Artificial Intelligence Policy

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1. Introduction

AI plays a crucial role in enhancing Open eLMS products and services by providing various benefits such as automated eLearning content creation, personalised learning experiences, intelligent chatbots for instant support, predictive analytics for recommending future learning, enhanced accessibility through audio descriptions, content aggregation for organised learning materials, and virtual learning environments for immersive experiences. By leveraging AI, Open eLMS offers users a more personalised, efficient, and effective learning experience.

2. Principles and Values

Open eLMS is deeply committed to upholding ethical principles and values in all aspects of AI development. This commitment is demonstrated through alignment with the EU Ethics Guidelines for Trustworthy AI - the AI act, which serves as a cornerstone for ensuring transparency, fairness, safety, and societal well-being. Open eLMS prioritizes transparency in its AI development processes, ensuring that decisions are made with fairness and safety in mind. Furthermore, the company places a strong emphasis on societal well-being, recognizing the broader impact of AI technology on communities and individuals. Through these principles, Open eLMS strives to build AI systems that not only deliver innovative solutions but also uphold the highest ethical standards.

3. Scope and Application

Open eLMS Ltd AI Policy applies to all of its systems including Open eLMS, Open eLMS AI and Open eLMS Catalogue.

4. Ethical Considerations

Open eLMS prioritizes ethical considerations, particularly in image and voice generation using Open eLMS AI. The policy mandates that image libraries and dynamically created images must reflect the ethnic diversity of the user population. This entails ensuring representation across various demographics, including but not limited to ethnicity, gender, age, and physical abilities. The company emphasizes the importance of promoting diversity by providing options to vary the sex and ethnicity of AI-generated voices. By adhering to these principles, Open eLMS aims to create inclusive and representative AI technologies that respect the diversity of its user base and broader society.

5 Governance and Responsibility

Open eLMS has adopted a structured approach to oversee AI development and deployment, ensuring accountability and adherence to ethical standards:

5.1 Establishment of roles and responsibilities:

 The Open eLMS Product Director holds overall responsibility for AI, overseeing both design and programming teams. Designers and program team members report directly to the Product Director, ensuring streamlined communication and accountability for all AI-related matters.  The Product Director reports directly to the board on all matters relating to AI ethics.

5.2 Creation of mechanisms for ongoing monitoring and evaluation:

Open eLMS has implemented robust mechanisms for continuous monitoring and evaluation of AI systems. This involves regular assessment of AI performance, identifying potential biases or ethical concerns, and implementing necessary adjustments or improvements.

6 Data Management and Privacy

Open eLMS prioritizes user privacy through robust data governance practices:

6.1 Data minimisation and anonymisation:

Open eLMS employs data minimisation techniques, ensuring that only necessary data is collected and stored. For instance, uploaded documents used to create eLearning content are not saved on the Open eLMS server to improve AI data models, minimizing the risk of data breaches or misuse. Additionally, anonymisation techniques are applied to remove personally identifiable information from datasets, further safeguarding user privacy.

6.2 Compliance with data protection regulations:

Open eLMS is committed to complying with relevant data protection regulations, such as the General Data Protection Regulation (GDPR). This involves implementing measures to ensure that user data is collected, processed, and stored in accordance with GDPR requirements. By adhering to these regulations, Open eLMS demonstrates its commitment to protecting user privacy and maintaining trust with its users.

7. Warnings and Other Measures

Open eLMS will adhere to the following tenants which could be open to abuse with the use of its learning technology:

1. Any eLearning created solely using AI should be labeled as created by AI.
2. Learning that has undergone a process of human review or editorial control can remove this label.
3. Voice production will not use deep fakes to mimic the voice of others without expressly getting the permission of those involved and informing the learner.
4. Open eLMS will only use open-sourced AI models to generate learning content, in line with the first tier definition within the AI Act.

8. Training and Awareness

Open eLMS ensures ethical awareness and understanding among its employees involved in AI-related activities through various initiatives:

8.1 AI ethics training via internal learning management system (LMS):

Open eLMS provides comprehensive AI ethics training modules accessible through its internal LMS. These modules cover ethical considerations in AI development and deployment, emphasizing principles such as transparency, fairness, and societal well-being. Employees involved in AI-related activities are required to complete this training to ensure they understand and uphold ethical standards in their work.

8.2 Promotion of ethical awareness among all staff members:

Open eLMS promotes awareness and understanding of ethical considerations in AI across the organisation. Through company-wide communications, newsletters, and workshops, all staff members are informed about the importance of ethical AI practices and their role in upholding them. This ensures that ethical considerations are integrated into the company culture and everyday operations.

8.3 Encouragement of open dialogue and communication:

Ethical dilemmas in AI development and deployment are openly discussed and addressed at every level of the organisation, driven from the top down. Open eLMS fosters a culture of transparency and accountability, where employees feel empowered to raise ethical concerns or dilemmas without fear of reprisal through clear communication channels to the Product DIrector or company board. These discussions are integrated into regular board meetings, ensuring that ethical considerations remain a priority for decision-makers and guiding principles for the company's direction in AI development and deployment.

9. Sign-off

This document has been reviewed and signed off as per below.  

Signed by:            … Date: 14/03/2023

 Name:         Emil Reisser-Weston MSc MEng (Managing Director)