Policy & Governance

AI Governance Templates

Six ready-to-adapt documents for organizations building a responsible AI program. Built for business leaders and IT teams, not lawyers.

Acceptable Use PolicyGovernance CharterVendor ChecklistRisk AssessmentChange Control FormRollout Communications
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What is included

Six templates covering the core elements of an AI governance program. Each is designed to be adapted for your organization's size, industry, and risk profile.

Policy Document

Generative AI Acceptable Use Policy

A ready-to-adapt policy covering approved tools, data handling rules, disclosure requirements, and prohibited uses. Designed for organizations with 25 to 500 employees.

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GENERATIVE AI ACCEPTABLE USE POLICY [Organization Name] | Version 1.0 | Effective Date: ___________ PURPOSE This policy establishes guidelines for the responsible use of generative artificial intelligence (AI) tools by [Organization Name] employees, contractors, and authorized users. The goal is to enable productive AI adoption while protecting data, maintaining quality standards, and managing organizational risk.
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Charter

AI Governance Charter

A one-page charter that defines your AI governance structure, decision-making authority, and accountability at the leadership level.

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AI GOVERNANCE CHARTER [Organization Name] | Approved: ___________ MISSION [Organization Name] will adopt and use artificial intelligence in ways that create demonstrable business value, protect our people and customers, and build internal capability that compounds over time.
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Evaluation Tool

AI Vendor Evaluation Checklist

A structured checklist for evaluating any AI tool or vendor before adoption. Covers data handling, security, contract terms, and operational fit.

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AI VENDOR EVALUATION CHECKLIST [Organization Name] | Evaluating: ___________________ | Date: ___________ INSTRUCTIONS: Complete this checklist before approving any AI tool for organizational use that involves non-public data or business process integration. A "No" or "Unknown" on any RED item requires escalation to the AI Review Panel before proceeding.
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Risk Tool

AI Use Case Risk Assessment

Score any proposed AI use case across five risk dimensions. Produces a composite score that maps to governance tier and approval requirements.

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AI USE CASE RISK ASSESSMENT WORKSHEET [Organization Name] | Use Case: ___________________ | Date: ___________ PURPOSE: This worksheet helps teams assess the risk level of a proposed AI use case before implementation. The composite score determines which governance tier applies and what approvals are needed.
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Process Template

AI Change Control Request Template

An adapted change request form for AI implementations. Adds AI-specific fields to your existing ITIL-style process without replacing it.

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AI CHANGE CONTROL REQUEST [Organization Name] | Change ID: ___________________ | Submitted: ___________ INSTRUCTIONS: Complete this form for any Tier 2 or Tier 3 AI change. Attach the completed AI Use Case Risk Assessment worksheet. Submit to [IT/Change Management contact] for review.
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Communications

AI Rollout Communication Templates

Email and message templates for announcing your AI program internally, addressing common concerns, and keeping teams updated through adoption.

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AI ROLLOUT COMMUNICATION TEMPLATES [Organization Name] | Adapt for your voice and context --- TEMPLATE 1: PROGRAM LAUNCH ANNOUNCEMENT
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A note on these templates: These documents are starting points, not finished policies. They are written to be adapted for your organization's specific context, size, industry, and regulatory environment. Have your legal or compliance team review any policy before publishing it internally. Civic Dialog makes no representation that these templates satisfy any particular legal or regulatory requirement.

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