1st. Founding members get 200 generations for their whole trial (no monthly reset). Pro gets 200/month, resetting on the 1st. On top of that, bonus generations from referring other teachers never expire and never reset — see "Refer a teacher" in your account menu.