A working group of leaders at Exceed Academies Trust have explored how we articulate our workload and AI priorities for our Trust, schools and organisations via our Reducing Workload Utilising Artificial Intelligence (AI) Strategy. It remains an evolving working document as we learn and improve our understanding and application of AI, with regular monitoring, reviews, revisions and evaluation as practice and provision evolves.

Download our AI in Education and Prompt Craft guides here.

We opted for a 'keep it simple' approach to implementing AI tools; an approach that is easily replicable by other schools and trusts.

Implementing AI solutions strategically across our operations will significantly reduce time-consuming administrative tasks for leaders, teachers and support staff. With workflow support for tasks like data analysis, report generation, and correspondence, our workforce will gain back hours every week – often time they can dedicate to student learning and development. Teachers will be able to focus more one-on-one guidance on unlocking every child’s potential.

By streamlining operations, we empower staff to dedicate more time towards the human aspects of education – building connections, nurturing growth, and inspiring creativity. And by providing cutting-edge learning technologies, we prepare students for lifelong success in a digital world.

Integrating AI teaching resources and adaptive learning software into the classroom will help students develop future-ready skills in emerging fields. As digital technologies continue advancing rapidly, proficiency in these areas will be crucial. With support tailored to their strengths and weaknesses, our students will gain the competencies essential to thrive in further education and the workforce.

Before using Artificial Intelligence, please review the ‘Artificial Intelligence (AI) in Education’ guidance available for download below, related trust/school policies, access training, and seek advice if you have any queries.

Strand 1: Implement Policy and Enable the IT Infrastructure

Aim: To provide a safe and secure working and learning environment that embraces the best of AI.

At Exceed Academies Trust we want leaders, teachers and support staff to embrace AI where it can have a positive effect on workload, teaching and learning. This must be done safely and securely and in line with guidance from organisations such as the Department for Education. Where appropriate, AI can be used by students. But, in allowing students to use AI, teachers and support staff must operate within a framework that protects students, including their privacy and intellectual property rights, using age-appropriate tools and resources. We recognise the modelling of generative AI rather than direct use by students is likely to be the best practice at this moment in time.

Actions

1	Develop a comprehensive AI policy that addresses data governance, privacy, equity, teacher training, curriculum integration, and ethical considerations
2	Create a clear IT infrastructure roadmap that outlines the necessary hardware, software, and network upgrades to support AI applications and data storage, etc
3	Establish a centralised AI guidance team to provide training and technical support to teachers and schools using AI tools
4	Scope AI tools that can impact positively on service delivery, including telephony, Management Information Systems and integrated AI tools like Microsoft Copilot
5	Conduct regular infrastructure and utility audits, analysis and evaluations to assess the effectiveness of AI implementation, identify areas for improvement and mitigation, and address any challenges or concerns

Outcomes

• Outcome 1: The IT infrastructure enables the secure use of AI in schools.
• Outcome 2: Appropriate AI tools are accessible to all leaders, teachers and support staff.
• Outcome 3: AI use is effectively governed through policies and practices.

Strand 2: Reduce Leadership Workload

Aim: To build the awareness and application of AI to reduce leadership workload.

Exceed Academies Trust is investing time and resources to help build awareness of AI; to scope the policies and infrastructure that need to be in place to enable the effective and ethical use of AI by adults in the school environment; to identify tools and resources that may have a positive impact on workload; providing training and support; and to evaluate the impact of AI on workload. Our workload focus commences with school leaders to help them to understand the opportunities and risks AI presents to inform decisions that impact the wider workforce.

Actions

1	Establish an AI Working Group with representation from trust leaders, including IT experts, before widening membership to include school leaders
2	Create guidance for schools to increase awareness of AI, including opportunities and risks (including awareness of misinformation, bias, stereotypes and hallucinations)
3	Create prompt craft guidance to help staff take their initial steps in using AI to reduce their workload
4	Capture and disseminate emerging and best practice from our Trust and school teams
5	Scope and trial AI tools and resources that may positively impact Trust and school leader's workload, including invoicing, dictation, data processing and MIS
6	Facilitate awareness raising and training on the use of AI tools and resources, including a trust-led training offer
7	As technology advances and leaders become more skilled, schedule regular reviews of AI strategy and adapt as needed based on impact

Outcomes

• Outcome 1: All school leaders are aware of AI and its potential benefits as well as wider considerations for the effective and ethical use of AI.
• Outcome 2: Staff report positive perceptions of AI use in helping to reduce workload.
• Outcome 3: Leaders in each school can provide examples of how AI has reduced their workload by 2025.
• Outcome 4: Quantifiable evidence of AI contributing to a reduction in workload is collected.

Strand 3: Reduce Teacher Workload

Aim: To build the awareness and application of AI as a way to reduce teacher workload.

Exceed Academies Trust has identified AI as one way in which workload could be reduced and this, in turn, could have a positive impact on health, well-being and work-life balance. Awareness of the potential uses of AI, especially its use in classrooms, is limited but growing as generative AI tools and resources advance. To maximise its impact, teachers need guidance and training on its effective and ethical use, and awareness of and access to high-quality AI tools and workload-reducing resources.

Actions

1	Increase representation at the AI Working Group to include school and trust leaders, teachers, support staff, and IT experts
2	Develop and share guidance to help raise the profile of AI and to help teachers take their initial steps of using AI
3	Provide training on the effective and ethical use of AI, including awareness of misinformation, bias, stereotypes and hallucinations
4	Develop and share prompt craft guidance to support teachers in taking their initial steps in using AI to reduce their workload
5	Scope and trial AI tools and resources that may positively impact on the teacher's workload, including lesson planning and assessment
6	Scope and trial AI tools and resources that may positively impact teaching and learning, including modelled use with children
7	Capture and disseminate emerging and best practice from our Trust and school teams
8	Share regular information as AI develops and new tools and resources become available

Outcomes

• Outcome 1: All teachers are aware of AI and its potential benefits as well as wider considerations for the effective and ethical use of AI.
• Outcome 2: Teachers increasingly report positive perceptions of AI use for reducing workload.
• Outcome 3: Teachers in each school can provide examples of how AI has reduced their workload.