Introduction

At Prostart, we recognise the potential for Artificial Intelligence (AI), particularly Generative AI (e.g., ChatGPT), to transform how our organisation is managed and how apprentices/ learners learn. This policy outlines our approach to integrating AI responsibly into how we run Prostart and how we deliver learning, enabling everyone to benefit from new technologies, educating them about safe, responsible and ethical AI use.

We recognise the guidance set out in the Department for Education’s Statement on Generative Artificial Intelligence in Education1. This policy has been informed by that guidance along with documents such as JISC’s ‘Principles for the use of AI in FE Colleges’2.

All users of generative AI will comply with relevant laws, regulations, policies and guidelines governing Keeping Children Safe in Education3, intellectual property, copyright, data protection and other relevant areas. We will prioritise the safeguarding of our apprentices/ learners and will not knowingly use any AI technology that puts them at greater risk. Staff will not provide intellectual property, including apprentices/ learners work, to be used to train Generative AI models without appropriate consents or exemptions in place.

Responsibility

Overall responsibility: Managing Director

Implementation: Governance Officer and Lead exams, technical & centre coordinator | DSL

Principles

When we invest in, implement and use AI at Prostart we follow these key principles:

• Equity and inclusion: We commit to deploying AI technologies in a way that is equitable and promotes inclusion, addressing biases and ensuring fair access to educational opportunities for all apprentices/ learners.
• Transparency: We prioritise transparency in AI usage, ensuring that apprentices/learners, families, and staff understand how and where it is used and the effects on teaching and learning.
• Privacy: We apply strict data protection standards, including safeguarding student and staff data used in AI applications. Our full data protection policy can be found here – General Data Protection Policy – Prostart
• Accountability: We hold ourselves accountable for the ethical design, development, and implementation of AI systems, regularly reviewing their impact and efficacy.
• Educational value: We consider how AI applications align with the curriculum scope and objectives and serve to improve teaching and learning experiences and outcomes for apprentices/ learners.

We use AI as an administrative and educational tool, and actively develop staff and apprentices/ learners’ AI literacy and skills. We use AI to help tutors manage their workload rather than add to it, and to improve and streamline operations to maximise time and resource available for teaching and learning.

Guidelines for staff

Staff are permitted to explore and use AI-based tools and technologies to support their work where no proprietary or personal information is shared with the AI tool. AI tools will be used responsibly, ensuring they complement expertise but do not create a substitute for professional judgement. Staff remain professionally responsible and accountable for the quality and content of any output they have generated using AI.

¹  https://www.gov.uk/government/publications/generative-artificial-intelligence-in-education/generative-artificial-intelligence-ai-in-education

² https://www.jisc.ac.uk/further-education-and-skills/principles-for-the-use-of-ai-in-fe-colleges

³  https://www.gov.uk/government/publications/keeping-children-safe-in-education–2

Staff can use AI technologies:

• As a starting point to generate schemes of work, lesson plans and assessment. These should then be adapted to better reflect the specific needs of apprentices/ learners and must meet the needs of awarding organisations or validating institutions.
• To develop course materials such as handouts and presentations to support streamlining workflows and reducing workloads.
• To support development of business documentation and materials to support streamlining workflows and reducing workloads.
• In business support roles to assist in streaming workflows and improving efficiency.

For transparency, staff should indicate when AI has been used to support the creation of all materials. Within the footer of all materials, you should include the following: “AI has been used to support the creation this content”

Staff cannot:

• Currently use AI technologies to assess and provide feedback to apprentices/ learners on formative and summative assessment.
• Upload data that is protected by data protection laws pertaining to identifiable individuals to any AI tool. The uploading of such information will be classed as a GDPR breach and must be reported to the Data Protection Officer mariapannullo@prostartuk.co.uk). This information includes:
  • Basic identity information
  • Web data (e.g. location, IP address, cookie data, RFID tags)
  • Health and genetic data
  • Biometric data
  • Racial or ethnic data
  • Political opinions
  • Sexual orientation / identity
  • Any information that relates to an identified or identifiable living individual.
• Upload any business or commercially sensitive information belonging to Prostart or any of its stakeholders.
• Use AI tools that Prostart have taken the considered decision not to allow the use of on Prostart devices and through Prostart network. These decisions are based on consideration of concerns such as data and privacy management. Specific tools that are not to be used are listed below.
  • DeepSeek (confirmed 30/1/25)

NOTE: specific guidance may be given to individuals using Prostart piloted tools.

Staff will receive training to:

• Understand Generative AI: Staff will receive training on the capabilities and limitations of Generative AI tools like ChatGPT and Google Gemini. This will include checking for bias, accuracy and currency. They will learn to quality-assure and fact-check the results and use AI-generated content responsibly in teaching materials and other business documentation.
• Use professional judgement: Staff will exercise professional judgement in checking AI-generated content for accuracy, relevance, and appropriateness before use in educational settings. They are expected to provide context, and supplement AI-generated materials with their expertise.
• Use AI to personalise learning: Staff must promote equity in education by considering use of AI to address learning gaps and provide personalised support, preparing all apprentices/ learners for a future in which AI technology will be an integral part, being mindful of disparities in opportunities for different apprentices/ learners.
• Meet data protection and Intellectual Property legislation and policies: Staff will be trained to protect personal and sensitive data, ensuring compliance with data protection legislation and other college policies, recognising the risks posed by AI. Staff also need to respect apprentices/ learners’ intellectual property rights, ensuring that original work (including homework) is not used to train AI models without appropriate consent or exemption to copyright.

