AI Use Policy: Board Brief

A one-page AI Use Policy summary, written for board-level adoption in a single meeting. Adapt the bracketed placeholders, attach the Staff Handbook as the operational companion, and adopt by resolution. Last reviewed: May 25, 2026.

[Organization Name] AI Use Policy — Board Brief

Adopted by the Board of Directors on [Date]. Effective [Date]. Reviewed annually.

1. Purpose

This policy governs the use of artificial-intelligence tools by [Organization Name] staff, contractors, volunteers, and board members in the conduct of organizational work. Its purpose is to enable practical, responsible use of AI in service of the mission while protecting participants, staff, funders, and the public.

2. Scope

This policy applies to all AI-enabled tools, including but not limited to: generative AI assistants (e.g., ChatGPT, Claude, Microsoft Copilot, Google Gemini); AI features embedded in existing software (e.g., transcription, summarization, scoring); and AI-powered analytics or decision-support tools. It applies whenever such tools are used to produce work product, process organizational data, or interact with participants.

3. Three-Tier Framework

Permitted (no advance approval required). Low-stakes uses on non-sensitive content with full human review before any external use. Examples: spell- and grammar-checking; drafting first versions of public-facing communications you then edit; summarizing publicly available reports for internal use; brainstorming options.

Restricted (advance approval required). Uses that touch confidential or participant-related information, that affect work product reaching funders or regulators, or that involve tools without enterprise-grade data-handling commitments. Approval is granted in writing by the [Executive Director or designee] on a per-tool, per-use-case basis using the Tool Approval Worksheet.

Prohibited (not permitted under any circumstances). See Section 4.

4. Prohibited Uses

Determining eligibility for any program, service, or benefit.
Making, or substantially driving, decisions that affect a participant’s services, placement, or status without documented human review.
Entering personally identifiable information (PII), protected health information (PHI), educational records (FERPA), child-welfare data, or other regulated or sensitive participant data into any AI tool that lacks a written data-handling commitment (e.g., a Business Associate Agreement for PHI, a data-protection agreement for PII).
Representing AI-generated content as exclusively human-authored in any context where the distinction is material — including funder evaluations, regulatory filings, and academic or journalistic submissions.
Using AI to surveil staff, contractors, or participants.
Using AI to generate content that impersonates a real person without their written consent.

5. Responsibilities

The Board adopts this policy, reviews it annually, and is informed of any significant AI deployment or incident.

The Executive Director (or designee, the “AI Use Officer”) owns implementation: approving Restricted-tier uses, maintaining the approved-tool list, ensuring staff training, and reporting to the board.

All staff and contractors follow this policy and the Staff Handbook, complete required training, disclose AI assistance per the Disclosure Standard, and report incidents to the AI Use Officer.

6. Disclosure Standard

Where AI is used in a way that a reasonable participant, funder, or regulator would want to know about, the organization discloses that use. Operational application is governed by the Staff Handbook (tiered disclosure: silent, footer, explicit).

7. Federal-Award Overlay

For activities funded by federal awards, AI tool costs and uses must comply with applicable federal cost principles, including the Uniform Guidance at 2 CFR Part 200, and any program-specific or pass-through agency requirements that are stricter. The AI Use Officer maintains documentation sufficient to support cost allowability and program reporting on demand.

8. Incident Reporting

Any actual or suspected breach of this policy — including the inadvertent entry of sensitive data into a non-approved tool, an AI-generated output that reached an external recipient without required review, or any harm to a participant connected to AI use — is reported to the AI Use Officer within one business day. The AI Use Officer documents the incident, takes corrective action, and informs the board if the incident is material.

9. Review

This policy is reviewed at least annually by the Board, or sooner upon any material change to the AI tool landscape, the organization’s program portfolio, or applicable law.

Model Adoption Resolution

RESOLVED, that the Board of Directors of [Organization Name] hereby adopts the AI Use Policy — Board Brief, attached hereto and dated [Date], effective [Effective Date]; authorizes the Executive Director to issue and update the companion Staff Handbook consistent with this policy; and directs the Executive Director to report to the Board annually on AI use and any material incidents.

How to Use This Template

Replace bracketed placeholders with your specifics.
Pair with the operational Staff Handbook before adopting.
Use the Board Briefing Pack to support the adoption conversation.
For federally funded programs, also see the Federal Grants & AI Compliance Quick Reference.

Attribution appreciated but not required. This is a template, not legal advice. If your organization has specific legal obligations — HIPAA, FERPA, child welfare, federal awards — review with counsel before adoption.