AI School Leadership Minute: Streamline Your Policy Review Process

AI School Leadership Minute: Streamline Your Policy Review Process
Today’s use case: Use AI to fully revise a district policy from start to finish. (See the PS statement if this use case doesn’t apply to you.)

Step 1 – Analyze the Existing Policy

In ChatGPT, click the “+” icon in the bottom-left corner of the prompt bar to upload your policy file. Then, enter this prompt: 
"Analyze the attached policy document. Identify its key components, stated objectives, and the specific areas it covers regarding [relevant topic, e.g., student data privacy]. Summarize the policy's current stance on these areas."

Step 2 – Compare with New Laws or Best Practices

Then, provide ChatGPT with any new laws or best-practice guidance so it can adjust the policy accordingly. Here is a prompt you can use:
"Based on recent legislative changes regarding [specific legislation or topic], compare the policy to these new requirements. Pinpoint any discrepancies, areas of non-compliance, or sections that need updating to align with current best practices in [relevant field, e.g., educational data security]. Here is the information you need: [new law information or best practice guidance]"

Step 3 – Draft Updated Language

Ask ChatGPT to revise only what’s needed while preserving structure and tone:
"Based on that, draft revised language for the sections of the policy identified as needing updates in our previous analysis. Focus on incorporating the requirements outlined in the information I provided in the previous prompt. Maintain the original policy's overall structure and tone where possible. Clearly indicate the proposed changes."

Step 4 – Make It Clear and Parent-Friendly

Now, tell ChatGPT to rewrite it using simple, straightforward language:
"Review the drafted revised policy language. Enhance its clarity, conciseness, and accessibility for a general audience, including parents and staff. Ensure all legal jargon is explained. Suggest alternative phrasing for any potentially ambiguous sections."

Step 5 – Draft a Memo for Staff and Families

Finish the process by drafting a memo:
"Draft a communication memo to district staff and parents summarizing the proposed changes to the policy. Explain the reasons for the updates and highlight the key impacts of the changes. Encourage feedback and provide information on how stakeholders can review the full proposed policy. Here is any extra information you need to know: [how to provide feedback, how to review the full proposed policy, etc.]"

The number one mistake people make when using ChatGPT is stopping at one prompt. A string of prompts like this is where the true power comes in.

To moving projects forward faster,
William Grube
Founder, Gruvy Education

PS — AI makes it easy to pull insights from files and spreadsheets. But what if those files contain student data? That’s where things get tricky. You can still analyze the data, but you must protect student privacy while doing it. Here’s exactly how to do that, step by step:
- Video Tutorial
- Written Instructions