Artificial Intelligence (AI) Use Policy

The policy aims to ensure that AI is used responsibly to support learning, teaching and administration while protecting privacy, intellectual property, assessment integrity and the authenticity and fairness of learning and assessment. For WEA's accredited courses, the policy also supports compliance with the ASQA Standards for Registered Training Organisations (2025).

Recording, Transcription and AI-Assisted Note-Taking

To protect privacy, intellectual property, assessment integrity and the learning experience, recording or AI-assisted note-taking must not be used during WEA Sydney classes, assessments, meetings or other WEA activities without prior approval.

This includes audio, video or screen recording, AI transcription, meeting assistants, note-taking tools and similar technologies. Where people or their contributions may be captured, WEA Sydney may require informed consent.

Any approved recording, transcript or AI-generated summary must be used only for the approved purpose, stored securely, accessed only by authorised persons and not shared, published, distributed or uploaded to external AI systems without further approval.

Personal, confidential or sensitive information must not be entered into external AI tools unless the tool and its use have been approved by WEA Sydney.

AI-generated transcripts, notes and summaries must be reviewed before being treated as an official record. AI use in assessment must not compromise the authenticity, integrity or validity of assessment evidence or the assessor's ability to make a competency judgement. Students must follow WEA Sydney's instructions about permitted AI use in assessment.

Acceptable Use of AI

AI tools may be used to support learning, for example:

• brainstorming ideas
• summarising research material
• improving grammar or writing clarity
• practising language or technical skills
• generating practice questions

Students must ensure that all submitted work reflects their own understanding and learning.

AI Use in Assessments

Unless otherwise stated by the trainer or assessor, students may use AI tools for learning support, but must:

• ensure the final work is their own original work
• understand and be able to explain the work submitted
• acknowledge the use of AI tools where they contributed to the work

Students must not submit AI-generated work as their own assessment where this replaces their own learning or competency demonstration.

Assessors may ask students to:

• explain their work verbally
• demonstrate skills in class
• complete supervised assessments

Unacceptable Use

Unacceptable use includes:

• submitting AI-generated content as original work
• using AI tools to complete assessments that require independent work
• using AI tools during assessments where this has not been permitted
• falsifying practical evidence of competency

Such actions may be treated as academic misconduct.

Responsibilities

Students must:

• use AI ethically
• declare when AI tools have been used
• ensure work submitted demonstrates their own competency

Trainers and assessors must:

• clearly explain permitted AI use in assessments
• design assessments that verify authentic competency
• address suspected misuse appropriately

Breaches

Suspected misuse of AI may be managed under the Plagiarism and Academic Integrity Policy.