Teaching staff will emphasise to apprentices/ learners the importance of critical thinking, creativity, and originality in their work. Clear guidelines and expectations will be communicated to apprentices/ learners regarding the appropriate use of generative AI tools for homework and during assessments, ensuring that their work reflects their own efforts and understanding and meets the requirements of awarding organisations. Teachers can use information from sources such as the JCǪ (for example – link to JCǪ AI and Assessments quick guide for students) to ensure that apprentices/ learners are clear about how they can use AI appropriately in assessment and the consequences of its misuse – Policies and procedures information – Prostart

 All staff, including senior leaders, are responsible for reading and understanding this policy before using any AI technology. Staff must report any suspected breaches of this policy to the Lead IQA team.

Staff must ensure that any potential new use of AI tools is assessed to consider if a Data Protection Impact Assessment is required.

 Guidelines for apprentices/ learners

Throughout their programmes of study, apprentices/ learners will be guided to:

• Understand generative AI: Apprentices/ learners will be given information on the capabilities and limitations of the most widely available, age-appropriate, Generative AI tools, enabling them to critically evaluate AI- generated content. They will learn to discern between reliable and unreliable information and use AI tools responsibly.
• Use AI responsibly: Apprentices/ learners are encouraged to use AI tools as aids to supplement their understanding rather than relying on AI-generated content. They will be taught to quality-assure and fact-check information and get help from teaching and support staff when needed. Apprentices/ learners will be taught not to enter personal details or sensitive information into generative AI tools.
• Develop their digital citizenship: Apprentices/ learners will be trained in digital citizenship and online safety, including understanding the implications of sharing personal data and intellectual property online. They will learn to protect their privacy and respect the intellectual property rights of others in digital environments.

Apprentices/ learners must:

• Only use AI technologies where advised by teachers and support staff that they can – this will depend on the assessment guidance linked to the qualifications they are studying.
• Not use AI tools that Prostart have taken the considered decision not to allow the use of on College devices and through Prostart network. These decisions are based on consideration of concerns such as data and privacy management. Specific tools that are not to be used are listed below.
• DeepSeek (confirmed 30/1/25)
• Be clear and transparent where work has been generated with the help of AI.
• Clearly reference the use of AI tools in any homework, classwork or formal assessment by including the following at the end of the work:
  • The name of the AI tool used
• • The date the content was generated
• • An explanation of how the tool was used e.g. what prompts were used to generate the content
• • Save a screen shot of the questions / prompts asked and the responses received
• Sign any declarations required to confirm that any work without references is your own. If an AI tool has been used, the declaration should not be signed until all the references have been added.

If a student misuses an AI tool, for example by not including appropriate references, they are likely to have committed malpractice, and this may attract severe sanctions; for example, they may be disqualified from the assessment or even the whole qualification. More details of this can be found in the Malpractice, Maladministration and Plagiarism Policy – Policies and procedures information – Prostart

Risk Management

Bias and discrimination: We are committed to fairness and equality; we will reduce the risk of unfair outcomes by upskilling our staff to understand the potential for bias in AI-generated content and to monitor AI outputs for fairness and equality.

Data security: Cybersecurity measures are implemented to prevent data breaches and unauthorised access to sensitive information, including AI-generated content.

Educational integrity: Measures are taken to prevent misuse of AI in assessments and safeguard the integrity of qualifications. Policies and procedures information – Prostart

Online safety: Guidance is provided to protect against harmful or inappropriate content online, including content generated by AI.

Future skills development

Knowledge-rich curriculum: Apprentices/ learners are equipped with foundational knowledge and critical thinking skills to effectively use emerging technologies like Generative AI, built into digital skills, study skills and vocational delivery.

Feedback, evaluation and continuous improvement

We will gather feedback from apprentices/ learners, families, staff and engage in ongoing research to refine our use of generative AI, address concerns, and adapt to evolving educational needs. For example:

AI governance

Key staff at Prostart who are responsible for this policy’s content and implementation:

• The Governance Officer the lead for use of generative AI technology. They monitor compliance and work with staff to communicate, promote and regulate AI use, including providing or arranging training where needed.
• Our Data Protection Officer is responsible for advising Prostart about our data protection obligations in relation to AI use.
• Our Lead exams, technical & centre coordinator | DSL provides technical support and guidance on the use of AI. Our Digital and Academic Resource Centre Manager and team will provide support around the use of AI

Conclusion

At Prostart we are committed to harnessing AI technologies responsibly where they can improve teaching and learning outcomes. By applying ethical principles, promoting transparency, and implementing measures to safeguard apprentices/ learners, we aim to use AI effectively for the benefit of our Prostart community.

Linked Policies

• Malpractice & Maladministration/Plagiarism Policy
• Online Safety Policy
• Data Protection Policy
• Acceptable Use of ICT Policy