Approved and Non-Approved AI Tools

Understanding AI Tool Categories

AI tools in the district fall into two categories:

1. Standalone AI Platforms — Tools you access specifically for AI assistance (e.g., Google Gemini, Microsoft Copilot, NotebookLM). These require logging in with your SSD credentials to ensure enterprise privacy protections.
2. Embedded AI Features — AI capabilities built into software you already use for other purposes (e.g., Goalbook's AI-assisted goal writing). These features are automatically covered under the district's existing software agreements.

District-Approved AI Platforms

The following tools are approved for district use. They integrate with SSD enterprise accounts, provide enhanced security and privacy, and comply with data privacy requirements like FERPA. Staff may ONLY use these AI tools through their SSD credentials.

1. Google Gemini for Education Standalone Platform

• Access: SSD Google Workspace account only.
• Best For: Lesson planning, curriculum development, research assistance, content creation.
• Key Benefit: Enterprise privacy protection - conversations are not used for model training.

2. Microsoft Office 365 Copilot Standalone Platform

• Access: Integrated within SSD Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Best For: Document creation, data analysis, email drafting, presentation development.
• Key Benefit: Native integration with familiar Office tools.

3. NotebookLM Standalone Platform

• Access: SSD Google account credentials.
• Best For: Research analysis, document synthesis, note organization, policy review.
• Key Benefit: Secure analysis of multiple documents with citation support.

4. Goalbook Embedded Feature

• Access: Through your existing Goalbook account.
• Best For: AI-assisted IEP goal writing and progress monitoring.
• Key Benefit: AI features are covered under the district's existing Goalbook agreement.

Other district software with approved embedded AI features will be added to this list as they are reviewed and approved.

Non-Approved AI Tools & Examples

This is a non-inclusive list. Any AI tool not explicitly listed as "District-Approved" requires prior approval from the AI Coordinator.

Prohibited Personal AI Accounts

• Personal ChatGPT accounts (free or paid)
• Personal Google Bard/Gemini accounts
• Personal Microsoft Copilot accounts
• Personal Claude accounts
• Any AI tool accessed through personal credentials

Examples of Platforms Currently NOT Approved

• ChatGPT (OpenAI)
• Claude (Anthropic)
• Perplexity AI
• Jasper AI
• Grammarly AI features (generative AI, rewriting) — Note: Basic spelling/grammar checking may be permitted, but AI-powered features are not
• DALL-E, Midjourney, Stable Diffusion (AI image generators)
• Murf, Eleven Labs (AI voice generators)
• Synthesia, D-ID (AI video generators)
• Canva AI features (Magic Write, Magic Design, etc.) — Note: Basic Canva design tools may be approved, but AI-powered features are not

Decision-Making Guide

Before using any AI tool for district work, ask yourself:

1. Is it on the approved list above?
2. Am I using my official SSD credentials to access it?
3. Have I received explicit approval from the AI Coordinator for this tool?

When in doubt, contact the AI Coordinator before using any AI tool for district business. Using non-approved tools is a policy violation.

Key Reminders:

• Just because a tool is "educational" does not mean it's approved.
• "Free" tools still require official approval.
• Browser extensions and mobile apps with AI features require separate, specific approval.