Privacy, Security, and Confidentiality
When using GenAI tools, it is crucial to understand that any information provided—whether through prompts entered by the user or AI-generated responses—could potentially be used by companies to train their models unless that company has an approved data privacy agreement with the District. This includes stakeholders’ personal details, and any proprietary or confidential information belonging to CPS. Assume that all information shared with a GenAI application will be used to train the model and could become accessible in the public domain unless explicitly told otherwise.
To safeguard privacy and maintain confidentiality, you should:
- Review the data privacy policy and terms of service of GenAI tools before using them to be aware of how the tool handles data and inputs.
- Always inform others when using GenAI tools that may impact their data and request their permission before doing so (i.e., meeting notetakers). Never input personally identifiable information or protected health information into GenAI tools that are not approved by the District.
- If using a GenAI tool that does not have an approved data privacy agreement with the District, never input:
- confidential, sensitive, or legally protected information
- personally identifiable information or protected health information
- copyrighted material or proprietary CPS intellectual property
Legally protected information would include, though it is not limited to, information contained in a student’s record; information that identifies students, employees, and other individuals; information contained in an employee’s record; proprietary information; etc.
Staff: Contact your manager or the IT Service Desk at (773) 553-3925 if you are unsure whether the information you are planning to input falls into any of the above categories.
Verification of the GenAI Tool’s Output
GenAI tools generate outputs based on their training from large and diverse data sets. These outputs can contain false information (“hallucinations”), bias, and low quality materials.
To ensure responsible use:
- Always verify the accuracy, appropriateness, and quality of GenAI content based on your expertise and research before sharing. Asking the GenAI tool whether the information is correct is insufficient, as GenAI has been shown to generate false information formatted as factual statements and does not have error-recognition mechanisms or “awareness” of the limits of its capabilities.
- Avoid prompting for outputs that would require access to or awareness of copyrighted materials. This can be accomplished by, for example, examining the work for a copyright notice, considering the type of content and source (i.e., content issued by the US government is generally public), or referring to websites that store public domain works or the Copyright Database.
Responsible Use: Ethics and Bias
AI outputs reflect the biases present in the model’s training data, which can lead to outputs that unintentionally perpetuate stereotypes or discrimination. This is contrary to CPS’s commitment to diversity, equity, and inclusion. CPS aims to ensure GenAI tools are used in manners that are safe, responsible, and meaningful for our entire community.
To uphold our values:
- Conduct thorough reviews to ensure outputs are not only accurate, but also free of unintended biases and align with our educational goals.
- Verify and assess the source information that GenAI outputs are relying upon when available. This can be accomplished by using a “deep research” tool and verifying the sources that are cited.
- Be vigilant of biases in GenAI outputs, particularly when these tools are used to inform decision-making or data analysis.
If you would like support in determining if GenAI outputs are demonstrating bias or how to correct for it, contact the Office of Equity at equity@cps.edu.
Age Appropriate Usage
GenAI tools, whether publicly available or subscription-based, typically set age restrictions in their Privacy Policy or Terms and Conditions. Before encouraging your students to interact with any tools, make sure to review the terms to ensure compliance with them. Below is a list of mainstream tools and their respective restrictions for your awareness. This does not imply District approval. Details on District approved tools can be found in the Approved Generative AI Tools section.
| Tool (company) | No Access | Parental Consent | No Permission Needed |
|---|---|---|---|
| ChatGPT (OpenAI) | Under 13 | Parental consent must be obtained for students 13–17 | 18+ |
| Claude (Anthropic) | Under 18 | N/A - no access under 18 | 18+ |
| Gemini, Gems, Nano Banana (Google)+ | N/A | Parental consent must be obtained for students | 18+ |
| Gemini Notebook (formerly NotebookLM) (Google)+ | N/A | Parental consent must be obtained for students | 18+ |
| Copilot (Microsoft)+ | Under 18 | N/A - no access under 18 | 18+ |
| Perplexity | Under 13 | Parental consent must be obtained for students 13–17 | 18+ |
| Adobe Firefly | N/A* | Parental consent must be obtained for students | 18+ |
| Canva | N/A* | Parental consent must be obtained for students | 18+ |
* Only enforced for enterprise accounts + Enterprise product of the District
Tool Approval and Use
Approved GenAI tools can be found in the EdTech Catalog.
Access to GenAI tools is governed by all relevant federal, state, and local student privacy and safety laws (FERPA, COPPA, SOPPA, etc.), along with District policy. Under SOPPA, all educational technology tools, including those that leverage GenAI, are reviewed, approved, and listed in the EdTech Catalog. Parents and guardians can choose for their child not to use specific GenAI tools through individual school opt-out practices. Schools are encouraged to use or adapt an existing opt-out form if one already exists. If not, this opt-out sample form can be customized.
Centering Human Thinking and Decision-Making
Ethical and responsible use of GenAI requires human judgement at all stages of use. Be sure to use original creativity, thinking, and ideas in your prompting practices, and treat the resulting outputs as "rough drafts" that require your expertise to refine. This human-in-the-loop approach ensures that GenAI technology serves as a co-pilot rather than an autopilot. Human-centered GenAI use involves highly interactive, iterative work with a GenAI tool to produce valuable outputs that have been fully vetted by a subject matter expert: you. In practice, this means double-checking or verifying every AI-generated output for accuracy and alignment before sharing them or using them to inform decisions.
Maintaining Digital Well-being
A risk of GenAI tools is cognitive and/or social-emotional over-reliance. CPS encourages students to use these tools with awareness and intention so that they benefit from their capabilities while protecting themselves from these risks.
Students can maintain digital well-being by:
- Paying attention to patterns of GenAI use, both at school and outside of it. If they begin to turn to GenAI immediately for tasks or for social support, it is a signal worth noticing. If they have concerns about their relationship with GenAI, they should talk to a trusted adult.
- Prioritizing real connections with peers, teachers, and other trusted adults that are essential to growth and well-being. Recognize that real relationships with humans cannot, and should not, be replaced by tools designed to simulate friendship or emotional support.