How to Evaluate AI Tools for Your School: Free Rubric + Guide

As schools explore AI to support teaching and learning, the big question is: How do you decide which tools to approve? Not every AI tool is built with students in mind, and it’s easy to get overwhelmed by flashy features or vague promises.

To help school leaders, IT teams, and curriculum leads cut through the noise, we’ve created a practical AI Tool Evaluation Rubric you can download and start using right away.

This rubric is part of our full AI Policy Guide for Schools. You might also find our AI Tool Request Form and AI Use Decision Tree helpful as next steps.

🔧 What is the AI Tool Evaluation Rubric?

It’s a 5-point rubric designed to help school teams evaluate whether an AI tool is safe, effective, and instructionally appropriate. The idea isn’t just to block tools, but to vet them in a way that supports innovation with guardrails.

Each tool should meet expectations in at least 4 out of 5 key categories to be approved.

✅ The 5 Evaluation Criteria

1. Privacy & Data Protection

• Does the tool comply with laws like FERPA and COPPA?
• Are student data and personal info protected?
• Is there a clear privacy policy?

2. Teacher Control & Transparency

• Can teachers edit AI output?
• Is the AI process visible and understandable?
• Or is it a "black box" that can't be reviewed or adjusted?

3. Instructional Alignment

• Does the tool support curriculum goals?
• Is it adaptable to your standards and instructional needs?
• Or does it feel like tech for tech's sake?

4. Equity & Differentiation

• Can the tool support learners at different levels?
• Are there accessibility or language support features?

5. Implementation Fit

• Can the tool be easily integrated with your existing tech systems?
• Is it affordable?
• Will it disrupt daily instruction or fit in smoothly?

📄 How to Use the Rubric

• Use it during internal tool vetting, pilots, or PD sessions.
• Include IT, curriculum leads, and classroom teachers in the process.
• Add notes for each category and flag areas for follow-up.
• Require completion before allowing new tools with student data.

You can download the rubric here: Download AI Tool Evaluation Rubric (Google Doc)

🔎 Want a Full Vetting Workflow?

Pair this rubric with:

• AI Tool Request Form — for teachers/admins to submit new tools
• AI Use Decision Tree — to help staff reflect before using AI tools
• Student Guidelines — to ensure safe and ethical student use

And for everything in one place, start with the AI Policy Guide for Schools.

Let’s make AI work for learning, not against it.

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Frequently Asked Questions About Evaluating AI Tools in Schools

Q: Why do schools need a rubric to evaluate AI tools?
A rubric helps schools ensure that AI tools meet privacy, instructional, and accessibility standards before being used with students.

Q: What should an AI evaluation rubric include?
Look for criteria like data privacy, teacher control, instructional alignment, equity, and ease of implementation.

Q: Who should be involved in the evaluation process?
Ideally, a cross-functional team of teachers, IT, curriculum leaders, and administrators should evaluate new tools together.