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Pasco trustees ask staff to draft AI and recording language for meetings and IEPs
Summary
Board members asked district staff to add or refine policy language addressing use of AI transcription/note-taking tools in meetings and how recording interacts with reasonable accommodation in IEP/504 settings.
Trustees flagged the growing use of AI-driven transcription and note-taking apps during meetings and asked staff to add or clarify policy language on how those tools may be used. Speaker 6 named examples (Otter.ai, Fireflies) and expressed concern about personally identifiable information in IEP and 504 meetings.
A speaker summarized the district practice: the portions of policy that address recording are intended primarily to allow audio or video recording when necessary as a reasonable accommodation. Staff and board members agreed the policy does not currently address modern AI summarization services and that it would be prudent to add a reference to AI tools or cross-reference district AI guidance for staff.
Board members asked that any language recognize protection of student data under federal statutes (as raised in the discussion referencing FERPA/COPPA-like concerns) and that staff propose procedures for notifying participants when AI tools are used during a meeting. The board did not adopt final language at this session and directed staff to draft proposed wording ahead of the next agenda.
