AI Policy and Governance

This section establishes a values-based vetting framework for AI tool procurement in educational institutions, addressing data privacy, Māori data sovereignty aligned with Te Mana Raraunga principles, accessibility, algorithmic transparency, and institutional compatibility.

contentType: lesson estimatedTime: “30 minutes” author: “Graeme Smith and Liza Kohunui” tags: [“ai”,“policy”,“procurement”]

Tools, Procurement, and Responsible Integration

This section establishes a values-based vetting framework for AI tool procurement in educational institutions, addressing data privacy, Māori data sovereignty aligned with Te Mana Raraunga principles, accessibility, algorithmic transparency, and institutional compatibility. It provides structured evaluation criteria emphasising the inclusion of frontline staff, Māori and Pacific representatives, and learners in procurement processes. The content positions responsible tool selection as requiring rigorous vendor accountability, pilot testing, and transparent decision-making grounded in cultural safety and institutional values.

Created by Graeme Smith and Liza Kohunui

AI tools should never be adopted simply because they are “new,” “innovative,” or being used elsewhere in the sector.

Responsible leadership means ensuring every tool is:

  • Fit for purpose

  • Safe for learners and staff

  • Culturally aligned

  • Transparent and explainable

  • Supportive of equity, not inequality

Before procurement or rollout, leaders must apply a rigorous, values-based vetting process.

Key Questions to Ask Before Adopting Any AI Tool

Data + Privacy

  • Where is learner and staff data stored (country, jurisdiction, cloud provider)?

  • Is data reused for model training or sold to third parties?

  • Can Māori and Pacific data be protected, anonymised, or excluded (opt-out)?

  • Is informed consent actually informed?

Cultural Safety + Data Sovereignty

  • Does the tool uphold Māori data sovereignty principles (Te Mana Raraunga)?

  • Are te reo Māori, Māori names, and cultural concepts handled respectfully?

  • Does the vendor understand Tiriti obligations in an Aotearoa context?

Accessibility + Equity

  • Is the tool accessible for disabled staff and learners?

  • Does it require high digital literacy — and if so, is support provided?

  • Does it include bias mitigation features?

  • Will it increase inequity between those who can and cannot use AI confidently?

Transparency + Critical Use

  • Are AI outputs explainable?

  • Can tutors demonstrate how responses were generated?

  • Does the tool support critical engagement, or automate decisions without transparency?

Compatibility + Support

  • Does it integrate cleanly with your LMS, IT governance, and identity systems?

  • Is there a clear support pathway for issues or concerns?

  • Will your IT and privacy teams approve and maintain it?

Good Practice for Procurement Teams

  • Include frontline staff and learners in early vetting — they know what actually works.

  • Invite Māori and Pacific representatives into procurement, not just consultation.

  • Ask vendors for clarity on bias, training data, and privacy — if they can’t answer, don’t buy.

  • Trial tools with small, supported pilot groups before full rollout.

  • Document decisions transparently so staff understand the rationale.

Tip for Leaders

Don’t rely solely on vendor claims.

Request documentation, test outputs, and ask the hard questions. Responsible leadership is relational, transparent, and grounded in care — not sales pitches.