AI Tools

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Introduction

The AI Tools module equips schools with safe, managed artificial intelligence capabilities directly integrated into Cleverschool. It allows teachers, administrative staff, and school leaders to explore generative AI, create teaching media, and access instant policy guidance without needing commercial subscriptions or personal accounts.

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Conceptual Architecture

The module is structured as a privacy-first, centrally governed AI ecosystem:

• Terms of Use Gate: A mandatory compliance verification step ensuring all staff understand safe prompting, data protection (no PII), and the human-in-the-loop principle before accessing interactive tools.
• Educational Image Studio: A generative creative workspace supporting text-to-image synthesis, multi-aspect-ratio formatting (Landscape, Square, Portrait), image upload and manipulation, and a personal media gallery.
• Custom Policy Support Agents (RAG): Dedicated, administrator-configured assistants linked to school policy documents via semantic vector stores. Responses stream in real time with exact document citations.
• General Assistant & Drafting Workspace: A conversational interface for lesson differentiation, social stories, and correspondence, featuring instant Microsoft Word (.docx) export.
• Central Token Telemetry & Audit Vault: Continuous tracking of prompt tokens, completion tokens, and computational usage across the entire school tenant.

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Roles & Permissions Matrix

Access to AI tools is governed by Cleverschool’s role hierarchy to maintain administrative control over custom agents, document stores, and usage telemetry:

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Document Grounding & Retrieval-Augmented Generation (RAG)

A common challenge with general commercial AI models is “hallucination”—the tendency to generate plausible-sounding but factually incorrect statements. Cleverschool’s Support Agents eliminate this risk by combining large language models with Retrieval-Augmented Generation (RAG):

1. Document Ingestion: Administrators upload school policies, handbooks, and guidance documents in Agent Documents.
2. Vector Indexing: Documents are parsed, split into semantically coherent passages, and indexed in a secure tenant vector store.
3. Targeted Retrieval: When staff ask a question, the system uses semantic search to locate the exact relevant paragraphs from the uploaded documents.
4. Grounded Generation: The model synthesises an answer based exclusively on the retrieved context, citing the exact document name and section used.
5. Human in the Loop: Staff can immediately download the underlying source document from the chat interface to verify complex or sensitive guidance.

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Multi-Academy Trust (MAT) & Central Synchronisation

For Multi-Academy Trusts and school federations:

• Centrally Synchronised Agents: Trust leaders can create master support agents (e.g. Trust HR Handbook Assistant, Central Governance Guide) at the central tenant level.
• Automated Daily Propagation: Synchronised agents and their vector store connections propagate automatically to all schools within the trust once daily.
• Central Lock Protection: Centrally managed agents display a lock indicator at the school level to maintain trust-wide policy consistency while allowing school staff to query them seamlessly.

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Screen Tour

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1. AI Tools Portal (/ai/index)

The central launchpad for all AI features in your school:

• Image Generator Card: Direct access to the creative illustration workspace.
• Custom Support Agent Cards: Dynamic list of all active policy assistants configured for your school.
• Activity Button: Instant access to your personal token usage statistics.
• Manage Button (Administrators): Direct shortcut to agent configuration and document vector stores.

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2. AI Terms of Use Gate (/ai/terms)

A clear, transparent acceptable use policy presented to staff prior to first use:

• Explains the OpenAI wrapper architecture and why commercial accounts are unnecessary.
• Details ethical use guidelines: no pupil-identifiable data (PII), professional verification, and reasonable usage standards.
• One-click Agree confirmation that logs the acceptance timestamp in the tenant audit log.

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3. AI Image Studio (/ai/images)

A creative suite designed specifically for classroom and school communications:

• Aspect Ratio Selector: Switch seamlessly between Landscape (16:9), Square (1:1), and Portrait (9:16).
• Prompt Box: Natural language description input with helpful educational examples.
• Image Upload & Manipulation: Upload existing images to request targeted inpainting and edits.
• Your Images Gallery: Personal storage grid showing file sizes, creation timestamps, selection toggles, and bulk deletion actions.

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4. Custom Support Agent Chat (/ai/chat/{agent})

An intuitive, real-time conversational interface for querying school documentation:

• Real-Time Streaming: Watch responses appear instantly as the model processes the query.
• Document Citations: Clear links identifying the source policy document used to formulate the reply.
• Source Document Download: One-click download button to inspect the full original PDF or Word file.
• Safety Disclaimer: Prominent reminder that staff remain the human in the loop.

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5. AI Administration (/ai/admin)

The control panel for school administrators:

• Agent Master Table: Search, sort, paginate, create, and edit custom support agents.
• Agent Definition Modal: Configure agent name, description, custom system instructions, and disclaimer text.
• Agent Documents Console (/ai/admin/chat/{agent}): Attach school documents to the agent’s vector store or remove outdated files with immediate vector index updates.

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6. AI Activity & Token Telemetry (/ai/activity)

A comprehensive dashboard providing complete transparency over computational costs:

• Preset & Custom Date Ranges: Inspect usage Today, Yesterday, This Week, This Month, or over custom date intervals.
• Token Breakdown: View separate metrics for Prompt Tokens (input instructions and retrieved documents), Completion Tokens (generated replies), and Total Tokens.
• Staff Drill-Down (/ai/activity/{user}): Inspect chronological interaction logs for individual staff members.

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Next Steps & Guides