industry
Help staff find answers in policies and procedures.
Schools and universities in many countries work from similar guidance. UNESCO's 2023 guidance on generative AI notes that institutions are largely unprepared to validate AI tools, and asks for data privacy protection and a human-centred, age-appropriate approach to validating tools. The AI Literacy Framework from the European Commission and the OECD, published in June 2026, gives schools a common reference for teaching about AI. The EU AI Act treats AI that admits students, grades their work (including to steer their learning) or monitors them during tests as high-risk from 2 December 2027 (as amended in July 2026). Our work is for staff only. Your own education authority's rules always come first.
Which rules apply to you is your compliance or legal team's call. We map our evidence to them; we don't certify against them.
In Australia, full-time classroom teachers spent 6–9 hours a week on administrative tasks in 2023. Finding the current procedure means old handbooks, shared drives or emailing someone.
Staff ask in Teams or on a web page and get the answer with its section and version, or "not in our documents".
AITSL, National Trends: Teacher Workforce (June 2025), as at
Staff Policy & Procedure Assistant
Admin Hours Audit + Switch-On
Independent schools; no school kit, so your AI policy applies.
Vendor AI Evaluation
Shortlisted tools, tested before you sign.
Independent Evaluation Report
Never on a tool we set up for you.
Sources
Lead solutions
One policy and procedure library for one staff group, delivered inside Microsoft 365 (Copilot, SharePoint or Teams) where you license it, otherwise on the web. Answers cite the policy, section and version, and say "not in our documents" when the library is silent.
One system and one use case, the full method and the evidence bundle, with the harness handed over.
The Admin Hours Audit takes 1 week and maps where staff hours go. Switch-On takes 2–3 weeks: it configures features you already own; for firms in Australia, it applies the relevant Safe-Use Kit as published, where one has been published; and it trains staff and measures the hours saved at day 30.
If staff have Microsoft Copilot licences, SharePoint's built-in AI already answers from your policy libraries within existing permissions. Gemini for Education comes with every Google Workspace for Education edition. If either is good enough, we'll say so.
Illustrative scenario: not a client engagement
Problem
A fictional two-campus independent school keeps about 180 staff policies in SharePoint, some in several versions, and staff email the same questions every week.
Approach
Eight staff write 40 questions with known answers and agree the threshold. The assistant reads one collection, with SharePoint permissions, and cites section and version.
How we'd measure
What ships first
After the go/no-go, the assistant in Teams for one staff group, with its acceptance-test report.
At the go/no-go, you decide whether to continue. If the error rate misses your threshold, or Copilot or Gemini already does the job, you can stop there and keep the questions and results.
Australia is our home market and the one we know best.
Works alongside
| Obligation | What it means for an AI system | How we design for it | Evidence you get | Source |
|---|---|---|---|---|
| Australian Framework for Generative AI in Schools, 5.2 Reliability and 5.3 Monitoring | The Framework (national guidance, not law) expects tools to be tested before use and to work as intended, and their impact on school communities to be monitored so emerging risks are managed. | An acceptance test on 50–100 questions your staff write, re-run when the AI model changes. | A test report listing every failure, false answers and false refusals counted separately | Source, as at 17 June 2025 |
| Australian Framework for Generative AI in Schools, 6.1 Privacy and 6.2 Privacy disclosure | The Framework (guidance, not law) expects generative AI to be used in ways that comply with Australian law, avoid unnecessary collection, limit retention and prohibit the sale of student data, with communities told what is collected and shared and consent sought where needed. | The assistant reads staff policies only, never student records, and log retention is agreed with you in writing. | A one-page data note: what is read and logged, for how long, and where it's processed | Source, as at 17 June 2025 |
| HESF 2021 Standard 6.2.1(e), kept in force by s 7(2): material risks managed and mitigated (becomes 6.2.1(f) from 1 Jan 2027 for Table A Australian Universities, 1 Jul 2027 for other providers) | A registered provider must be able to show, and its governing body assure itself, that material risks to its operations are managed and mitigated. The standard doesn't name AI; a deployed AI tool's material risks fall under it. | We test the tool you deployed on your questions and rate findings against your risk matrix. We never independently evaluate a tool we built, configured or advised on for you. | An Independent Evaluation Report with rated failures, and a replay script your team can re-run | Source, as at 14 July 2026 |
| Privacy Act Sch 1, APP 6 and APP 10, as applied in OAIC guidance on AI products | For private schools, private higher-education providers and ANU, APP 6 limits the purposes for which personal information may go into an AI tool, APP 10 requires reasonable steps to keep AI output about people accurate, and the OAIC expects regular reviews. | We state where inference runs and the provider's retention and human-review settings, and measure accuracy on your questions. | A data note on inference location and provider settings, plus the measured error rate | Source, as at 17 January 2025 |
Last reviewed
General information, not legal advice.
Regulation (EU) 2026/1744 moved Annex III high-risk duties to 2 December 2027 and Annex I to 2 August 2028. What applies now to AI suppliers outside the EU.
The Australian Framework for Generative AI in Schools expects AI tools to be tested before use and monitored after. What that asks of a staff policy assistant.
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