Gemini prompt library for K12 admins

Use when: leadership asks for “an AI policy” and you need a draft grounded in the policy you already have.

Act as a K-12 technology policy writer. Draft a one-page addendum to our staff Acceptable Use Policy covering generative AI (Gemini for Education).

District context: [NAME, ENROLLMENT, GRADES SERVED].

Cover: which tools are approved, student-data rules (FERPA/COPPA — no student PII in unapproved tools), required human review of AI output, expectations for staff modeling responsible use with students, and how violations tie back to the existing AUP.

Match the tone and structure of our current AUP, pasted below. Plain English, board-review ready.

[PASTE CURRENT AUP]

Use when: you have five minutes on a board agenda and need every word to count.

Write a one-page brief for a school board on Gemini for Education.

Our context: edition [EDITION / LICENSE TIER], [ENROLLMENT] students, rollout stage: [PILOT / STAFF ONLY / STUDENTS 13+ / ALL].

Explain in neutral, non-hype language: what's included at our tier, what data protections apply, what admins control (who has access, managed by organizational unit), and what students and staff will actually see.

End with the three decisions we're asking the board to weigh in on: [DECISION 1], [DECISION 2], [DECISION 3].

Flag any claim I should verify against Google's admin documentation before presenting.

Use when: a Workspace update lands and you need to know if it's a nothing or a Tuesday-ruiner.

Here's a Google Workspace release note: [PASTE RELEASE NOTE].

Write a short impact memo for a K-12 IT team: what changed, who it affects in a district like ours ([SIZE, DEVICE FLEET, WHAT'S CURRENTLY ENABLED]), which admin settings to review, what — if anything — to communicate to staff, and a recommended action with a timeline.

If the change is low-impact for us, say so plainly. Don't manufacture urgency.

Use when: Gemini access is about to go live and families should hear it from you first.

Draft a letter to parents and guardians announcing that [DISTRICT NAME] is enabling Gemini for Education for [GRADE BANDS / STAFF ONLY].

Cover: what Gemini is in plain terms, why we're doing this, the protections in place (age-appropriate access controls, no ads, our data-privacy commitments), what it means in the classroom, and who to contact with questions: [CONTACT].

Reading level: about 8th grade. Warm but straightforward — no tech jargon, no hype. Keep it under a page so it translates cleanly into [LANGUAGES].

Use when: the tool goes live Monday and you'd rather answer the top ten questions once.

Create a one-page FAQ for teachers and staff for the week Gemini for Education goes live.

Anticipate the ten questions they'll actually ask — what it is, what it can and can't see, whether student data is safe, whether they're required to use it, how it shows up in Docs, Gmail, and Sheets, and what responsible use looks like with students in the room.

Answer honestly and briefly, using our district specifics: [PASTE KEY POLICY POINTS / SETTINGS DECISIONS].

Use when: something happened, phones are ringing, and calm beats fast-but-sloppy.

We had a security incident: [SHORT FACTUAL SUMMARY — e.g., a phishing email captured several staff passwords; no student systems affected].

Draft two versions of an update: one for staff, one for families.

Both: calm, factual, no jargon, no blame. What happened, what we've already done, what we're asking you to do, and where updates will come from. Do not speculate beyond the facts I gave you.

Flag anything that sounds legally risky so I can run it past leadership first.

Use in: Gemini in Sheets, on a user-list export from the Admin console.

This Sheet is a user-list export from our Google Admin console.

Using the last-sign-in column, help me: flag accounts with no sign-in for 90+ days, group them by organizational unit, and build a summary table of counts per school.

Then draft a short note to site techs explaining what we're checking, the accounts we'll review for deprovisioning, and what happens next.

Use in: Gemini in Sheets, on a device export. Walks into the business office ready.

This Sheet is a ChromeOS device export from our Admin console.

Group devices by model and auto-update expiration (AUE) date. Flag anything within 18 months of AUE.

Then build a replacement-planning summary: counts by school and by year replacement is needed, with a rough budget line using [COST PER DEVICE].

Format the output so I can drop it straight into a budget conversation with the business office.

Use in: Gemini in Sheets, with a license export and a user export side by side.

This Sheet has two tabs: [TAB 1] is our assigned-licenses export, [TAB 2] is our active-user export.

Help me reconcile them: licenses assigned to suspended or deleted accounts, users missing a license they should have under our rule ([RULE — e.g., all certificated staff get Education Plus]), and any duplicates.

Summarize the mismatches in a table and estimate what the unused licenses cost us at [PRICE PER LICENSE PER YEAR].

Use when: a public-records or legal request lands and you want a defensible, documented search.

We received a records request: [SCOPE — WHO, WHAT, DATE RANGE].

Draft a Google Vault search plan: which accounts and org units to search, date ranges, the search operators and terms to try (including likely misspellings and nicknames), what to export, and a log template so we document exactly what we searched and when.

List the ambiguities I should clarify with the requester before running anything.

Use when: the superintendent asks “do we still have that email from three years ago?”

Here are our current Google Vault retention rules: [PASTE RULES].

Explain in plain English, for a superintendent, what we keep, for how long, and what that means in practice when someone asks about an old email or file.

Include the two or three questions leadership should be asking about whether these rules still match district policy and state records law. Note where I should confirm with legal counsel — don't guess at legal requirements.

Use when: you need the pilot → staff → students plan on one page for your superintendent.

Draft a phased enablement plan for Gemini for Education at [DISTRICT], edition [EDITION].

Phases: staff pilot ([GROUP], [DATES]) → all staff → students [GRADE BANDS]. For each phase: entry criteria, the admin-console settings to review before flipping anything (access by OU, age-based settings, feature toggles), what we'll measure, and the communication that goes out.

Format as a one-page memo I can put in front of my superintendent.

Use when: you're on the hook for PD and want hands-on, not a slideshow.

Design a 45-minute hands-on intro session, "Gemini in your day-to-day," for [AUDIENCE — e.g., K-5 teachers, mixed comfort levels].

Structure: 5 minutes of framing (what it is, our district's rules), three live demos in tools they already use (Docs, Gmail, and one more you pick), 15 minutes of guided practice with task cards, and an exit ticket.

Write the task cards and the exit ticket too. Assume the room has [DEVICES] and our enabled features are: [WHAT'S ON].

Use when: adoption needs allies in every building, not another email from IT.

Draft a starter kit for a teacher AI-champions program: one or two champions per building.

Include: the announcement asking for volunteers (what's in it for them, the expected time commitment), a monthly cadence (what champions do, how they feed questions back to IT), and simple recognition ideas that cost nothing.

District context: [SIZE, NUMBER OF BUILDINGS, CULTURE NOTES].

Use when: the session's over, the notes are chaos, and the follow-up should go out today.

Here are my raw notes from today's [TOPIC] session: [PASTE NOTES].

Turn them into a follow-up email to attendees: five key takeaways in their words, the links and resources mentioned, and next steps split by role (teacher / site tech / district admin).

Include a subject line. Keep it skimmable — someone should get value from it in 30 seconds.