GenAI Policy & Adoption for KCS — ThinkStart Inc.

GenAI Policy & Adoption for KCS

Adopt fast. Govern faster. Prepared for: Director of Academic Technology (Kingsway College School)
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Lead

Why Mohit • Why ThinkStart • Why Now

Lead: Mohit Rajhans — Founder, Think Start Inc. | Media & AI Strategist | National Commentator

Tagline: Adopt fast. Govern faster. Build the house rules.

Who you’re hiring

  • 20+ years across Canada’s major media networks; national voice on AI, media, and digital transformation.
  • Author: Rethinking with AI; 2024 Best‑of‑Stage award for AI & Media Strategy.
  • Frequent TV/radio analyst translating hype into operating advantage for leaders and educators.
  • ThinkStart.ca — strategy‑first consultancy helping schools and mid‑market orgs go from AI curiosity → policy → confident classroom practice. Practical, evidence‑led, Canada‑aware (privacy, data residency, AODA/UDL).
Credentials & Qualifications ▶
  • K‑12 policy, PD, and parent‑comms playbooks delivered across Canadian contexts.
  • Standards‑aware: AODA/UDL alignment, MFIPPA/OSR considerations, vendor due‑diligence rubrics.
  • Strategy‑only, tool‑agnostic: we don’t sell software; we write the house rules your team can enforce.
  • School‑safe engagement: privacy‑first processes; references available on request. Background checks provided if required by KCS.

Your outcome (clear, usable, defensible)

  • Staff‑ready GenAI Policy (teacher, student, and parent‑facing versions).
  • Disclosure & Attribution Norms (templates for students/teachers; syllabus & LMS snippets).
  • Allowed / Expected / Forbidden (AEF) Matrix for students & staff (assessment, homework, research, comms).
  • Academic Integrity & Assessment Update (what counts as original work; when/what to cite; tools posture).
  • Privacy, Safety & Data Residency Guardrails (MFIPPA/OSR‑aware; vendor checklist; consent & age).
  • Accessibility & UDL/AODA Alignment (equitable use, accommodations, inclusion language).
  • Parent Communications Kit (letter, FAQ, town‑hall deck, website copy).
  • Teacher PD (live/virtual) with pilot lesson adapters for 3 subjects/grades.
Plan

What we’ll build together (Policy Table of Contents)

  1. Purpose & Principles (student agency, equity, transparency)
  2. Definitions (GenAI vs. assistive tech; retrieval vs. generation; provenance)
  3. Roles & Responsibilities (students, teachers, admin, IT, families)
  4. AEF Matrix — Students & Staff (use cases, examples, guardrails)
  5. Disclosure & Citation (classroom scripts, rubric addenda, syllabus language)
  6. Assessment & Academic Integrity (originality, oral/defense practices, alternatives)
  7. Privacy, Data Use & Residency (local storage, cloud, vendor due diligence, consent)
  8. Accessibility & UDL/AODA (inclusive design, accommodations, bias checks)
  9. Procurement & Vendor Vetting (rubric for selection; sandbox rules)
  10. Incident Response & Escalation (misuse, bias, hallucination harm, appeals)
  11. Change Control & Review Cadence (termly review; policy owner)
  12. Appendices (disclosure forms, rubric language, comms templates)
Peek: AEF Matrix (sample) ▶
Use CaseStudentsStaffNotes
Idea brainstorming Allowed Allowed Must disclose tool use; include prompt in appendix or reflection.
Full draft generation Forbidden Expected (feedback prep) Students: use for outline only. Staff: for rubric exemplars; cite.
Translation / accessibility aids Allowed Allowed UDL/AODA‑supportive; disclose assistive use where appropriate.
Research summaries Expected (with checks) Allowed Cross‑check with sources; include citations. No closed‑book exams.
Delivery

How we work (Discovery‑first • 3‑Month Benchmarks)

Month 1 — Discover & Assess

  • Time‑use & workload study: map how teachers and staff spend time across planning, feedback, admin; identify automations that give time back.
  • Policy & artifact inventory: AUP/IT, academic integrity, assessment, privacy, accessibility, LMS & rubric artifacts; shadow‑IT/tool scan.
  • Data flow & privacy review: MFIPPA/OSR considerations; consent & age; storage/residency; retention; DPIA/PIA where needed.
  • Usage & confidence baseline: quick survey + interviews (6–10) to benchmark adoption; teacher champions identified.
  • Drafts v0: AEF matrix, disclosure norms, communications posture; risk & opportunity map with early wins.

Month 2 — Design & Pilot

  • Policy v1 + student/teacher/parent versions; rubric add‑ons; vendor due‑diligence rubric.
  • 2 pilot classrooms per division (where feasible) using “disclose‑or‑defend” approach; feedback loops.
  • Front‑facing AI assistance: teacher copilot norms, classroom scripts, and parent‑facing updates.

