Policy Statement

The Centre is committed to protecting the privacy, confidentiality, dignity, and well-being of all children, families, employees, students, volunteers, placement students, contractors, and community partners.

Purpose

The purpose of this policy is to:

• Establish expectations for the responsible, ethical, and professional use of Artificial Intelligence (AI).
• Protect the privacy and confidentiality of children, families, employees, and Centre operations.
• Ensure compliance with applicable legislation, licensing requirements, and Centre policies.
• Maintain professional standards and sound decision-making.
• Establish expectations regarding the use of AI, audio/video recording, photography, wearable technology, and electronic information.

Artificial Intelligence (AI) technologies are increasingly used to support administrative and professional tasks; however, they must never replace professional judgment, legislative requirements, or Centre policies and procedures. Employees are expected to use AI responsibly, ethically, and in compliance with all applicable legislation, including the Child Care and Early Years Act, 2014 (CCEYA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Information Protection and Electronic Documents Act (PIPEDA), where applicable, and all Centre confidentiality and privacy requirements.

Employees must not use or disclose the names of children, parents/guardians, family members, employees, co-workers, students, volunteers, contractors, placement students, the Centre, Licensee, school, or partner organizations when using Artificial Intelligence (AI) platforms or applications. Any information that could reasonably identify an individual, classroom, program, the Centre, or its operations is considered confidential and shall not be entered into any AI platform or electronic application unless expressly authorized by the Centre and permitted by applicable legislation.

The unauthorized use of wearable recording devices or any technology capable of recording audio, video, or images is prohibited where it may compromise the privacy, confidentiality, dignity, or safety of children, families, employees, or Centre operations.

Appropriate Uses of Artificial Intelligence

Artificial Intelligence may be used to assist employees with administrative and professional tasks including, but not limited to:

• Drafting general communications.
• Brainstorming ideas.
• Assisting with policy and procedure development.
• Creating newsletters, presentations, meeting agendas, and minutes.
• Editing documents for grammar, readability, or formatting.
• Professional learning and research.
• Developing educational resources.
• Administrative planning and organization.

AI is intended to be a support tool only. Employees remain fully responsible for reviewing, verifying, editing, and approving all AI-generated content prior to use or distribution. AI must never replace professional judgment, legislative responsibilities, or Centre policies and procedures.

Prohibited Uses of Artificial Intelligence

• AI may support communications, policy development, brainstorming, professional learning, and administrative tasks. All AI-generated content must be reviewed and verified by a qualified employee.
• Employees shall not:
  • Enter confidential, sensitive, personal, or identifying information into any public or unapproved AI platform.
  • Enter or reference the names of children, parents/guardians, family members, employees, co-workers, volunteers, students, contractors, placement students, the Centre, Licensee, school, or community partners into any AI platform.
  • Upload photographs, videos, screenshots, audio recordings, documents, floor plans, or images of children, families, employees, classrooms, playgrounds, Centre premises, offices, security systems, or any part of the Centre into an AI platform or electronic application without prior written authorization from the Licensee or designate and where permitted by applicable legislation.
  • Input information relating to:

• • • child protection matters;
    • serious occurrences;
    • medical information;
    • behavioural concerns;
    • developmental assessments;
    • individualized support plans;
    • financial information;
    • employee records;
    • licensing investigations;
    • legal matters; or
    • any other confidential Centre information.
    • Use AI to replace professional observations, pedagogical documentation, learning stories, assessments, incident documentation, or professional decision-making.
    • Present AI-generated information as factual without appropriate review and verification.
    • Use AI in any manner that conflicts with Centre policies, ethical standards, or applicable legislation.

Where AI is used to support administrative documents, policy development, or professional learning, all identifying information must be completely removed or anonymized before any information is entered into an AI platform.