Final Checks Academy CIC

AI Use Policy for Trainees

1. Purpose

This policy outlines the responsible and ethical use of Artificial Intelligence (AI) tools by trainees at Final Checks Academy CIC when completing projects, briefs, and assignments. It aims to support learning while maintaining academic integrity, originality, and professional standards.

2. Scope

This policy applies to all trainees enrolled at Final Checks Academy CIC who use AI technologies, including but not limited to language models, image generators, data analysis tools, and other AI-assisted software, in their coursework and assessments.

3. Principles of AI Use

  • Academic Integrity: Trainees must ensure that all work submitted is their own. AI tools may be used to support research, idea generation, or drafting but must not replace the trainee’s original thinking and effort.
  • Transparency: Trainees must disclose any use of AI tools in their work, specifying the nature and extent of AI assistance.
  • Ethical Use: AI must be used in ways that respect copyright, privacy, and data protection laws. Trainees must not use AI to plagiarise, fabricate data, or produce misleading content.
  • Critical Evaluation: Trainees are responsible for critically evaluating AI-generated content for accuracy, relevance, and appropriateness before incorporating it into their work.
  • Confidentiality: Trainees must not input sensitive or personal data into AI tools that do not guarantee data privacy and security.

4. Permitted Uses of AI

  • Generating ideas or brainstorming for projects and briefs.
  • Assisting with research by summarising information or suggesting sources.
  • Drafting outlines or initial versions of written work, provided substantial editing and original input follow.
  • Creating digital content (e.g., images, designs) where AI use is acknowledged and aligns with assignment criteria.
  • Enhancing learning through AI-based tutorials or simulations.

5. Prohibited Uses of AI

  • Submitting AI-generated work as entirely original without significant trainee contribution.
  • Using AI to complete assessments or assignments without disclosure.
  • Fabricating data, results, or references using AI.
  • Using AI to circumvent academic honesty policies or assessment rules.
  • Sharing confidential or proprietary information with AI platforms lacking adequate security.

6. Responsibilities of Trainees

  • Understand and comply with this AI Use Policy and all related academic integrity policies.
  • Disclose AI use clearly in assignments, including the tools used and the extent of assistance.
  • Ensure that AI-generated content is critically reviewed and appropriately referenced.
  • Seek guidance from tutors if unsure about acceptable AI use.
  • Report any misuse of AI tools observed within the academy community.

7. Responsibilities of Staff

  • Educate trainees about ethical AI use and its implications for academic integrity.
  • Provide clear guidance on how AI may be used in specific assignments or projects.
  • Monitor and assess work for originality and appropriate AI use.
  • Address breaches of this policy in accordance with the academy’s disciplinary procedures.

8. Consequences of Policy Breach

Failure to comply with this policy may result in disciplinary action, including but not limited to:

  • Warnings or resubmission of work.
  • Reduction or loss of marks.
  • Suspension or expulsion from the academy in severe cases.
  • Reporting to awarding bodies or professional regulators as appropriate.

9. Review and Updates

This policy will be reviewed annually or as required to reflect technological advances, regulatory changes, and best practices in education and AI ethics.

10. Support and Resources

Trainees are encouraged to access support and resources on ethical AI use provided by the academy, including workshops, tutorials, and one-to-one guidance.

For questions or clarifications regarding this policy, please contact:
Danielle Everitt – Principal
Email: danielle@final-checks.com