Month 3 — Enable & Review

  • PD sessions (staff) and parent briefing; policy v2 with change control & ownership.
  • 90‑day review with benchmarks; scale plan and board brief; roadmap for next term.
  • Measurement: disclosure coverage, integrity checks, feedback time saved.

Scope & Budget Notes

  • Investment clarity: Package fees exclude any third‑party software, infrastructure, or licensing costs.
  • Technology limits: Internal constraints and budgets are not included; we document them in Month 1.
  • Post‑discovery plan: Final implementation plan and budget ranges are confirmed after the internal assessment.
  • Tool‑agnostic: We do not resell software; we help you choose and govern responsibly.

Front‑Facing Opportunity

  • Classroom‑ready AI assistance norms (teacher copilots, red‑line examples, disclosure prompts).
  • Student‑facing guidance and “show your work” artifacts to normalize transparent AI use.
  • Parent communication kit and town‑hall deck to build trust without banning innovation.
  • Website/LMS snippets to make policy visible and usable day‑to‑day.
AT Lens

Director of Academic Technology — Priorities We’ll Cover

Integration & Access

  • SSO (SAML/OAuth) with Google Workspace or Microsoft 365; role‑based access for staff/students.
  • LMS alignment (e.g., LTI 1.3 where applicable) for classroom workflows and rubric add‑ons.
  • SIS roster awareness (common K‑12 SIS) to avoid manual lists; minimize data exposure.
  • Device posture & filtering: age‑appropriate use, on/off‑campus norms, auditability.
  • Data residency & retention: storage, logs, and deletion practices mapped in policy.

Change Management & Classroom Experience

  • Teacher copilot guidelines + disclosure logs; student “show‑your‑work” prompts.
  • PD sequencing: champions model → whole‑staff enablement; help‑desk articles & FAQs.
  • Vendor vetting rubric: privacy, permissions, provenance, DLP, and accessibility checks.
  • KPIs dashboard: disclosure coverage, assessment integrity checks, time saved on feedback.
Program

KCS Centre for AI Adoption & Excellence (CoAE)

Why a Centre

  • Single source of truth: policy, AEF matrix, disclosure scripts, and rubric add‑ons live here.
  • Knowledge Hub: a searchable space for exemplars, prompts, lesson adapters, and FAQs.
  • Community of practice: monthly demo days, office hours, and a champions network across divisions.
  • Vendor sandbox: safe pilots with clear data‑use rules, de‑risked by privacy & residency checks.
  • Metrics: dashboard for disclosure coverage, integrity checks, and “time returned to teachers.”

How we’ll run it

  • Governance: program owner (Director of Academic Technology) + cross‑functional council (teachers, IT, admin, student/parent rep).
  • Cadence: quarterly objectives; monthly showcases; termly policy review & change log.
  • Canada‑first posture: host the hub on Brightspace (D2L) with Canadian data residency; plan pilots with Canadian vendors (e.g., Cohere) where appropriate.
  • Not easy—don’t get left behind: we pace adoption, but we don’t pause progress. Clear guardrails + visible wins.

Note: Platform/vendor selections remain tool‑agnostic and are finalized after Month 1 discovery.

Fit

Proof & Alignment (for KCS)

What makes this turnkey for KCS

  • Evidence of delivery: Multi‑year shift from media strategy to hands‑on AI governance and classroom‑ready playbooks; executive briefings, PD sprints, and policy templates used across Canadian orgs.
  • Adoption → Alignment framing: Four pillars (Policy, Workflow, Reporting, Culture) × five stages (Awareness → Policy → Pilot → KPI/ROI → Scale) so policy becomes lived practice, not shelfware.
  • Standards‑aware: Five‑phase capability model (Discovery, Planning, Execution, Action, Follow‑up) aligned to AODA/UDL, MFIPPA/OSR, and vendor due‑diligence (data residency, permissions, disclosure).
  • Receipts teachers can use tomorrow: AEF matrix + disclosure scripts, rubric add‑ons, LMS/handbook snippets, parent FAQ, pilot lesson adapters for 3 subjects.
  • Measurement from day one: Three KPIs — disclosure coverage, assessment integrity checks, and time saved on feedback — with a termly review.
Pre‑reads available on request ▶
  • Mohit’s AI timeline one‑pager (credibility snapshot)
  • AI, Now What? — Adoption to Alignment (executive overview of the four pillars/five stages)
  • Standards excerpt: five‑phase assessment model for capability building

Sample Results (snapshots)

  • Independent K‑12 (ON): Teacher‑facing AEF matrix and disclosure scripts adopted school‑wide within a month; clear rubric addenda reduced grading disputes and improved student transparency.
  • District PD (Canada): Staff reported higher confidence applying “disclose‑or‑defend” assessment norms; parent FAQ and town‑hall lowered concerns without banning innovation.
Context

GenAI Adoption & Opportunity — Canada (Fact Pack)

  • $3.65T by 2035: Canadian GDP opportunity if AI adoption accelerates (PwC Canada).
  • Public‑sector momentum: Government of Canada signed an MOU with Cohere to advance sovereign AI and internal services (Gov. of Canada).
  • K‑12 exemplars: C21 Canada’s AI Use Case Initiative highlights district pilots (e.g., reading instruction at DPCDSB; West Vancouver’s MagicSchool; Anglophone East’s achievement goals).
  • Teacher time dividend: Weekly AI users report ~5.9 hours saved (~six weeks/year) (Gallup).
  • Canada‑resident platforms: D2L Brightspace supports Canadian hosting/compliance; Ontario’s VLE provides Brightspace access across K‑12 (D2L TELO; Ontario VLE).

