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Artificial Intelligence

Artificial Intelligence

AI tools may be used to assist in creating district communications and design assets, including social media graphics, flyers, presentations, illustrations and other visual materials. AI should enhance creativity and efficiency while protecting the integrity of the OCPS brand.

This guidance carries out School Board Policy IJNDC, Artificial Intelligence and Emerging Technologies.

 

Policy IJNDC: Artificial Intelligence and Emerging Technologies

District AI Use Information Hub

OCPS Branding & AI Protocol

Start Here: Three Rules

Use only district-approved AI tools

Never enter student records, employee records, personally identifiable information or other confidential district information into a public or unvetted AI platform. Only use your OCPS credentials when utilizing AI tools. No personal accounts are permitted.

Verify Everything

AI generates inaccurate and fabricated information. Confirm every fact before it is published. Additionally, make certain your logo, branding and mascot do not deviate from your approved and official assets.

A person approves the final product

Every AI-assisted asset is reviewed and approved by a communications professional before publication. Responsibility rests with the employee who approves it, not with the tool.

Logos: Where AI Causes the Most Damage

AI is a great tool to facilitate in the quick production of marketing images and materials for social media and ParentSquare. However, when AI is improperly used, the results can be detrimental to your brand and image. The district’s key concern in this regard is ensuring that official school logos, mascots, and other brand assets remain unchanged and continue to align with OCPS branding standards. 

Consistency is of the utmost importance in order to establish brand recognition.

 A published asset carrying an altered logo is a brand violation, and where the generated mark resembles another organization's trademark it is also a violation of Board Policy IJNDC.

In order to incorporate an official logo or mascot into an AI-generated graphic, we recommend uploading the official logo or mascot file (png files work well) and using a prompt similar to one of the examples below
(you may copy and past the prompts for ease of use):

 

EXAMPLE PROMPT #1

Create a social media graphic promoting our upcoming school event. Use the attached official school logo exactly as provided. Do not modify, redraw, recolor, stylize, recreate, crop, distort, or alter the logo in any way. The logo must remain identical to the uploaded file and should only be placed within the design as an official brand element.

 

EXAMPLE PROMPT #2

Design a school-themed promotional graphic using the attached official mascot artwork. The mascot must remain completely unchanged and must appear exactly as provided. Do not reinterpret, enhance, redraw, generate a new version, or make any adjustments to the mascot. Use the mascot only as a placed graphic within the design.

 

EXAMPLE PROMPT #3

Create a flyer for our school event while maintaining compliance with our branding guidelines. Use the attached official logo and mascot exactly as provided. Do not modify any colors, proportions, typography, artwork, or design elements associated with the logo or mascot. Treat the uploaded files as fixed brand assets that must not be altered.

 

If the desired result is not achieved, or information was excluded or changed from the original request, it’s often best to start a new chat rather than continue revising the same one repeatedly. If continuing in the same conversation, it should be restated that the logo and mascot must remain unchanged. After multiple rounds of revisions, many AI tools can begin to “drift” from the original instructions and may unintentionally alter logos, mascots, colors, or other branding elements. Repeating the brand-preservation instructions or starting a fresh conversation can help minimize that risk.

 

EXAMPLE FOLLOW-UP PROMPT

Before making any changes, remember that the attached logo and mascot must remain exactly as provided. Do not modify, recreate, or alter them in any way. Use only the original uploaded files.

 

Ultimately, AI-generated content should always be carefully reviewed before publishing to ensure that any logos, mascots, colors, and branding elements remain accurate and compliant with district and school branding standards.

Please make every effort to keep the content to a minimum in the graphic. 

The bulk of the information should be included in the post body, in order to be ADA-compliant. Treat the image like an advertisement, and don’t overwhelm the viewer with content. 

  • Prompt wording lowers the risk but does not eliminate it, because AI tools ignore instructions routinely. Treat these as a second line of defense, not a substitute for the workflow above.

    • Add to every prompt: "Do not include any logos, wordmarks, monograms, seals, mascots, emblems or text of any kind."
    • Reserve the space: "Leave the lower left corner empty and uncluttered as clear space for a logo to be added later."
    • Never prompt for the brand by name. Do not write "add the OCPS logo," "Orange County Public Schools branding" or "in the style of the OCPS logo." Naming the brand invites the tool to invent a version of it.
    • When editing an existing asset, mask or lock the logo area before running any generative edit, then confirm the tool honored the mask.
    • Avoid tools that cannot export a layered file. If you cannot place the logo as a separate, non-generated layer, use a different tool.

  • Open the official logo file beside your asset at full size and confirm:

    • The wordmark reads ORANGE COUNTY PUBLIC SCHOOLS letter for letter, with no dropped, doubled or invented characters.
    • The blocks monogram has the correct number of blocks in the correct arrangement and orientation.
    • Colors match exactly: navy #011E41 and orange #EE7623. Sample the pixels; do not judge by eye. Proportions are unchanged. The logo hashas not been stretched, squeezed, rotated or skewed.
    • Required clear space is preserved and nothing overlaps the mark.
    • No effects have been added: no glow, shadow, texture, 3D, outline or filter.

    If anything is off, do not correct it in the AI tool. Delete the generated mark and place the official file. School logos follow the same rule; a school logo altered by AI is not an approved school logo.

  • AI-assisted designs must follow approved OCPS color palettes, typography, logos and graphic elements; maintain the professional, inclusive and student-centered tone of the district; and accurately represent our schools and community. Avoid generic AI templates that do not match district branding. Start from an approved OCPS template whenever one exists.

  • Before publishing, verify all dates, times, names, statistics and locations; confirm the spelling of schools, departments, employee names and program titles; and review all text for grammar, readability and adherence to AP Style and this Style Guide. Never rely on AI to generate factual information without human verification.

    • Use authentic photography whenever possible to represent students, staff and schools.
    • Do not create images that could reasonably be mistaken for actual OCPS students, employees or events unless the content is clearly identified as an illustration or conceptual image.
    • Do not create images that misrepresent district facilities, programs or experiences.
    • Do not alter documentary photographs in any way that changes the factual nature of an event.

  • All AI-generated graphics must meet district accessibility standards: adequate color contrast, readable typography, clear visual hierarchy, alternative text for digital images, and type large enough to read on mobile. See the ADA Social Media Guide.

  • You are responsible for ensuring AI-generated content complies with copyright and licensing requirements. Do not recreate copyrighted artwork, logos, mascots or branded characters without permission; do not generate designs that closely imitate another organization's branding; and do not use AI outputs that violate licensing terms or intellectual property rights. Per Board Policy IJNDC, using AI to generate content that infringes copyright, trademark or intellectual property rights is prohibited.

  • Never upload confidential or protected information into public AI platforms. This includes student information, employee records, internal documents, personally identifiable information and sensitive district information. Only district-vetted AI tools may be used when confidential information is involved. Board Policy IJNDC prohibits the use of open-source or unvetted commercial AI models.

  • Board Policy IJNDC prohibits using AI to generate deepfakes, voice cloning or synthetic media to impersonate, harass, bully or mislead others.

  • Review every AI-assisted asset for brand compliance, accuracy, accessibility, inclusiveness, appropriate messaging, and legal and policy compliance. Submit work for review to graphics@ocps.net.

    • Start with an approved OCPS template whenever possible.
    • Use AI to generate ideas, not finished designs.
    • Replace AI-generated text with approved messaging.
    • Verify all event details.
    • Check spelling, branding and logo placement.
    • Confirm accessibility on desktop and mobile.
    • Obtain required approvals before distribution.

  • Contact Public Relations at pr@ocps.net or submit a Graphics Request.