Artificial Intelligence Tools
Artificial intelligence tools are increasingly available to everyone, including learners. These include ChatGPT, Copilot, Google Gemini, and similar platforms.
At MonteNova Academy we believe that AI, used wisely, can be a powerful learning companion. We also believe that the most important skills a learner can develop are the ability to think, reason, and express themselves. No tool should ever replace that.
This policy sets out how learners at our centre may and may not use AI, both for formal Impaq assessments and for the informal tasks and daily work completed at the learning centre. It is written in alignment with the official Optimi/Impaq AI usage guidelines published on the Optimi Learning Portal (OLP).
1. Purpose
This policy exists to:
- Ensure all learners understand when and how AI may be used appropriately.
- Protect the integrity of Impaq assessments and our centre’s own tasks.
- Help learners develop their own thinking, writing, and problem-solving skills.
- Encourage learners to embrace AI as a helpful tool rather than a shortcut.
2. Impaq / Optimi’s Official Position
The following statement is published by Optimi in their official AI usage guidelines:
“AI is strictly prohibited during tests and exams and will be regarded as an irregularity, unless instructed otherwise.”
Optimi/Impaq also acknowledge that AI can be a useful learning tool for work outside formal assessments, provided it is used responsibly. Their guidelines state that AI “must never replace your original work and ‘voice’”.
As an Impaq-listed learning centre, we are bound by this position and by the rules of SACAI and Umalusi for all formal assessments.
3. Formal Impaq Assessments
The following rules apply without exception to all formal Impaq tasks, including tests, examinations, assignments, PATs, and orals:
- No AI: AI tools may not be used to generate, write, or complete any part of a formal assessment.
- Original work: All work submitted must be your own original work.
- Irregularity: Using AI to produce work submitted as your own is academic dishonesty and treated as an irregularity under Impaq’s Irregularity Policy.
- Consequences: Confirmed irregularities may result in a zero being awarded and/or further action by the relevant assessment bodies.
- Reporting: Facilitators are required to report suspected irregularities to Impaq. This is not optional.
Note
Impaq’s marking and moderation process can identify work inconsistent with a learner’s known ability or written style. If you are unsure whether something is allowed, ask your facilitator before submitting.
4. Informal Tasks
For tasks not formally submitted to Impaq, such as in-class exercises, research tasks, practice writing, and study preparation, learners are encouraged to engage with AI tools and learn to use them effectively.
However, a clear principle applies: “AI should support your thinking rather than replace it.”
AI must never replace your original work and voice. You must always do the thinking yourself first.
4.1 What Is Allowed
- Researching and exploring a topic, as long as you read and understand the information yourself.
- Checking grammar and spelling after you have already written something.
- Asking AI to explain a concept you are struggling to understand.
- Brainstorming ideas, provided you then develop them in your own words.
- Using AI feedback to improve a draft you have already written yourself.
- Comparing your own answer to an AI-generated one as a learning exercise.
4.2 What Is Not Allowed
- Having AI write an essay, paragraph, or response on your behalf, even for practice.
- Submitting or presenting AI-generated work as your own thinking.
- Using AI to translate your writing and submitting the result as your own.
- Asking AI to answer questions without attempting them yourself first.
- Summarising a text without having read it yourself first.
5. How to Use AI Correctly: A Practical Guide
The following guidance is drawn from Optimi’s official AI usage guidelines and shows learners how to use AI responsibly for written tasks.
5.1 Approaching a Written Task
Do not type the whole topic into AI and ask it to write a full essay. This generates generic, superficial results filled with Americanisms and grammatical errors. Your facilitator will immediately notice that the text has no “voice” and is not original work.
Instead, follow this process:
- Plan first. Read and understand the topic yourself before using any AI tool.
- Prompt wisely. Break the topic down into keywords. Input shorter, focused prompts for one paragraph at a time. Specify the word count, writing style, and instruct AI to use British English spelling and grammar.
- Edit and add your voice. Read the generated text critically. Add your own pronouns, personal examples, and references. Correct Americanisms. Find natural links between paragraphs. This is where your thinking and “voice” come in.
- Enrich your writing. Add intertextual references such as poems, stories, or films where relevant. Ask your facilitator for help if needed.
5.2 Using British English
Always instruct AI to use British English. For example:
“Write a paragraph about [topic] of no more than 80 words in a reflective style, strictly following British English spelling and grammar. Do not use American English spelling, terms, or formats.”
5.3 How to Spot AI-Generated Writing
Facilitators and markers are trained to spot the following signs of unedited AI writing:
- No personal pronouns, which leaves the writing feeling impersonal and generic.
- Formulaic structure with phrases like “Firstly”, “Secondly”, “In conclusion”.
- American spelling, such as “realize” instead of “realise” or “prioritize” instead of “prioritise”.
- Vague reflections with no specific personal examples or references.
- Inconsistent style or voice that shifts noticeably between paragraphs.
6. The Thinking Rule
“If AI did the thinking, it is not your work.”
Before using any AI output, ask yourself: Did I think about this first? Do I understand it? Can I explain it in my own words? If you answer no to any of these, go back and do the thinking yourself.
Use AI sparingly, and only to enhance your own skills and creativity rather than substitute for them.
7. Consequences of Misuse
- The facilitator will discuss the matter with the learner.
- For informal tasks, the learner may be required to redo the task under supervised conditions.
- For formal Impaq assessments, the matter will be escalated to Impaq in accordance with their Irregularity Policy. This may result in a zero being awarded.
- Repeat breaches will result in a formal meeting with the learner and their parents or guardian.
- All incidents will be recorded in the learner’s file.
8. Policy Review
This policy is written in alignment with Optimi’s official AI usage guidelines as published on the OLP. It will be reviewed annually, or sooner if Impaq or Optimi issue updated guidance. Parents and learners will be notified of material changes.
9. Acknowledgement
By continuing to learn at MonteNova Academy, learners and their parents or guardians agree to abide by the terms of this policy.