Sources linked above; we’ll tailor specifics to KCS during Month 1 discovery.

Options

Engagement Options (pick what fits KCS now)

Tier 1 — Policy Program
Investment: TBD (post‑discovery) CAD + HST

Quarter‑style program (~90 days); discovery‑first, classroom‑ready.

  • Discovery + interviews (6–8)
  • Staff‑ready GenAI policy (teacher/student/parent versions)
  • AEF matrix + disclosure/citation templates
  • Parent letter + website FAQ
  • 60‑min staff briefing (virtual)
Tier 2 — Policy + PD & Pilot
Investment: TBD (post‑discovery) CAD + HST

Policy that lives in classrooms.

  • Everything in Tier 1, plus:
  • Two 90‑min PD sessions (live/virtual)
  • 3 pilot lesson adapters (e.g., English, Science, Social Studies)
  • Student assembly talk (responsible use & disclosure)
Tier 3 — Comprehensive
Investment: TBD (post‑discovery) CAD + HST

Policy, practice, and procurement confidence.

  • Everything in Tier 2, plus:
  • Vendor vetting (up to 3 tools) with privacy & data residency rubric
  • Assessment integrity pack (rubric add‑ons, oral defenses, alternative demonstrations)
  • 90‑day AI Working Group kick‑off (cadence, metrics, review playbook)
  • Parent town‑hall (live or virtual)

Commercial Terms

  • Investment: Confirmed post‑discovery; package selection sets scope, not budget.
  • Budgets & internal tech: Fees exclude tools, licenses, infrastructure, or internal budgets/limits.
  • Milestones: Invoices aligned to Month 1/2/3 benchmarks (details in SOW).
  • Travel: At cost when applicable. Virtual‑first delivery supported.
  • Procurement: MSA & DPA (data processing addendum) templates available.

Optional Add‑Ons<\/h3>
  • Extra PD sessions (90‑min)
  • Additional vendor reviews
  • Custom family workshop (evening)

Schedule

Timeline (Quarter‑style milestones)

  • Month 1: Discovery & internal assessment; baseline KPIs; v0 AEF & disclosure norms.
  • Month 2: Policy v1 + pilots; PD scheduling; parent comms prep.
  • Month 3: Policy v2 + enablement; review & scale plan; board brief.
  • Ongoing: Termly review cadence (template included).
Inputs

What we need from KCS

  • Executive sponsor + single point‑of‑contact
  • Access: current AUP/IT, academic integrity, assessment, privacy, accessibility policies
  • 3 teacher champions + IT lead + student voice (1–2 reps)
  • Target go‑live date & comms channels (LMS/handbook/website)
Next

Next Steps

  1. Confirm tier & dates — reply with “Yes — Tier ☐” and two preferred kickoff times.
  2. Paperwork — short SOW + MSA/DPA if needed.
  3. Stakeholders — finalize interview list (teachers/admin/IT/students).
  4. Technical inventory — SSO/LTI/SIS, data flows, retention, device & filtering posture.
  5. Pre‑reads — send existing policies + any recent AI comms.
  6. Kick‑off — align on values, risks, and measurement (45–60 min).

Short Agenda for Our Next Call (45–60 min)

  1. KCS objectives & concerns
  2. Current policy landscape (what stays, what changes)
  3. Risk posture & values (equity, integrity, privacy)
  4. Pick a tier + schedule
  5. Success metrics & review cadence
Action

Let’s lock it in

Contact: mohit@thinkstart.ca • ThinkStart.ca

One‑liner to share internally: We’re partnering with ThinkStart to set clear, equitable GenAI rules at KCS—so teachers can teach, students can learn, and families can trust the process.

✔️ Yes — Let’s proceed

Investment finalized post‑discovery; internal tech budgets/tools not included. HST applies. Last updated: .

Included Template

Optional Add‑On: One‑Page Handout for Teachers (included template)

  • “What’s Allowed Today” checklist
  • 30‑sec disclosure script
  • Rubric add‑on for GenAI‑assisted work
  • Quick vendor due‑diligence questions
  • Who to ask when in doubt (policy owner + cadence)

ThinkStart Inc. — Strategy‑first AI governance & communications. Tool‑agnostic. School‑safe.
© ThinkStart Inc. • This interactive proposal is intended for KCS. Please share internally as needed.

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