For council, board or owner
AI Adoption
Policy
The governing instrument. Written in plain language for the people who have to approve it, and grounded in the law that actually applies to you.
AI adoption policy & procedures
A policy your leadership adopts. Procedures your staff can follow.
Two companion documents, written for the way your organization is governed. Start with the one that describes you.
What will you receive?
Spencer Morley Consulting writes both.
AI Adoption
For staff
AI Adoption
Procedures
The operating companion. This is the document a staff member opens on a Tuesday afternoon when they have a tool in front of them and a decision to make.
What the procedures cover.
Most AI policies stop at principles. The procedures are where they become usable. A typical set covers:
- which tools are approved, and who can add one to the list
- what information may never be entered into a public AI tool
- when a person must review AI output before it is used or sent
- when the people you serve are told that AI was used
- how AI-assisted records are kept
- how staff report a mistake or a privacy incident
- training, and how often the procedures are reviewed
Exact contents follow the policies you already have and what is actually in use in your organization.
How the work runs
Three things every version shares.
- Grounded in the law that applies to you. Public bodies, non-profits and businesses sit under different privacy laws. The policy is built on yours.
- Written inside your existing policies, not beside them. Definitions, responsibilities and reporting routes are reconciled with what you already have, so nothing contradicts the new policy.
- Tested before it is adopted. The draft policy and procedures are run against written scenarios before the final version.
A few useful answers.
Which organizations do you write AI adoption policies for?
Municipalities, school boards and other public bodies; non-profits and charities; and small businesses, across Canada. The two documents share a structure. The law behind them, the approval chain and the length change for each.
Why should they be separate documents?
Because they change at different speeds and are approved by different people. Whoever governs, whether a council, a board or an owner, adopts the policy and should not have to revisit it every time a tool is added to the approved list. Keeping the procedures separate lets them be maintained as tools change, while the policy stays stable.
Who owns the documents?
You do. They are delivered as your documents, under your name, for you to adopt, amend, and maintain. Spencer Morley Consulting is the contractor behind them, not a party to them.
How is it priced?
Each engagement is scoped on a short call, because the length, the approval chain and the policies already in place vary from one organization to the next.
Tell us what you’re facing.
Book a time to talk, or send a note with the form and we will reply by email.
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