Streamline AI Tool Approval in Your School with This Free Request Form

If you’re a school leader or IT coach trying to manage the wave of new AI tools being requested by staff, you know the chaos: emails, hallway pitches, "just one tool I found on TikTok."

That’s why we created a simple, downloadable AI Tool Request Form to help you formalize the process. It saves time, protects student data, and ensures only purposeful tools make it into classrooms.

This form is part of our full AI Policy Guide for Schools. It also pairs well with the AI Tool Evaluation Rubric and Student AI Guidelines.

🔢 Why Use an AI Tool Request Form?

Because not all AI tools are created equal. Some are privacy nightmares. Others sound promising but don’t actually support learning.

A structured request form helps:

• Ensure new tools align with curriculum goals
• Catch potential privacy red flags
• Avoid fragmented tech use across classrooms
• Involve the right decision-makers

And it empowers teachers to advocate for innovation—in a way that’s clear, consistent, and safe.

📄 What’s in the Form?

The form covers 5 quick sections:

1. Tool Info

• Name, website/app link, developer
• Type of AI (generative, assessment, adaptive, etc.)

2. Intended Use

• What the tool will help accomplish
• Who will use it (teachers, students, both)
• Grade levels or departments involved

3. Data & Privacy

• What data the tool collects (names, grades, student work, etc.)
• Whether there’s a public privacy policy
• If the tool has been reviewed for FERPA/COPPA/GDPR

4. Instructional Impact

• How the tool supports learning
• Accessibility or differentiation features
• Whether the requester has tested the tool

5. Additional Notes

• Open space for context or concerns
• Review committee can note approval status, next steps

👁️ How Schools Are Using It

• Tech directors embed it in their internal ticketing or approval system
• PD leads use it in workshops on responsible AI use
• Admins require it for any tool that uses student data

Combined with a vetting rubric like this one, this form creates a clear process for smart adoption.

📎 Download the Request Form

Get the editable form here: Download AI Tool Request Form (Google Doc)

Want the full AI adoption workflow? Start with our AI Policy Guide for Schools.

Innovation is great. But let’s keep it intentional, transparent, and safe.

Common Questions About Submitting New AI Tools for Review

Q: What is an AI Tool Request Form?
It’s a form used by teachers or staff to submit new AI tools for review before using them in the classroom.

Q: What should be included in an AI tool request?
Include the tool name, purpose, user group, data it collects, and how it supports instruction.

Q: Why is it important to review AI tools before use?
Reviewing helps protect student data, ensure educational value, and prevent inconsistent tech adoption across classrooms.